Privacy Act: Notification of a New Privacy Act System of Records, Veterans Homelessness Prevention Demonstration Evaluation Data Files System, 26027-26029 [2012-10581]

Agencies

• DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Federal Register Volume 77, Number 85 (Wednesday, May 2, 2012)]
[Notices]
[Pages 26027-26029]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-10581]


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

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-5613-N-02]


Privacy Act: Notification of a New Privacy Act System of Records, 
Veterans Homelessness Prevention Demonstration Evaluation Data Files 
System

AGENCY: Office of the Chief Information Officer, HUD.

ACTION: Notification of a New Privacy Act System of Records.

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

SUMMARY: The Department of Housing and Urban Development (HUD) proposes 
to establish a new Privacy Act of 1974 (5 U.S.C. 552a) System of 
Records Notice (SORN) for the Veterans Homelessness Prevention 
Demonstration Evaluation Data Files (VHPD Data Files) system. The VHPD 
Data Files system will involve collaborative efforts needed to evaluate 
certain HUD homelessness prevention programs. The demonstration 
evaluation will involve data analysis from particular jurisdictions to 
assist HUD's Office of Policy Development and Research (PD&R) and its 
researchers with examining cross-agency coordination, expanding data 
collection and analysis, conducting comprehensive program evaluations, 
and enhancing homelessness prevention efforts. HUD's Office of Policy 
Development and Research is focusing on data collection efforts, 
analysis, research, and program evaluation to promote better practice 
and outcomes in certain homelessness prevention programs to assist with 
resolving complex matters affecting homelessness among veterans.

DATES: Comments Due Date: June 1, 2012.

ADDRESSES: Interested persons are invited to submit comments regarding 
this notice to the Rules Docket Clerk, Office of General Counsel, 
Department of Housing and Urban Development, 451 Seventh Street SW., 
Room 10276, Washington, DC 20410-3000. Communications should refer to 
the above docket number and title. Fax comments are not acceptable. A 
copy of each communication submitted will be available for public 
inspection and copying between 8:00 a.m. and 5:00 p.m., weekdays at the 
above address.

FOR FURTHER INFORMATION CONTACT: Harold Williams, Acting Chief Privacy 
Officer, 451 Seventh Street SW., Room 4156, Washington, DC 20410, 
Telephone Number (202) 402-8087. (This is not a toll-free number.) A 
telecommunication device for hearing- and speech-impaired individuals 
(TTY) is available at (800) 877-8339 (Federal Information Relay 
Service).

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a (e)(4) and (11), as amended, notice is given that HUD 
proposes to establish a new system of records identified as the 
Veterans Homelessness Prevention Demonstration Evaluation Data Files 
(VHPD Data Files) system. Title 5 U.S.C. 552a(e)(4) and (11) provide 
that the public be afforded a 30-day period in which to comment on the 
new system of records.
    The new system report was submitted to the Office of Management and 
Budget (OMB), the Senate Committee on Governmental Affairs, and the 
House Committee on Government Reform pursuant to Paragraph 4c of 
Appendix 1 to OMB Circular No. A-130, ``Federal Responsibilities for 
Maintaining Records About Individuals,'' July 25, 1994 (59 FR 37914).

    Authority:  5 U.S.C. 552a 88 Stat. 1896; 42 U.S.C. 3535(d).

    Dated: April 25, 2012.
Jerry E. Williams,
Chief Information Officer.
HUD/PD&R.01

SYSTEM NAME:
    Veterans Homelessness Prevention Demonstration Evaluation Data 
Files System (VHPD Data Files).

