Privacy Act of 1974: Revision to Existing System of Records, 22867-22868 [05-8801]

Agencies

• DEPARTMENT OF HEALTH AND HUMAN SERVICES

[Federal Register Volume 70, Number 84 (Tuesday, May 3, 2005)]
[Notices]
[Pages 22867-22868]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-8801]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES


Privacy Act of 1974: Revision to Existing System of Records

AGENCY: Child Care Subsidy Program, Office of the Assistant Secretary 
for Administration and Management (ASAM), Office of the Secretary, HHS.

ACTION: Notice of revision to an existing system of records.

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SUMMARY: In accordance with the requirements of the Privacy Act, the 
Department of Health and Human Services (HHS) is publishing a notice of 
the revision of an existing system of records, 09-90-0200, Child Care 
Subsidy Program. The revised system will collect family income data 
from employees in the National Institutes of Health, as well as the 
Health Resources and Services Administration, the Food and Drug 
Administration (FDA), the Program Support Center (PSC), the Office of 
the Secretary (OS), the Administration on Aging (AoA), the Centers for 
Disease Control and Prevention and Agency for Toxic Substances and 
Disease Registry (CDC/ATSDR) and the Substance Abuse and Mental Health 
Services Administration (SAMHSA) who are already covered by this 
system, for the purpose of determining their eligibility for child care 
subsidies, and the amounts of the subsidies. It also will collect 
information from the employees' child care provider(s) for verification 
purposes, e.g., that the provider is licensed. Collection of data will 
be by subsidy application forms submitted by employees. HHS is also 
revising the name of the General Accounting Office (GAO) in Routine Use 
number 5 because the name of that office has changed to the Government 
Accountability Office.

DATES: This revision does not add new routine uses for this system. 
This amendment will be effective without further notice on the day of 
its publication unless comments are received which would result in a 
contrary determination.

FOR FURTHER INFORMATION CONTACT: Child Care Subsidy Program 
Administrator, Office of Human Resources, Office of the Assistant 
Secretary for Administration and Management, U.S. Department of Health 
and Human Services, Room 300-E, 200 Independence Ave., SW., Washington, 
DC 20201. The telephone number is 202-690-6191.

SUPPLEMENTARY INFORMATION: The current Notice of System of Records 
covered only employees of OS, AoA, HRSA, SAMHSA, FDA, CDC/ATSDR and the 
PSC. Since that time, NIH has established a child care subsidy program 
for its employees. This amendment expands coverage of the Child Care 
Subsidy Program Records to include employees in NIH who are eligible 
for this program. The notice is published below in its entirety, as 
amended. HHS is also revising the name of the General Accounting Office 
in Routine Use number 5 because the name of that office has changed to 
the Government Accountability Office.

    Dated: April 25, 2005.
Robert Hosenfeld,
Deputy Assistant Secretary for Human Resources.
09-90-0200

SYSTEM NAME:
    Child Care Subsidy Program Records (HHS).

SYSTEM CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Records are located throughout HHS in offices of agency child care 
program administrators and in offices of contract employees engaged to 
administer the subsidy programs. Since there are several sites around 
the country, contact the appropriate System Manager listed in Appendix 
A for more details about specific locations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
     The individuals in the system are employees of the Administration 
on Aging (AoA), Office of the Secretary (OS), Substance Abuse and 
Mental Health Services Administration (SAMHSA), Food and Drug 
Administration (FDA), Program Support Center (PSC), Health Resources 
and Services Administration (HRSA), the Centers for Disease Control and 
Prevention and Agency for Toxic Substances and Disease Registry (CDC/
ATSDR) and the National Institutes of Health (NIH) in the Department of 
Health and Human Services (HHS), who voluntarily apply for child care 
subsidies.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Application forms for a child care subsidy contain personal 
information, including employee's name, Social Security Number, grade, 
home phone number, home address, total income, number of dependent 
children, and number of children on whose behalf the employee is 
applying for a subsidy, information on any tuition assistance received 
from State/County/local child care subsidy, and information on child 
care providers used, including their name, address, provider license 
number, and State where license issues, tuition cost, provider tax 
identification number, and copies of Internal Revenue Form 1040 for 
verification purposes.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sec. 630 of Pub. L. 107-67 (November 12, 2001 and Executive Order 
9397 (November 22, 1943).

[[Page 22868]]

PURPOSE(S) OF THE SYSTEM:
    To establish and verify HHS employees' eligibility for child care 
subsidies in order for HHS to provide monetary assistance to its 
employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USE:
    1. Disclosure may be made to a Member of Congress or to a 
congressional staff member in response to a request for assistance from 
the Member by the individual of record.
    2. The Department of Health and Human Services (HHS) may disclose 
information from this system of records to the Department of Justice, 
or to a court or other tribunal, when (a) HHS, or any component 
thereof; or (b) any HHS employee in his or her official capacity; or 
(c) any HHS employee in his or her individual capacity where the 
Department of Justice (or HHS, where it is authorized to do so) has 
agreed to represent the employee; or (d) the United States or any 
agency thereof where HHS determines that the litigation is likely to 
affect HHS or any of its components, is a party to litigation, and HHS 
determines that the use of such records by the Department of Justice, 
court or other tribunal is relevant and necessary to the litigation and 
would help in the effective representation of the governmental party, 
provided, however, that in each case HHS determines that such 
disclosure is compatible with the purpose for which the records where 
collected.
    3. HHS intends to disclose information from this system to an 
expert, consultant, or contractor (including employees of the 
contractor) of HHS if necessary to further the implementation and 
operation of this program.
    4. Disclosure may be made to a Federal, State, or local agency 
responsible for investigating prosecuting, enforcing, or implementing a 
statute, rule, regulation, or order, where the Department of Health and 
Human Services is made aware of a violation or potential violation of 
civil or criminal law or regulation.
    5. Disclosure may be made to the Office of Personnel Management or 
the Government Accountability Office when the information is required 
for evaluation of the subsidy program.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
    1. Storage: Information may be collected on paper or electronically 
and may be stored as paper forms or on computers.
    2. Retrievability: The records are retrieved by name and may also 
be cross-referenced to Social Security Number.
    3. Safeguards:

    --Authorized Users: Only HHS personnel working on this project and 
personnel employed by HHS contractors to work on this project are 
authorized users as designated by the system manager
    --Physical Safeguards: Records are stored in lockable metal file 
cabinets or security rooms
    --Procedural Safeguards: Contractors who maintain records in this 
system are instructed to make no further disclosure of the records, 
except as authorized by the system manager and permitted by the Privacy 
Act. Privacy Act requirements are specifically included in contracts.
    --Technical Safeguards: Electronic records are protected by use of 
passwords
    --Implementations Guidelines: HHS Chapter 45-13 of the General 
Administration Manual, ``Safeguarding Records Contained in Systems of 
Records and the HHS Automated Information System Security Program 
Handbook, Information Resources Management Manual''

RETENTION AND DISPOSAL:
    Disposition of records is according to the National Archives and 
Records Administration (NARA) guidelines.

SYSTEM MANAGER(S) AND ADDRESSES:
    The records of individuals applying for and receiving child care 
subsidies are managed by System Managers at the various HHS sites 
listed in Appendix A.

NOTIFICATION PROCEDURE:
    Individuals may submit a request with a notarized signature on 
whether the system contains records about them to the local System 
Manager.

RECORD ACCESS PROCEDURES:
    Request from individuals for access to their records should be 
addressed to the local System Manager. Requesters should also 
reasonably specify the record contents being sought. Individuals may 
also request an accounting of disclosures of their records, if any.

CONTESTING RECORD PROCEDURES:
    Contact the official at the address specified under Notification 
Procedures above and reasonably identify the record, specify the 
information being contested, and state the corrective action sought, 
with supporting information to show how the record is inaccurate, 
incomplete, untimely, or irrelevant.

RECORD SOURCE CATEGORIES:
    Information is provided by HHS employees who apply for child care 
subsidies. Furnishing of the information is voluntary.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

Appendix A

    1. For employees of the Office of the Secretary and the 
Administration on Aging, nationwide, contact: Child Care Subsidy 
Program Coordinator, PSC Rockville Human Resource Center, Room 23C-
42, 5600 Fishers Lane, Rockville, MD 20857.
    2. For employees of the Food and Drug Administration, 
nationwide, contact: Child Care Subsidy Program Coordinator, Office 
of Human Resources and Management Services, Food and Drug 
Administration--HFA-410, 5600 Fishers Lane, Rockville, MD 20857.
    3. For employees of the Health Resources and Services, contact: 
Child Care Subsidy Program Coordinator, Health Resources and 
Services Administration, 5600 Fishers Lane, Room 13-25, Rockville, 
MD 20857.
    4. For employees of the Centers for Disease Control and 
Prevention, nationwide, contact: Work and Family Program 
Coordinator, Centers for Disease Control and Prevention, 4770 Buford 
Highway, MS-K17, Atlanta, GA 30341.
    5. For employees of the Substance Abuse and Mental Health 
Services Administration, contact: Director, Division of Human 
Resources Management, Office of Program Services, 1 Choke Cherry 
Road, Rockville, MD 20892.
    6. For employees of the National Institutes of Health, 
nationwide, contact: Child Care Program Manager, National Institutes 
of Health, 301 North Stone Street, Suite 118, Rockville, MD 
20892.

[FR Doc. 05-8801 Filed 5-2-05; 8:45 am]
BILLING CODE 4151-17-P