Privacy Act of 1974 Report of an Altered System of Records, 23869-23872 [E9-11946]

Download as PDF dwashington3 on PROD1PC60 with NOTICES Federal Register / Vol. 74, No. 97 / Thursday, May 21, 2009 / Notices MSC 7814, Bethesda, MD 20892, 301–594– 1321, diramig@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Review of Competing Revisions. Date: June 5, 2009. Time: 8 a.m. to 12 p.m. Agenda: To review and evaluate grant applications. Place: Hotel Palomar, 2121 P Street, NW., Washington, DC 20037. Contact Person: Elisabeth Koss, PhD, Scientific Review Officer, Center for Scientific Review, National Institutes of Health, 6701 Rockledge Drive, Room 3139, MSC 7770, Bethesda, MD 20892, (301) 435– 1721, kosse@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Competitive Revisions; Neurotechnology. Date: June 5, 2009. Time: 8 a.m. to 6 p.m. Agenda: To review and evaluate grant applications. Place: Melrose Hotel, 2430 Pennsylvania Avenue, NW., Washington, DC 20037. Contact Person: Robert C. Elliott, PhD, Scientific Review Officer, Center for Scientific Review, National Institutes of Health, 6701 Rockledge Drive, Room 3130, MSC 7850, Bethesda, MD 20892, 301–435– 3009, elliotro@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Molecular Obesity and Diabetes ARRA CR. Date: June 5, 2009. Time: 10:45 a.m. to 5 p.m. Agenda: To review and evaluate grant applications. Place: Embassy Suites New Orleans— Convention Center, 315 Julia Street, New Orleans, LA 70130. Contact Person: Ann A. Jerkins, PhD, Scientific Review Officer, Center for Scientific Review, National Institutes of Health, 6701 Rockledge Drive, Room 6154, MSC 7892, Bethesda, MD 20892, 301–435– 4514, jerkinsa@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Bioengineering Competitive Revisions. Date: June 5, 2009. Time: 2 p.m. to 5 p.m. Agenda: To review and evaluate grant applications. Place: Crowne Plaza Dulles Airport Hotel, 2200 Centreville Road, Herndon, VA 20170. Contact Person: Marc Rigas, PhD, Scientific Review Officer, Center for Scientific Review, VerDate Nov<24>2008 13:08 May 20, 2009 Jkt 217001 National Institutes of Health, 6701 Rockledge Drive, Room 5158, MSC 7849, Bethesda, MD 20892, 301–402–1074, rigasm@mail.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Psychosocial Risk Prevention: ARRA Revision Applications. Date: June 5, 2009. Time: 12 p.m. to 5 p.m. Agenda: To review and evaluate grant applications. Place: Avenue Hotel Chicago, 160 Huron Street, Chicago, IL 60611. Contact Person: Anna L. Riley, PhD, Scientific Review Officer, Center for Scientific Review, National Institutes of Health, 6701 Rockledge Drive, Room 3114, MSC 7759, Bethesda, MD 20892, 301–435– 2889, rileyann@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. Name of Committee: Center for Scientific Review Special Emphasis Panel; Topics in Anti-Microbial and Resistance. Date: June 5, 2009. Time: 12 p.m. to 3 p.m. Agenda: To review and evaluate grant applications. Place: Hyatt Regency Bethesda, One Bethesda Metro Center, 7400 Wisconsin Avenue, Bethesda, MD 20814. Contact Person: Guangyong Ji, PhD, Scientific Review Officer, Center for Scientific Review, National Institutes of Health, 6701 Rockledge Drive, Room 3211, MSC 7808, Bethesda, MD 20892, 301–435– 1146, jig@csr.nih.gov. This notice is being published less than 15 days prior to the meeting due to the timing limitations imposed by the review and funding cycle. (Catalogue of Federal Domestic Assistance Program Nos. 93.306, Comparative Medicine; 93.333, Clinical Research, 93.306, 93.333, 93.337, 93.393–93.396, 93.837–93.844, 93.846–93.878, 93.892, 93.893, National Institutes of Health, HHS) Dated: May 13 2009. Jennifer Spaeth, Director, Office of Federal Advisory Committee Policy. [FR Doc. E9–11827 Filed 5–20–09; 8:45 am] BILLING CODE 4140–01–M DEPARTMENT OF HEALTH AND HUMAN SERVICES National Institutes of Health National Institute of Arthritis and Musculoskeletal and Skin Diseases; Notice of Closed Meeting Pursuant to section 10(d) of the Federal Advisory Committee Act, as amended (5 U.S.C. App.), notice is hereby given of the following meeting. PO 00000 Frm 00032 Fmt 4703 Sfmt 4703 23869 The meeting will be closed to the public in accordance with the provisions set forth in sections 552b(c)(4) and 552b(c)(6), Title 5 U.S.C., as amended. The grant applications and the discussions could disclose confidential trade secrets or commercial property such as patentable material, and personal information concerning individuals associated with the grant applications, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy. Name of Committee: Arthritis and Musculoskeletal and Skin Diseases Special Grants Review Committee. Date: June 2–3, 2009. Time: 7 p.m. to 5 p.m. Agenda: To review and evaluate grant applications. Place: Hyatt Regency Bethesda, One Bethesda Metro Center, 7400 Wisconsin Avenue, Bethesda, MD 20814. Contact Person: Helen Lin, PhD, Scientific Review Administrator, NIH/NIAMS/RB, 6701 Democracy Blvd., Suite 800, Plaza One, Bethesda, MD 20817, 301–594–4952, linh1@mail.nih.gov. (Catalogue of Federal Domestic Assistance Program Nos. 93.846, Arthritis, Musculoskeletal and Skin Diseases Research, National Institutes of Health, HHS) Dated: May 14, 2009. Jennifer Spaeth, Director, Office of Federal Advisory Committee Policy. [FR Doc. E9–11828 Filed 5–20–09; 8:45 am] BILLING CODE 4140–01–P DEPARTMENT OF HEALTH AND HUMAN SERVICES Health Resources and Services Administration Privacy Act of 1974 Report of an Altered System of Records AGENCY: Health Resources and Services Administration (HRSA), HHS. ACTION: Notice of an altered system of records. SUMMARY: In accordance with the requirements of the Privacy Act of 1974, the Health Resources and Services Administration (HRSA) is publishing notice of a proposal to alter the system of records for the C.W. Bill Young Cell Transplantation Program. This system of records is required to comply with the implementation directives of Public Law 109–129. Records are used for the C.W. Bill Young Cell Transplantation Program’s planning, implementation, evaluation, monitoring, and document storage purposes. The purposes of these alterations are to update the locations of this system, E:\FR\FM\21MYN1.SGM 21MYN1 dwashington3 on PROD1PC60 with NOTICES 23870 Federal Register / Vol. 74, No. 97 / Thursday, May 21, 2009 / Notices to clarify that existing routine use number 4 for this system includes disclosures to subcontractors, and to add routine use number 9 related to notification of breaches in security or confidentiality of records maintained in the system. DATES: Persons wishing to comment on this revised system of records notice may do so until June 30, 2009. Unless there is a further notice in the Federal Register, this revised system of records will become effective on June 30, 2009. ADDRESSES: Please address comments to Director, Blood Stem Cell Transplantation Program, HRSA/HSB/ DoT, 5600 Fishers Lane, Room 12C–06, Rockville, Maryland 20857; telephone (301) 443–7577. This is not a toll-free number. Comments received will be available for inspection at this same address from 9 a.m. to 3 p.m., Monday through Friday. FOR FURTHER INFORMATION CONTACT: Director, Blood Stem Cell Transplantation Program, HRSA/HSB/ DoT, 5600 Fishers Lane, Room 12C–06, Rockville, Maryland 20857; telephone (301) 443–7577; fax (301) 594–6095. These are not toll-free numbers. SUPPLEMENTARY INFORMATION: The Health Resources and Services Administration published in the Federal Register of August 17, 2007, notice of a new system of records, 09– 15–0068, C.W. Bill Young Cell Transplantation Program. The Stem Cell Therapeutic and Research Act of 2005 (the Act) establishes the C.W. Bill Young Cell Transplantation Program (the Program), which maintains information related to patients in need of a blood stem cell transplant and potential adult volunteer blood stem cell donors who have agreed to be listed on the registry maintained by the Program. Additionally, the Program maintains information related to the outcomes of patients who have undergone blood stem cell transplantation. The Stem Cell Therapeutic and Research Act of 2005 authorizes the C.W. Bill Young Cell Transplantation Program and provides for the collection, maintenance, and distribution of human blood stem cells for the treatment of patients and for research. The Program consists of four interrelated components each operated under a separate contract. The four components are: The Bone Marrow Coordinating Center; the Cord Blood Coordinating Center; the Office of Patient Advocacy/Single Point of Access; and the Stem Cell Therapeutic Outcomes Database. The contracts for operation of the Bone Marrow Coordinating Center, Cord Blood VerDate Nov<24>2008 13:08 May 20, 2009 Jkt 217001 Coordinating Center, and Office of Patient Advocacy/Single Point of Access were awarded to the National Marrow Donor Program in September, 2006. A single contract for the Stem Cell Therapeutic Outcomes Database was awarded to the Center for International Blood and Marrow Transplant Research (CIBMTR) at the Medical College of Wisconsin in September 2006 as well. As identified by the Act, the Program is charged with: Operating a system for identifying, matching, and facilitating the distribution of bone marrow that is suitably matched to candidate patients; operating a system for identifying, matching, and facilitating the distribution of donated umbilical cord blood units that are suitably matched to candidate patients; providing a means by which transplant physicians, other healthcare professionals, and patients can electronically search for and access all available adult marrow donors available through the Program; recruiting potential adult volunteer marrow donors; coordinating with other Federal programs to maintain and expand medical contingency response capabilities; carrying out informational and educational activities; providing patient advocacy services; providing case management services for potential donors; and collecting, analyzing, and publishing blood stem cell transplantation related data, including patient outcomes data, in a standardized electronic format. This system of records is required to comply with the implementation directives of the Act, Public Law 109–129. The records will be used for the C.W. Bill Young Cell Transplantation Program’s planning, implementation, evaluation, monitoring, and document storage purposes. Mary K. Wakefield, Administrator. SYSTEM NUMBER: 09–15–0068. SYSTEM NAME: C.W. Bill Young Cell Transplantation Program. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Data collected by the C.W. Bill Young Cell Transplantation Program (the Program) are maintained by the National Marrow Donor Program (NMDP) and the Medical College of Wisconsin, contractors for the Program. The Division of Transplantation within the Health Resources and Services Administration oversees the Program PO 00000 Frm 00033 Fmt 4703 Sfmt 4703 and the contracts with the NMDP and Medical College of Wisconsin. Records associated with the C.W. Bill Young Cell Transplantation Program are located at the National Marrow Donor Program, 3001 Broadway Street, NE., Suite 500, Minneapolis, MN 55413 and Time Warner Telecom, 5488 Feltl Road, Minnetonka, MN 55343. Additional records associated with the Stem Cell Therapeutic Outcomes Database component of the Program are located at the Medical College of Wisconsin’s Center for International Blood and Marrow Transplant Research (CIBMTR), 9200 W. Wisconsin Avenue, Milwaukee, WI 53226. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 1. Volunteers whose bone marrow, peripheral blood or cord blood donations are to be used for hematopoietic reconstitution or other therapeutic applications on behalf of patients in need. 2. Patients searching for an unrelated donor or who are receiving transplant or ancillary services through the C.W. Bill Young Cell Transplantation Program. 3. Recipients of allogeneic blood stem cell transplantation. CATEGORIES OF RECORDS IN THE SYSTEM: Records consist of documents (printed and electronic) containing all information necessary to manage and facilitate patient searches and to track detailed post-transplant clinical status, including documentation and correspondence concerning patients in need of (or recipients of) blood stem cell transplants and volunteers listed on the Program’s registry as potential blood stem cell donors. These documents include all information necessary to manage and facilitate patient searches, and to track detailed post-transplant and post-donation clinical status. The following information is maintained in the system: Individual identifiers about the recipients and donors (e.g., social security number (voluntary), names, date of birth, etc.); recipient and donor demographics and socio-demographics; recipients’ disease, disease history and treatment, transplant procedure details, post-transplantation medical history, events, and complications; donor medical history; donation procedure and blood stem cell product details; long-term follow-up of medical outcomes and assessment of functioning for donors and recipients; provider identifiers; transplant and collection facility identifiers; and donor management center identifiers. E:\FR\FM\21MYN1.SGM 21MYN1 Federal Register / Vol. 74, No. 97 / Thursday, May 21, 2009 / Notices AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Public Law 109–129 establishes the C.W. Bill Young Cell Transplantation Program, authorizing the Department to establish by contract a system for identifying, matching, and facilitating bone marrow and cord blood transplants, including recruitment, patient advocacy and maintenance of a stem cell therapeutic outcomes database. dwashington3 on PROD1PC60 with NOTICES PURPOSE(S): The C.W. Bill Young Cell Transplantation Program is comprised of the Office of Patient Advocacy/Single Point of Access, the Bone Marrow Coordinating Center, the Cord Blood Coordinating Center, and the Stem Cell Therapeutic Outcomes Database. The purpose of the system is to support the Program’s mission to facilitate and increase access to blood stem cell transplantation. Additionally, information in the system will be used to advise the Secretary of the Department of Health and Human Services and the Advisory Council on Blood Stem Cell Transplantation on matters related to the Program and for ongoing monitoring of the Program by the Health Resources and Services Administration to determine the effectiveness of the Program and to guide implementation of the policies and procedures that govern the Program’s structure. Records from this system will be used to carry out the statutory charge of the C.W. Bill Young Cell Transplantation Program. Specifically, records vital and attendant to the full scope of activities involved at every stage of the process of facilitation of blood stem cell transplantation or other therapies for recipients suitably matched to biologically unrelated donors; analyzing factors affecting transplant outcomes; monitoring and reporting of adverse events; monitoring and reporting of quality, compliance, and performance indicators; monitoring and reporting on the size and composition of the registry of adult bone marrow donors and size and composition of the umbilical cord blood inventory; and to provide pertinent information to transplant programs, physicians, patients, other entities awarded a contract under Section 379 of the Public Health Service Act, donor registries, and cord blood banks as stated in Public Law 109–129. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Disclosure of records from this system of records may be made as provided in the Privacy Act, 5 U.S.C. 552a(b), and to VerDate Nov<24>2008 13:08 May 20, 2009 Jkt 217001 the following recipients for the purposes stated: 1. Departmental contractors who have been engaged by the Department to assist in accomplishment of a departmental function related to the purposes of this system of records and who have a need to access the records in order to carry out that function. 2. Transplant centers, physicians and staff, and NMDP participating organizations, for the purpose of searching for donors or products and/or facilitating transplants, matching donor blood stem cells with recipients, monitoring participant outcomes, and monitoring compliance of member organizations with contractor requirements. 3. Personnel involved in the care of volunteer blood stem cell donors and management of their participation in the Program. Disclosures of clinically relevant de-identified information contained in certain donor records may be made to transplant physicians, patients or their designated representatives for purposes of facilitating searches for blood stem cell donors or products and/or facilitation of unrelated donor transplants. 4. Disclosures may be made by the contractors for the Office of Patient Advocacy/Single Point of Access, the Bone Marrow Coordinating Center, the Cord Blood Coordinating Center, the Stem Cell Therapeutic Outcomes Database, NMDP and CIBMTR participating centers to one another and their subcontractors (so long as such subcontractors are contractually bound to comply with the Privacy Act) as well as participating umbilical cord blood banks to carry out the purposes of the C.W. Bill Young Cell Transplantation Program. 5. Disclosure may be made to the Department of Justice when: (a) The agency or any component thereof; or (b) any employee of the agency in his or her official capacity; (c) any employee of the agency in his or her individual capacity where agency or the Department of Justice has agreed to represent the employee; or (d) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation and the use of such records by the Department of Justice is therefore deemed by the agency to be for a purpose that is compatible with the purpose for which the agency collected the records. 6. Disclosure may be made to a court or adjudicative body in a proceeding when: (a) The agency or any component thereof; or (b) any employee of the PO 00000 Frm 00034 Fmt 4703 Sfmt 4703 23871 agency in his or her official capacity; (c) any employee of the agency in his or her individual capacity where agency or the Department of Justice has agreed to represent the employee; or (d) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation and the use of such records is therefore deemed by the agency to be for a purpose that is compatible with the purpose for which the agency collected the records. 7. Disclosure may be made to a congressional office from the record of an individual in response to a verified inquiry from the congressional office made at the written request of that individual. 8. Disclosure may be made for research purposes. Rarely, with the appropriate safeguards and consistent with the applicable provisions of the Privacy Act and the Common Rule (45 CFR Part 46), disclosure for research purposes may be made when the Department, independently or through its contractor(s): (a) Has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained; (b) has determined that a bona fide research/analysis purpose exists; (c) has required the recipient to: (1) Establish strict limitations concerning the receipt and use of patient-identified data; (2) establish reasonable administrative, technical, and physical safeguards to protect the confidentiality of the data and to prevent the unauthorized use or disclosure of the record; (3) remove, destroy, or return the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining such information; and (4) make no further use or disclosure of the record except as authorized by HHS or its contractor(s) or when required by law; (d) has determined that other applicable safeguards or protocols will be followed; and (e) has secured a written statement attesting to the recipient’s understanding of, and willingness to abide by these provisions. 9. To appropriate Federal agencies and Department contractors that have a need to know the information for the purpose of assisting the Department’s efforts to respond to a suspected or confirmed breach of the security or confidentiality of information E:\FR\FM\21MYN1.SGM 21MYN1 23872 Federal Register / Vol. 74, No. 97 / Thursday, May 21, 2009 / Notices maintained in this system of records, and the information disclosed is relevant and necessary for that assistance. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are maintained in file folders and in computer data files. RETRIEVABILITY: Patient and donor records may be retrieved by a unique ID assigned by the system or through the use of other identifying information (e.g., names, date of birth, Social Security Number, or address). dwashington3 on PROD1PC60 with NOTICES SAFEGUARDS: 1. Authorized users: Access is limited to authorized personnel responsible for administering the program, including program managers and program specialists who have responsibilities for implementing the program and the HRSA Information Systems Security Officer. The contractor(s) shall maintain current lists of authorized users. Retrieval of donor or patient records will be limited to authorized users for search, outcomes data collection and data auditing, or transplant management purposes. 2. Assign Responsibility for Security: Responsibility is assigned to a management official knowledgeable of the nature of the information and processes supported by the C.W. Bill Young Cell Transplantation Program and in the management, personnel, operational, and technical controls used to protect it. 3. Perform Risk Assessment: A risk assessment was conducted in conjunction with the development of the system. The system design ensures vulnerabilities, risks, and other security concerns are identified and addressed in the system design and throughout the life cycle of the project. This is consistent with the HHS Automated Information Systems Security Program Handbook. 4. Certification and Accreditation: The Program’s electronic data systems are certified under the auspices of HRSA’s Office of Information Technology Certification and Accreditation system. 5. Physical safeguards: All computer equipment and files and hard copy files are stored in areas where fire and life safety codes (e.g., OSHA standards) are strictly enforced. All automated and non-automated documents are protected on a 24-hour basis. Perimeter security includes intrusion alarms, key/ passcard/combination controls, and VerDate Nov<24>2008 13:08 May 20, 2009 Jkt 217001 receptionist controlled area. Most hard copy files are maintained in a file room used solely for purposes of the Program with access limited by combination lock to authorized users identified above. Computer files are password protected and are accessible only by use of computers which are password protected. Servers are password protected and protected in locked rooms, with access restricted to specific authorized staff using controls specified in the certification and accreditation process. 6. Procedural safeguards: A password is required to access computer files. All users of personal information in connection with the performance of their jobs protect information from public view and from unauthorized personnel entering an unsupervised area. All authorized users sign a nondisclosure statement. All passwords, keys and/or combinations are changed when a person leaves or no longer has authorized duties. Access to records is limited to those authorized personnel trained in accordance with the Privacy Act and automated data processing (ADP) security procedures. The transmission of records is protected using secure protocols. Individuals with access to the system have User IDs and passwords and must be granted access to the system. External access to the data requires two-factor authentication. The safeguards described above were established in accordance with NIST 800–53 and OMB Circular A–130 Appendix III. RETENTION AND DISPOSAL: HRSA is working with the National Archives and Records Administration (NARA) to obtain the appropriate retention value of these records. SYSTEM MANAGER AND ADDRESS: Director, Blood Stem Cell Transplantation Program, HRSA, Parklawn Building, Room 12C–06, 5600 Fishers Lane, Rockville, MD 20857. NOTIFICATION PROCEDURE: Requests must be made to the System Manager. Requests by mail: Requests for information and/or access to records received by mail must contain information providing the identity of the writer, and a reasonable description of the record desired, and whom it concerns. Written requests must contain the name and address of the requester, his/her date of birth and his/her signature. Requests must be notarized to verify the identity of the requester, or the requester must certify that (s)he is the individual who (s)he claims to be PO 00000 Frm 00035 Fmt 4703 Sfmt 4703 and that (s)he understands that to knowingly and willfully request or acquire a record pertaining to another individual under false pretenses is a criminal offense under the Privacy Act subject to a $5,000 fine (45 CFR 5b.5(b)(2)(ii)). Requests in person or by telephone, electronic mail or facsimile cannot be honored. REQUESTS IN PERSON: No requests in person at the system location will be honored. REQUESTS BY TELEPHONE: Since positive identification of the caller cannot be established, telephone requests are not honored. RECORD ACCESS PROCEDURES: Record access procedures are the same as notification procedures. Requesters should also provide a reasonable description of the contents of the record being sought. A parent or guardian who requests notification of, or access to, a minor’s/incompetent person’s record shall designate a family physician or other health professional (other than a family member) to whom the record, if any, will be sent. The parent or guardian must verify relationship to the minor/incompetent person as well as his/her own identity. Records will be mailed only to the requester’s address that is on file, unless a different address is demonstrated by official documentation. CONTESTING RECORD PROCEDURES: To contest a record in the system, contact the official at the address specified above and reasonably identify the record, specify the information being contested, and state the corrective action sought and the reason(s) for requesting the correction, along with supporting documentation to show how the record is inaccurate, incomplete, untimely, or irrelevant. RECORD SOURCE CATEGORIES: Sources of records include, but are not limited to, patients, donors, and/or their representatives under the C.W. Bill Young Cell Transplantation Program and any other sources of information or documentation submitted by any other person or entity for inclusion in a request for the purpose of facilitating and monitoring blood stem cell transplantation (e.g., transplant center healthcare professionals). SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. [FR Doc. E9–11946 Filed 5–20–09; 8:45 am] BILLING CODE 4165–15–P E:\FR\FM\21MYN1.SGM 21MYN1

Agencies

[Federal Register Volume 74, Number 97 (Thursday, May 21, 2009)]
[Notices]
[Pages 23869-23872]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-11946]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Health Resources and Services Administration


Privacy Act of 1974 Report of an Altered System of Records

AGENCY: Health Resources and Services Administration (HRSA), HHS.

ACTION: Notice of an altered system of records.

-----------------------------------------------------------------------

SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, the Health Resources and Services Administration (HRSA) is 
publishing notice of a proposal to alter the system of records for the 
C.W. Bill Young Cell Transplantation Program. This system of records is 
required to comply with the implementation directives of Public Law 
109-129. Records are used for the C.W. Bill Young Cell Transplantation 
Program's planning, implementation, evaluation, monitoring, and 
document storage purposes.
    The purposes of these alterations are to update the locations of 
this system,

[[Page 23870]]

to clarify that existing routine use number 4 for this system includes 
disclosures to subcontractors, and to add routine use number 9 related 
to notification of breaches in security or confidentiality of records 
maintained in the system.

DATES: Persons wishing to comment on this revised system of records 
notice may do so until June 30, 2009. Unless there is a further notice 
in the Federal Register, this revised system of records will become 
effective on June 30, 2009.

ADDRESSES: Please address comments to Director, Blood Stem Cell 
Transplantation Program, HRSA/HSB/DoT, 5600 Fishers Lane, Room 12C-06, 
Rockville, Maryland 20857; telephone (301) 443-7577. This is not a 
toll-free number. Comments received will be available for inspection at 
this same address from 9 a.m. to 3 p.m., Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Director, Blood Stem Cell 
Transplantation Program, HRSA/HSB/DoT, 5600 Fishers Lane, Room 12C-06, 
Rockville, Maryland 20857; telephone (301) 443-7577; fax (301) 594-
6095. These are not toll-free numbers.

SUPPLEMENTARY INFORMATION: The Health Resources and Services 
Administration published in the Federal Register of August 17, 2007, 
notice of a new system of records, 09-15-0068, C.W. Bill Young Cell 
Transplantation Program. The Stem Cell Therapeutic and Research Act of 
2005 (the Act) establishes the C.W. Bill Young Cell Transplantation 
Program (the Program), which maintains information related to patients 
in need of a blood stem cell transplant and potential adult volunteer 
blood stem cell donors who have agreed to be listed on the registry 
maintained by the Program. Additionally, the Program maintains 
information related to the outcomes of patients who have undergone 
blood stem cell transplantation.
    The Stem Cell Therapeutic and Research Act of 2005 authorizes the 
C.W. Bill Young Cell Transplantation Program and provides for the 
collection, maintenance, and distribution of human blood stem cells for 
the treatment of patients and for research. The Program consists of 
four interrelated components each operated under a separate contract. 
The four components are: The Bone Marrow Coordinating Center; the Cord 
Blood Coordinating Center; the Office of Patient Advocacy/Single Point 
of Access; and the Stem Cell Therapeutic Outcomes Database. The 
contracts for operation of the Bone Marrow Coordinating Center, Cord 
Blood Coordinating Center, and Office of Patient Advocacy/Single Point 
of Access were awarded to the National Marrow Donor Program in 
September, 2006. A single contract for the Stem Cell Therapeutic 
Outcomes Database was awarded to the Center for International Blood and 
Marrow Transplant Research (CIBMTR) at the Medical College of Wisconsin 
in September 2006 as well.
    As identified by the Act, the Program is charged with: Operating a 
system for identifying, matching, and facilitating the distribution of 
bone marrow that is suitably matched to candidate patients; operating a 
system for identifying, matching, and facilitating the distribution of 
donated umbilical cord blood units that are suitably matched to 
candidate patients; providing a means by which transplant physicians, 
other healthcare professionals, and patients can electronically search 
for and access all available adult marrow donors available through the 
Program; recruiting potential adult volunteer marrow donors; 
coordinating with other Federal programs to maintain and expand medical 
contingency response capabilities; carrying out informational and 
educational activities; providing patient advocacy services; providing 
case management services for potential donors; and collecting, 
analyzing, and publishing blood stem cell transplantation related data, 
including patient outcomes data, in a standardized electronic format. 
This system of records is required to comply with the implementation 
directives of the Act, Public Law 109-129. The records will be used for 
the C.W. Bill Young Cell Transplantation Program's planning, 
implementation, evaluation, monitoring, and document storage purposes.

Mary K. Wakefield,
Administrator.

System Number:
    09-15-0068.

System Name:
    C.W. Bill Young Cell Transplantation Program.

Security Classification:
    None.

System Location:
    Data collected by the C.W. Bill Young Cell Transplantation Program 
(the Program) are maintained by the National Marrow Donor Program 
(NMDP) and the Medical College of Wisconsin, contractors for the 
Program. The Division of Transplantation within the Health Resources 
and Services Administration oversees the Program and the contracts with 
the NMDP and Medical College of Wisconsin.
    Records associated with the C.W. Bill Young Cell Transplantation 
Program are located at the National Marrow Donor Program, 3001 Broadway 
Street, NE., Suite 500, Minneapolis, MN 55413 and Time Warner Telecom, 
5488 Feltl Road, Minnetonka, MN 55343.
    Additional records associated with the Stem Cell Therapeutic 
Outcomes Database component of the Program are located at the Medical 
College of Wisconsin's Center for International Blood and Marrow 
Transplant Research (CIBMTR), 9200 W. Wisconsin Avenue, Milwaukee, WI 
53226.

Categories of Individuals Covered by the System:
    1. Volunteers whose bone marrow, peripheral blood or cord blood 
donations are to be used for hematopoietic reconstitution or other 
therapeutic applications on behalf of patients in need.
    2. Patients searching for an unrelated donor or who are receiving 
transplant or ancillary services through the C.W. Bill Young Cell 
Transplantation Program.
    3. Recipients of allogeneic blood stem cell transplantation.

Categories of Records in the System:
    Records consist of documents (printed and electronic) containing 
all information necessary to manage and facilitate patient searches and 
to track detailed post-transplant clinical status, including 
documentation and correspondence concerning patients in need of (or 
recipients of) blood stem cell transplants and volunteers listed on the 
Program's registry as potential blood stem cell donors. These documents 
include all information necessary to manage and facilitate patient 
searches, and to track detailed post-transplant and post-donation 
clinical status. The following information is maintained in the system: 
Individual identifiers about the recipients and donors (e.g., social 
security number (voluntary), names, date of birth, etc.); recipient and 
donor demographics and socio-demographics; recipients' disease, disease 
history and treatment, transplant procedure details, post-
transplantation medical history, events, and complications; donor 
medical history; donation procedure and blood stem cell product 
details; long-term follow-up of medical outcomes and assessment of 
functioning for donors and recipients; provider identifiers; transplant 
and collection facility identifiers; and donor management center 
identifiers.

[[Page 23871]]

Authority for Maintenance of The System:
    Public Law 109-129 establishes the C.W. Bill Young Cell 
Transplantation Program, authorizing the Department to establish by 
contract a system for identifying, matching, and facilitating bone 
marrow and cord blood transplants, including recruitment, patient 
advocacy and maintenance of a stem cell therapeutic outcomes database.

Purpose(s):
    The C.W. Bill Young Cell Transplantation Program is comprised of 
the Office of Patient Advocacy/Single Point of Access, the Bone Marrow 
Coordinating Center, the Cord Blood Coordinating Center, and the Stem 
Cell Therapeutic Outcomes Database. The purpose of the system is to 
support the Program's mission to facilitate and increase access to 
blood stem cell transplantation. Additionally, information in the 
system will be used to advise the Secretary of the Department of Health 
and Human Services and the Advisory Council on Blood Stem Cell 
Transplantation on matters related to the Program and for ongoing 
monitoring of the Program by the Health Resources and Services 
Administration to determine the effectiveness of the Program and to 
guide implementation of the policies and procedures that govern the 
Program's structure. Records from this system will be used to carry out 
the statutory charge of the C.W. Bill Young Cell Transplantation 
Program. Specifically, records vital and attendant to the full scope of 
activities involved at every stage of the process of facilitation of 
blood stem cell transplantation or other therapies for recipients 
suitably matched to biologically unrelated donors; analyzing factors 
affecting transplant outcomes; monitoring and reporting of adverse 
events; monitoring and reporting of quality, compliance, and 
performance indicators; monitoring and reporting on the size and 
composition of the registry of adult bone marrow donors and size and 
composition of the umbilical cord blood inventory; and to provide 
pertinent information to transplant programs, physicians, patients, 
other entities awarded a contract under Section 379 of the Public 
Health Service Act, donor registries, and cord blood banks as stated in 
Public Law 109-129.

Routine Uses of Records Maintained In the System, Including Categories 
of Users and the Purposes of Such Uses:
    Disclosure of records from this system of records may be made as 
provided in the Privacy Act, 5 U.S.C. 552a(b), and to the following 
recipients for the purposes stated:
    1. Departmental contractors who have been engaged by the Department 
to assist in accomplishment of a departmental function related to the 
purposes of this system of records and who have a need to access the 
records in order to carry out that function.
    2. Transplant centers, physicians and staff, and NMDP participating 
organizations, for the purpose of searching for donors or products and/
or facilitating transplants, matching donor blood stem cells with 
recipients, monitoring participant outcomes, and monitoring compliance 
of member organizations with contractor requirements.
    3. Personnel involved in the care of volunteer blood stem cell 
donors and management of their participation in the Program. 
Disclosures of clinically relevant de-identified information contained 
in certain donor records may be made to transplant physicians, patients 
or their designated representatives for purposes of facilitating 
searches for blood stem cell donors or products and/or facilitation of 
unrelated donor transplants.
    4. Disclosures may be made by the contractors for the Office of 
Patient Advocacy/Single Point of Access, the Bone Marrow Coordinating 
Center, the Cord Blood Coordinating Center, the Stem Cell Therapeutic 
Outcomes Database, NMDP and CIBMTR participating centers to one another 
and their subcontractors (so long as such subcontractors are 
contractually bound to comply with the Privacy Act) as well as 
participating umbilical cord blood banks to carry out the purposes of 
the C.W. Bill Young Cell Transplantation Program.
    5. Disclosure may be made to the Department of Justice when: (a) 
The agency or any component thereof; or (b) any employee of the agency 
in his or her official capacity; (c) any employee of the agency in his 
or her individual capacity where agency or the Department of Justice 
has agreed to represent the employee; or (d) the United States 
Government, is a party to litigation or has an interest in such 
litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records by the Department of Justice is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    6. Disclosure may be made to a court or adjudicative body in a 
proceeding when: (a) The agency or any component thereof; or (b) any 
employee of the agency in his or her official capacity; (c) any 
employee of the agency in his or her individual capacity where agency 
or the Department of Justice has agreed to represent the employee; or 
(d) the United States Government, is a party to litigation or has an 
interest in such litigation, and by careful review, the agency 
determines that the records are both relevant and necessary to the 
litigation and the use of such records is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records.
    7. Disclosure may be made to a congressional office from the record 
of an individual in response to a verified inquiry from the 
congressional office made at the written request of that individual.
    8. Disclosure may be made for research purposes. Rarely, with the 
appropriate safeguards and consistent with the applicable provisions of 
the Privacy Act and the Common Rule (45 CFR Part 46), disclosure for 
research purposes may be made when the Department, independently or 
through its contractor(s): (a) Has determined that the use or 
disclosure does not violate legal or policy limitations under which the 
record was provided, collected, or obtained; (b) has determined that a 
bona fide research/analysis purpose exists; (c) has required the 
recipient to: (1) Establish strict limitations concerning the receipt 
and use of patient-identified data; (2) establish reasonable 
administrative, technical, and physical safeguards to protect the 
confidentiality of the data and to prevent the unauthorized use or 
disclosure of the record; (3) remove, destroy, or return the 
information that identifies the individual at the earliest time at 
which removal or destruction can be accomplished consistent with the 
purpose of the research project, unless the recipient has presented 
adequate justification of a research or health nature for retaining 
such information; and (4) make no further use or disclosure of the 
record except as authorized by HHS or its contractor(s) or when 
required by law; (d) has determined that other applicable safeguards or 
protocols will be followed; and (e) has secured a written statement 
attesting to the recipient's understanding of, and willingness to abide 
by these provisions.
    9. To appropriate Federal agencies and Department contractors that 
have a need to know the information for the purpose of assisting the 
Department's efforts to respond to a suspected or confirmed breach of 
the security or confidentiality of information

[[Page 23872]]

maintained in this system of records, and the information disclosed is 
relevant and necessary for that assistance.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System: Storage:
    Records are maintained in file folders and in computer data files.