SYSTEM LOCATION:
    Silber & Associates, 13067 Twelve Hills Road, Suite B Clarksville, 
Maryland 21029-1144; Urban Institute, 2100 M Street NW., Washington, DC 
20037.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons enrolled in VHPD, the Homelessness Prevention and Rapid Re-
housing Program (HPRP), and Veterans Affairs medical service centers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Some but not all records under this System of Records Notice will 
be derived from the Homeless Management Information System (HMIS) and 
the Veteran Affairs Medical Centers (VAMC) records that collect 
homeless data. Other records, including personal and sensitive 
information, will be obtained from persons enrolled in VHPD, as 
follows: name, social security number, participant study unique ID, 
date of birth, home address, home telephone, and personal email 
address, as well as names and contact information for up to three 
friends and/or family members. The dataset will also contain sensitive 
information, including race/ethnicity, gender, marital status, spouse's 
name, number of children, income and financial data (earned income, 
benefit receipt, including Supplementary Social Security Income, Social 
Security Disability Insurance, Temporary Assistance for Needy Families 
and other benefits, and assets), employment history, educational level, 
medical history and information, disability, criminal record, 
residential history, homeless program utilization, barriers to housing, 
and veteran status.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Housing and Urban Development Act of 1970, Section 502 (Pub. L. 91-
609; 84 Stat. 1784; 12 U.S.C. 1701z-1 et seq.)

PURPOSES:
    The system of records will enable evaluation of the Veterans 
Homelessness Prevention Demonstration. The Notice of Funding 
Availability (NOFA) issued by HUD stated that ``the evaluation will 
include an in-depth exploration of programs developed in each of the 
five sites.'' The five sites are: Camp Pendleton (San Diego, CA); Fort 
Hood (Killeen, TX); Fort Drum (Watertown, NY); Joint Base Lewis-McChord 
(Tacoma, WA); MacDill Air Force Base (Tampa, FL). The Notice directs 
the evaluation to focus particular attention ``on the structure and 
effectiveness'' of collaboration at the local level between the local 
Continuum of Care grantee, the Veterans Administration and the 
Department of Labor. The evaluation will assess the effectiveness of 
homelessness prevention assistance delivered through this demonstration 
program; outcomes of interest include housing stability, earnings, 
employment, and access to health services. Further, the evaluation will 
investigate the unique needs of new cohorts of veterans, especially 
veterans of Operation Enduring Freedom and Operation Iraqi Freedom, 
particular types of veterans, such as female veterans, members of the 
National Guard and Reserve, military families and veterans with combat-
related risk factors. To measure the effectiveness of the program, the 
evaluation will follow veterans and their families after program 
completion and ascertain if there have been any improvements in 
measures of

[[Page 26028]]

housing stability, self-sufficiency, employment and earnings, family 
well-being, and health. There will be two types of data files created 
as part of this evaluation: a Master File will be created that contains 
personally identifying information but does not contain study data. A 
Study File will be created that does not contain any personally 
identifying information. The only variable in both the Master File and 
the Study File will be a numeric unique study identifier. The Study 
File will be used for data analysis and will be stored in a separate 
location from the Master File that contains identifying information. 
This will enable the Master File to be used for follow-up contacts and 
for linking data from administrative datasets, while minimizing the 
risk to confidentiality. The evaluation goal is to collect data to 
enable analysis, research, and program evaluation to promote better 
practice and monitoring of outcomes in certain HUD homelessness 
prevention programs, to assist with resolving complex matters affecting 
veteran homelessness today.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The proposed routine use disclosures of data in the system are all 
necessary for, or at least compatible with, the purposes for which the 
SOR will be created. We propose to establish the following routine use 
disclosures of information maintained in the system:
    1. To a Congressional office from the record of an individual in 
response to an inquiry from that Congressional office made at the 
request of the individual to whom the records pertain;
    2. To the National Archives and Records Administration or other 
Federal Records management agency pursuant to records management 
inspections being conducted under the authority of 44 U.S.C. 2904 and 
2906;
    3. To the Department of Justice (DOJ) when seeking legal advice or 
for use in any proceeding, or in preparation for any proceeding, when 
HUD or any component thereof disclose information to DOJ during the 
course of an investigation to the extent necessary to obtain 
information pertinent to the investigation under applicable HUD 
administered Rental Housing Assistance Programs;
    4. To contract researchers, researchers consultants, grantees and 
their employees authorized to collect, analyze, and write reports about 
the data as needed to evaluate the effectiveness of prevention homeless 
assistance efforts; to analyze primary study data with administrative 
data as needed to track program participants' outcomes as required for 
the evaluation research; to conducting research and statistical 
analyses and for writing reports related to the evaluation of HUD 
programs and demonstrations relevant to this system of records pursuant 
to an approved data sharing agreement; and
    5. To appropriate agencies, entities, and persons when: (a) HUD or 
a provider of service to HUD suspects or has confirmed that the 
security or confidentiality of the system of records has been 
compromised; (b) the Department has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by HUD or another agency or entity) that rely upon 
compromised information; and (c) the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist HUD's efforts 
to respond to the suspected or confirmed compromise and prevent, 
minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Survey and administrative data will be stored on a secure, 
password-protected network drive. Only personnel authorized by the 
project director will be given access using technical controls based on 
access policies administered by the system administrator. Hard copies, 
including DVDs and other records, are stored in locked cabinets to 
which only authorized personnel have access.

