Privacy Act; Notification of Amended Privacy Act System of Records, Privacy Act Request and Appeals Files, 44854-44856 [2014-18271]
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44854
Federal Register / Vol. 79, No. 148 / Friday, August 1, 2014 / Notices
agencies, entities, and persons is
reasonably necessary to assist in
connection with HUD’s efforts to
respond to the suspected or confirmed
compromise and prevent, minimize, or
remedy such harm for purposes of
facilitating responses and remediation
efforts in the event of a data breach.
10. Appropriate agencies, entities, and
persons to the extent such disclosures
are compatible with the purpose for
which the records in this system were
collected, as set forth by Appendix I 1—
HUD’s Library of Routine Uses
published in the Federal Register on
(July 17, 2012 at 77 FR 41996).
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Each individual relocatee has a folder
with hard copies of these documents
which are stored in secure cabinets in
the file room under lock and key.
Electronic files are stored on a server.
Electronic file records are retrieved by
name and social security number.
SAFEGUARDS:
All HUD employees have undergone
background investigations. HUD
buildings are guarded and monitored by
security personnel, cameras, ID checks,
and other physical security measures.
Access to electronic records is restricted
to authorized personnel or contractors
whose responsibilities require access by
Contractor ID or HUD ID and password.
Hard copy files are stored in secure
cabinets in the file room under lock and
key. Additionally, users must also sign
a Rules of Behavior form certifying they
agree to comply with the requirements
before they are granted access to the
system.
tkelley on DSK3SPTVN1PROD with NOTICES
RETENTION AND DISPOSAL:
Retention and disposal is in
accordance with Records Disposition
Schedule 21, HUD Handbook 2225.6.
Records are destroyed or deleted when
no longer necessary for agency business
in accord with applicable federal
standards or in no less than seven years
after last action in accord with
limitations on civil actions by or against
the U.S. Government (28 U.S.C. 2401
and 2415). Paper based records are
destroyed by shredding or burning.
Electronic Backup and Recovery digital
media will be destroyed or otherwise
rendered irrecoverable per NIST SP
800–88 ‘‘Guidelines for Media
1 https://portal.hud.gov/hudportal/documents/
huddoc?id=append1.pdf.
22:09 Jul 31, 2014
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Chief Financial Officer for
Systems, Office of the Chief Financial
Officer, Department of Housing and
Urban Development, 451 Seventh Street
SW., Room 3100, Washington, DC
20410.
NOTIFICATION AND RECORD ACCESS
PROCEDURES:
For information, assistance, or
inquiries about the existence of records
contact the Chief Privacy Officer,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 4156, Washington, DC 20410.
Verification of your identity must
include original signature and be
notarized with two proofs of identity.
Written request must include the full
name, date of birth, current address, and
telephone number of the individual
making the request.
CONTESTING RECORD PROCEDURES:
RETRIEVABILITY:
VerDate Mar<15>2010
Sanitization’’ (September 2006). This
complies with all federal regulations.
Jkt 232001
The Department’s rules for contesting
contents of records and appealing initial
denials appear in 24 CFR Part 16.
Additional assistance may be obtained
by contacting: U.S. Department of
Housing and Urban Development, Chief
Privacy Officer, 451 Seventh Street SW.,
Washington, DC 20410 or 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 in this system of records
is provided by the subject of the record,
the documents created from this
information to facilitate the relocation,
household goods carriers, and document
information from HUDCAPS.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
[FR Doc. 2014–18274 Filed 7–31–14; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–5763–N–07]
Privacy Act; Notification of Amended
Privacy Act System of Records,
Privacy Act Request and Appeals Files
Office of the Chief Information
Officer, HUD.
ACTION: Notification of amended system
of records.
AGENCY:
PO 00000
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Fmt 4703
Sfmt 4703
Pursuant to the Privacy Act of
1974 (U.S.C. 552a(e)(4)), as amended,
and Office of Management and Budget
(OMB), Circular No. A–130, notice is
hereby given that the Department of
Housing and Urban Development
(HUD), Office of the Chief Information
Officer (OCIO) has amended one of its
system of records entitled the ‘‘Privacy
Act Request and Appeals Files’’,
previously known as ‘‘HUD/Dept-52,
Privacy Act Record Files’’. Additionally,
the amended notices serve to convey
information established under the
previously published system of records
in a more clear and cohesive format.
The amended system of records will be
included in the Department of Housing
and Urban Development’s inventory of
systems of records and will replace the
HUD/Dept-52, Privacy Act Record Files
system of records reported under HUD’s
Library of Routine Uses, published in
the Federal Register on (July 17, 2012
at 77 FR 41996). The changes under this
notice are non-substantive and thus do
not meet the threshold requirements for
filing a report to OMB and Congress.
DATES: Effective Date: This action shall
be effective immediately August 1,
2014.
ADDRESSES: Interested persons are
invited to submit comments regarding
this notice to the Rules Docket Clerk,
Office of the General Counsel,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 10276, Washington, DC 20410–
0500. Communication should refer to
the above docket number and title. 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:
Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street SW.,
Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor),
telephone number: (202) 402–8073. [The
above telephone number is not a toll
free number.] A telecommunications
device for hearing- and speech-impaired
persons (TTY) is available by calling the
Federal Information Relay Service’s tollfree telephone number (800) 877–8339.
SUPPLEMENTARY INFORMATION: This
system of records is maintained by
HUD’s Office of the Chief Information
Officer, and includes personally
identifiable information submitted by
individuals requesting access or
amendment to records maintained by
the Department. The system
encompasses programs and services in
place for the Department’s data
collection and management practices.
Publication of this notice allows HUD to
SUMMARY:
E:\FR\FM\01AUN1.SGM
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Federal Register / Vol. 79, No. 148 / Friday, August 1, 2014 / Notices
publish up-to-date and clear
information on the system of records.
The revised proposal will incorporate
Federal privacy requirements, and HUD
policy requirements. The Privacy Act
provides certain safeguards for an
individual against an invasion of
personal privacy by requiring Federal
agencies to protect records contained in
an agency system of records from
unauthorized disclosure, by ensuring
that information is current for its
intended use, and by providing
adequate safeguards to prevent misuse
of such information. Additionally, this
notice demonstrates the Department’s
focus on industry best practices in
protecting the personal privacy of the
individuals covered by this system
notification. This notice states the name
and location of the record system, the
authority for and manner of its
operations, the categories of individuals
that it covers, the type of records that it
contains, the sources of the information
for those records, the routine uses made
of the records and the types of
exemption in place for the records. In
addition, the notice includes the
business address of the HUD officials
who will inform interested persons of
the procedures whereby they may gain
access to and/or request amendments to
records pertaining to them.
This publication does not meet the
threshold requirements for filing a
report to the Office of Management and
Budget (OMB), the Senate Committee on
Homeland Security and Governmental
Affairs, and the House Committee on
Government Reform as instructed by
Paragraph 4c of Appendix 1 to OMB
Circular No. A–130, ‘‘Federal Agencies
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: July 28, 2014.
Rafael C. Diaz,
Chief Information Officer.
CIO/QMPP.01
SYSTEM NAME:
Privacy Act Request and Appeals
Files.
tkelley on DSK3SPTVN1PROD with NOTICES
SYSTEM LOCATION:
Privacy Act Office, Freedom of
Information Act Office, 451 Seventh
Street SW., Washington, DC 20715. The
system file may be accessible at HUD
Field and Regional offices 1 where in
1 https://portal.hud.gov/hudportal/HUD?src=/
localoffices.
VerDate Mar<15>2010
22:09 Jul 31, 2014
Jkt 232001
some cases Privacy Act records are
maintained.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system contains correspondence
and other documents related to request
made by individuals to HUD’s Privacy
Office or Freedom of Information Act
(FOIA) Office when inquiring about the
existence of records about themselves,
access and/or correction to those
records, or when requesting review of
an initial denial of a request.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
Social Security Number, and other
individually identifying information of
requester, nature of the request, and
records reflecting processing and
disposition of the request by the
Department.
AUTHORITY FOR MAINTNENACE OF THE SYSTEM:
Privacy Act, 5 U.S.C. 552a(c).
PURPOSE(S):
This system is used to handle the
workload for Privacy Act requests. This
includes the assigning of work,
processing work electronically, tracking
requests, and responding to requests
received by the Department. The records
in the systems are used by the Privacy
Act and FOIA staff involved in the
processing of Privacy Act requests, as
well as by appeals officials and
members of the Office of General
Counsel, when applicable.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Records may be disclosed from this
system for routine uses to:
1. 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.
2. The Department of Justice for the
purpose of obtaining advice regarding
whether or not the records should be
disclosed, when applicable.
3. Records may be disclosed to
student volunteers, individuals working
under a personal services contract, and
other individuals performing functions
for the Department but technically not
having the status of agency employees,
if they need access to the records in
order to perform their assigned agency
functions.
4. To contractors, grantees, experts,
consultants, and the agents of thereof,
and others performing or working on a
contract, service, grant, cooperative
agreement with HUD, when necessary to
accomplish an agency function related
PO 00000
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Fmt 4703
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44855
to its system of records, limited to only
those data elements considered relevant
to accomplishing an agency function.
Individuals provided information under
this routine use is subject to the same
Privacy Act requirements and
limitations on disclosure as are
applicable to HUD officers and
employees.
5. To appropriate agencies, entities,
and persons when: (a) HUD suspects or
has confirmed that the security or
confidentiality of information in a
system of records has been
compromised; (b) HUD 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 systems or
programs (whether maintained by HUD
or another agency or entity) that rely
upon the compromised information; and
(c) the disclosure made to such
agencies, entities, and persons is
reasonably necessary to assist in
connection with HUD’s efforts to
respond to the suspected or confirmed
compromise and prevent, minimize, or
remedy such harm for purposes of
facilitating responses and remediation
efforts in the event of a data breach.
6. To appropriate agencies, entities,
and persons to the extent such
disclosures are compatible with the
purpose for which the records in this
system were collected, as set forth by
Appendix I 2—HUD’s Library of Routine
Uses published in the Federal Register
on (July 17, 2012 at 77 FR 41996).
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The original, or a copy, of the
incoming request and the written
response are maintained in case file
folders and stored in metal file cabinets.
Cross-reference data is maintained in a
correspondence control log stored in a
personal computer and printed as hard
copy on paper file and stored in file
metal file cabinets as needed.
RETRIEVABILITY:
Records are almost always retrieved
by the name of the individual who made
the Privacy Act and FOIA related
request during a given calendar year.
Incoming Privacy Act requests that are
related to FOIA are assigned a systemgenerated case file number that
identifies the year in which the request
was made, and the number of the
request. Requests unrelated to FOIA are
2 https://portal.hud.gov/hudportal/documents/
huddoc?id=append1.pdf.
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44856
Federal Register / Vol. 79, No. 148 / Friday, August 1, 2014 / Notices
submitted to the Privacy Act Office, and
assigned the requestors name that
identifies the year in which the request
was made and the number of the request
made.
paper based records will be destroyed
by burning; Electronic records will be
destroyed per NIST SP 800–88
‘‘Guidelines for Media Sanitization’’
(September 2006).
SAFEGUARDS:
SYSTEM MANAGER(S) AND ADDRESS:
1. Access to records is restricted to
Privacy Act staff, involved program
officials, FOIA staff, appeals officials,
and members of the Office of General
Counsel involved in the processing of
Privacy Act requests and/or appeals.
2. Physical Safeguards: The case file
folders are stored in file cabinets in
secure areas that are either occupied by
staff personnel involved in processing
Privacy Act requests and appeals or
locked up during non-working hours, or
whenever staff is not present in these
areas. In addition, entrance to the
buildings where case files are
maintained is controlled by security
guards.
3. Procedural Safeguards: Access to
records is limited to those staff members
who are familiar with Privacy Act or
FOIA related request that have a needto-know. System Managers are held
responsible for safeguarding the records
under their control. Cross-reference data
is maintained in a correspondence
control log stored in a personal
computer for which access is granted by
User ID and Password.
tkelley on DSK3SPTVN1PROD with NOTICES
RETENTIONAL AND DISPOSAL:
The National Archives and Records
Administration issues General Records
Schedules 14 provide disposition
authorization for records related to
Privacy Act Request as follows:
1. Case files are retained for two years
after date of response, and destroyed
when access to all requested records is
granted, and not appealed (NC1–64–77–
1, item 25a1).
2. Case files are retained for two years
after date of response for nonexistent
records and then destroyed, when not
appealed (NCI–64–77–1, Item 25a2a).
3. