Privacy Act of 1974; Report of an Altered System of Records, 57806-57807 [2010-23711]

Agencies

• DEPARTMENT OF HEALTH AND HUMAN SERVICES
• Health Resources and Services Administration

[Federal Register Volume 75, Number 183 (Wednesday, September 22, 2010)]
[Notices]
[Pages 57806-57807]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-23711]



[[Page 57806]]

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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: Department of Health and Human Services (HHS), Health Resources 
and Services Administration (HRSA).

ACTION: Notice of an Altered System of Records (SOR).

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SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, the Health Resources and Services Administration (HRSA) is 
publishing a notice to alter the Correspondence Control System. This 
system of records is used to control and track all correspondence 
documents addressed or directed to, as well as initiated by, the 
Administrator, HRSA, or his/her subordinates, as well as other Agency 
documents, to assure timely and appropriate attention.
    The purposes of these alterations are to reflect a change in the 
system name and location; the system manager and address; policies and 
practices for storing, retrieving, accessing, retaining, and disposing 
of records in the system; contesting records procedures; and the 
addition of routine use number 3. The last update of this SORN 
09-15-0059 was December 23, 1998 (63 FR 71145).

DATES: HRSA has filed an altered system report with the Chair of the 
House Committee on Government Reform and Oversight, the Chair of the 
Senate Committee on Homeland Security and Governmental Affairs, and the 
Administrator, Office of Information and Regulatory Affairs, Office of 
Management and Budget (OMB) on June 15, 2010.
    To ensure all parties have adequate time in which to comment, the 
altered systems, including the routine uses, will become effective 30 
days from the publication of the notice or 40 days from the date it was 
submitted to OMB and Congress, whichever is later, unless HRSA receives 
comments that require alterations to this notice.

ADDRESSES: The public should address comments to Sahira Rafiullah, 
Director, Division of Policy and Information Coordination, Health 
Resources and Services Administration, 5600 Fishers Lane, Room 14A-11, 
Rockville, Maryland 20857; Telephone (301) 443-1785. This is not a 
toll-free number. Comments received will be available for inspection at 
the same address from 9 a.m. to 3 p.m. eastern standard time zone, 
Monday through Friday.

FOR FURTHER INFORMATION CONTACT: Director, Division of Policy and 
Information Coordination, Office of Management, 5600 Fishers Lane, Room 
14A-11, Rockville, Maryland 20857; Telephone (301) 443-1785. This is 
not a toll-free number.

SUPPLEMENTARY INFORMATION: The Health Resources and Services 
Administration is updating the system of records notice to reflect a 
change in the name from Correspondence Control System to Strategic Work 
Information and Folder Transfer System. The change in location is from 
a specific Bureau to a central location in the Division of Policy and 
Information Coordination, Office of Management, Office of Operations, 
HRSA, 5600 Fishers Lane, Room 14A-11, Rockville, Maryland 20857. The 
change in system manager and address is from Policy Coordinator to 
Director, Division of Policy and Information Coordination and the 
change of address is from Room 14-08 to Room 14A-11. The change in 
categories of records reflects more clarification as well as current 
technology. The change in storage reflects an update of current 
technology. The change in retrievability is further clarification of 
staff. The change in retention and disposal is to reflect a revision in 
the retention and disposal schedule. The addition of a new routine use 
is to include appropriate Federal agencies and Department contractors 
for the purpose of assisting the Department's efforts to respond to a 
suspected or confirmed breach of the security or confidentiality of the 
information maintained in this system of records.

    Dated: September 9, 2010.
Mary K. Wakefield,
Administrator.
SYSTEM NUMBER:
    09-15-0059

SYSTEM NAME:
    Strategic Work Information and Folder Transfer System (SWIFT), HHS/
HRSA/OO/OM.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Division of Policy and Information Coordination, Office of 
Management, Office of Operations, Health Resources and Services 
Administration (HRSA), 5600 Fishers Lane, Room 14A-11, Rockville, MD 
20857.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have sent written correspondence (including e-mails 
and faxes) or other documents to the Administrator, HRSA, the Deputy 
Administrator, an associate administrator, or a bureau director, or 
individuals who have been contacted in writing by one of these 
officials.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence includes incoming letters, memos, relevant 
background information, and agency outgoing correspondence. Other 
documents include Reports to Congress, Regulations, Federal Register 
notices and records management schedules. This information is contained 
on hardcopy printouts and a secured network server managed by IT staff.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations.

PURPOSE(S) FOR RECORDS IN THIS SYSTEM:
    To control and track all correspondence addressed or directed to 
and initiated by the Administrator, HRSA, or his/her subordinates as 
indicated above, as well as other documents, to assure timely and 
appropriate attention by relevant HRSA staff.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    1. The Department of Health and Human Services (DHHS) may disclose 
information from this system of records to a congressional office from 
the record of an individual in response to a verified inquiry from the 
congressional office made at the request of that individual.
    2. DHHS may disclose information from this system of records to the 
Department of Justice, or to a court or other tribunal, when:
    a. DHHS, or any component thereof; or
    b. Any DHHS employee in his or her official capacity; or
    c. Any DHHS employee in his or her individual capacity where the 
Department of Justice (or DHHS, where authorized to do so) has agreed 
to represent the employee; or
    d. The United States, or any agency thereof where DHHS determines 
that the litigation is likely to affect DHHS or any of its components, 
is a party to litigation or has an interest in such litigation, and 
DHHS determines that the use of such records by the Department of 
Justice, the court or other tribunal is relevant and necessary to the 
litigation and would

[[Page 57807]]

help in the effective representation of the governmental party, 
provided, however, that in each case, DHHS determines that such 
disclosure is compatible with the purpose for which the records were 
collected.
    3. DHHS may disclose information from this system of records 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 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:
    1. STORAGE: Controlled correspondence records and other document 
records are maintained in hardcopy and electronically at the 
operational computer site.
    2. RETRIEVABILITY: Hardcopy records are indexed chronologically by 
date, name, subject and unique numerical control number. Electronic 
records are indexed chronologically by date, name, subject and unique 
numeral control number. Records are available to staff responsible for 
preparation of correspondence and to the staff of the Division of 
Policy and Information Coordination.
    3. SAFEGUARDS: Access to hardcopy and computer resident records is 
limited to the staff of the Division of Policy and Information 
Coordination and Bureau correspondence liaisons. Privacy training is 
required for those individuals. Access to hardcopy records during non-
working hours is limited to these individuals who have keys to both the 
file cabinets and rooms where the records are stored. Remote computer 
terminal locations are protected with individual user identification 
codes and associated passwords that are changed periodically. When 
possible, computer terminal locations are locked during non-working 
hours. Confidential and/or sensitive documents are either hand carried 
or transmitted in sealed envelopes. Employees who handle controlled 
correspondence and other documents are instructed to observe 
established office procedures to protect correspondence documents from 
unauthorized access.

RETENTION AND DISPOSAL:
    Temporary hardcopy records are cut off at the end of each calendar 
year, retained on-site for 2 years, transferred to the Washington 
National Records Center (WNRC), and destroyed by WNRC 5 years later, in 
accordance with established records retention and disposition 
schedules. Permanent hardcopy records are cut off at the end of each 
calendar year, retained on-site for 2 years, transferred to the 
Washington National Records Center, and then 5 years later transferred 
to the National Archives and Records Administration (NARA). HRSA is 
working with NARA to obtain the appropriate retention value regarding 
electronic records.

SYSTEM MANAGER AND ADDRESS:
    Director, Division of Policy and Information Coordination, Room 
14A-11, Parklawn Bldg., 5600 Fishers Lane, Rockville, MD.

NOTIFICATION PROCEDURE:
    Inquiries for correspondence should indicate the name of the 
individual with whom HRSA corresponded and, where possible, the date of 
the incoming correspondence to HRSA, if any, and the date of the 
outgoing correspondence from HRSA. Inquiries for other documents should 
indicate the name of the document and, where possible, the date of the 
document.

RECORDS ACCESS PROCEDURES:
    Requesters must provide identification that they are who they claim 
to be and their understanding that obtaining information under false 
pretenses is subject to a maximum statutory penalty of $5,000. 
Requesters may also ask for an accounting of disclosures that have been 
made of records that relate to them, if any.

CONTESTING RECORDS PROCEDURES:
    Contact the official at the address specified under notification 
procedures above, and reasonably identify the record, specify the 
information to be contested, the corrective action sought, and the 
reason for seeking the correction, with supporting information to show 
how the record is inaccurate, incomplete, untimely, or irrelevant.

RECORD SOURCE CATEGORIES:
    Records are derived from incoming correspondence to, and the 
outgoing correspondence of, the Administrator, HRSA, or his/her 
subordinates as indicated above. Records are also derived from other 
documents within the Agency.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
    None.

[FR Doc. 2010-23711 Filed 9-21-10; 8:45 am]
BILLING CODE 4165-15-P