RETRIEVABILITY:
    When used for data analysis, records are retrieved by unique study 
identifier. To link data from administrative sources to study data 
records are retrieved by social security number.

SAFEGUARDS:
    Hard copy files are stored in a locked file which can be accessed 
only by staff who have signed a Staff Confidentiality Pledge. Each data 
user's permissions will be defined based on the user's role in the 
project. Study data will be aggregated or de-identified at the highest 
level possible for each, required, authorized use. Survey and 
administrative data will be stored on a secure, password-protected 
network drive. Authorized personnel accessing the data through the 
survey system will be monitored through a secured restricted access 
monitoring system, which complies with Federal Information Processing 
Standards (FIPS). Data is protected by endpoint protection, firewall 
access controls and policies that provide access to authorized 
personnel only. Full disk encryption and software and client firewall 
policies are implemented. Authorized uses are allowed access with user 
name and password. The system resides on locked premises and is 
accessible only by the system administrator.

RETENTION AND DISPOSAL:
    All hard copy data files and materials containing personal 
identifiers will be destroyed within six months of project completion 
in 2014. The Master File containing personally identifiable information 
will be destroyed within 6 months of study completion using a method 
described by the NIST SP 800-88 ``Guidelines for Media Sanitization'' 
(September 2006). At the end of the contract, dvd(s) and hardcopy 
records that do not need to be retained will be shredded and the 
remainder of the files will be shredded after the three-year retention 
period required in the contract. Stripped electronic data files that do 
not contain any personally identified information will be retained 
permanently in accord with 44 U.S.C. 101 and the policies governing 
retention and disposal of research data in HUD Handbook 2225.6 
(Appendices 9 and 67) and HUD Handbook 2229.1.

SYSTEM MANAGER(S) AND ADDRESS:
    Carol S. Star, Director, Department of Housing and Urban 
Development, Office of Policy Development & Research, Division of 
Program Evaluation, 451 Seventh Street SW., Room 8120, Washington, DC 
20410.

NOTIFICATION PROCEDURES:
    For information, assistance, or inquiry about the existence of 
records, contact Harold Williams, Acting Chief Privacy Officer, 
Department of Housing and Urban Development, 451 Seventh Street SW., 
Room 4156, Washington, DC 20410.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about them, or those seeking access to such 
records, should address inquiries to Harold Williams, Acting Chief 
Privacy Officer, Department of Housing and Urban Development, 451 
Seventh Street SW., Room 4156, Washington, DC 20410. Provide 
verification of your identity by providing two proofs of official 
identification. Your verification of

[[Page 26029]]

identity must include your original signature and must be notarized.

CONTESTING RECORD PROCEDURES:
    The Department's rules for contesting the contents of records and 
appealing initial denials, by the individual concerned, appear in 24 
CFR part 16. If additional information or assistance is needed, it may 
be obtained by contacting:
    (i) Contesting contents of records: U.S. Department of Housing and 
Urban Development, Chief Privacy Officer, 451 Seventh Street SW., 
Washington, DC 20410;
    (ii) Appeals of initial HUD determinations: In relation to 
contesting contents of records, the HUD Departmental Privacy Appeals 
Officers, Office of General Counsel, Department of Housing and Urban 
Development, 451 Seventh Street SW., Washington, DC 20410.

RECORD SOURCE CATEGORIES:
    Information is obtained from the record subjects and the Homeless 
Management Information Systems in participating Continuums of Care.

EXEMPTION FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2012-10581 Filed 5-1-12; 8:45 am]
BILLING CODE 4210-67-P