Retrievability:
    Patient and donor records may be retrieved by a unique ID assigned 
by the system or through the use of other identifying information 
(e.g., names, date of birth, Social Security Number, or address).

Safeguards:
    1. Authorized users: Access is limited to authorized personnel 
responsible for administering the program, including program managers 
and program specialists who have responsibilities for implementing the 
program and the HRSA Information Systems Security Officer. The 
contractor(s) shall maintain current lists of authorized users. 
Retrieval of donor or patient records will be limited to authorized 
users for search, outcomes data collection and data auditing, or 
transplant management purposes.
    2. Assign Responsibility for Security: Responsibility is assigned 
to a management official knowledgeable of the nature of the information 
and processes supported by the C.W. Bill Young Cell Transplantation 
Program and in the management, personnel, operational, and technical 
controls used to protect it.
    3. Perform Risk Assessment: A risk assessment was conducted in 
conjunction with the development of the system. The system design 
ensures vulnerabilities, risks, and other security concerns are 
identified and addressed in the system design and throughout the life 
cycle of the project. This is consistent with the HHS Automated 
Information Systems Security Program Handbook.
    4. Certification and Accreditation: The Program's electronic data 
systems are certified under the auspices of HRSA's Office of 
Information Technology Certification and Accreditation system.
    5. Physical safeguards: All computer equipment and files and hard 
copy files are stored in areas where fire and life safety codes (e.g., 
OSHA standards) are strictly enforced. All automated and non-automated 
documents are protected on a 24-hour basis. Perimeter security includes 
intrusion alarms, key/passcard/combination controls, and receptionist 
controlled area. Most hard copy files are maintained in a file room 
used solely for purposes of the Program with access limited by 
combination lock to authorized users identified above. Computer files 
are password protected and are accessible only by use of computers 
which are password protected. Servers are password protected and 
protected in locked rooms, with access restricted to specific 
authorized staff using controls specified in the certification and 
accreditation process.
    6. Procedural safeguards: A password is required to access computer 
files. All users of personal information in connection with the 
performance of their jobs protect information from public view and from 
unauthorized personnel entering an unsupervised area. All authorized 
users sign a nondisclosure statement. All passwords, keys and/or 
combinations are changed when a person leaves or no longer has 
authorized duties. Access to records is limited to those authorized 
personnel trained in accordance with the Privacy Act and automated data 
processing (ADP) security procedures. The transmission of records is 
protected using secure protocols. Individuals with access to the system 
have User IDs and passwords and must be granted access to the system. 
External access to the data requires two-factor authentication. The 
safeguards described above were established in accordance with NIST 
800-53 and OMB Circular A-130 Appendix III.

Retention and Disposal:
    HRSA is working with the National Archives and Records 
Administration (NARA) to obtain the appropriate retention value of 
these records.

System Manager and Address:
    Director, Blood Stem Cell Transplantation Program, HRSA, Parklawn 
Building, Room 12C-06, 5600 Fishers Lane, Rockville, MD 20857.

Notification Procedure:
    Requests must be made to the System Manager.
    Requests by mail: Requests for information and/or access to records 
received by mail must contain information providing the identity of the 
writer, and a reasonable description of the record desired, and whom it 
concerns. Written requests must contain the name and address of the 
requester, his/her date of birth and his/her signature. Requests must 
be notarized to verify the identity of the requester, or the requester 
must certify that (s)he is the individual who (s)he claims to be and 
that (s)he understands that to knowingly and willfully request or 
acquire a record pertaining to another individual under false pretenses 
is a criminal offense under the Privacy Act subject to a $5,000 fine 
(45 CFR 5b.5(b)(2)(ii)).
    Requests in person or by telephone, electronic mail or facsimile 
cannot be honored.

Requests in Person:
    No requests in person at the system location will be honored.

Requests by Telephone:
    Since positive identification of the caller cannot be established, 
telephone requests are not honored.

Record Access Procedures:
    Record access procedures are the same as notification procedures. 
Requesters should also provide a reasonable description of the contents 
of the record being sought. A parent or guardian who requests 
notification of, or access to, a minor's/incompetent person's record 
shall designate a family physician or other health professional (other 
than a family member) to whom the record, if any, will be sent. The 
parent or guardian must verify relationship to the minor/incompetent 
person as well as his/her own identity. Records will be mailed only to 
the requester's address that is on file, unless a different address is 
demonstrated by official documentation.

Contesting Record Procedures:
    To contest a record in the system, contact the official at the 
address specified above and reasonably identify the record, specify the 
information being contested, and state the corrective action sought and 
the reason(s) for requesting the correction, along with supporting 
documentation to show how the record is inaccurate, incomplete, 
untimely, or irrelevant.

Record Source Categories:
    Sources of records include, but are not limited to, patients, 
donors, and/or their representatives under the C.W. Bill Young Cell 
Transplantation Program and any other sources of information or 
documentation submitted by any other person or entity for inclusion in 
a request for the purpose of facilitating and monitoring blood stem 
cell transplantation (e.g., transplant center healthcare 
professionals).

Systems Exempted from Certain Provisions of the Act:
    None.

[FR Doc. E9-11946 Filed 5-20-09; 8:45 am]
BILLING CODE 4165-15-P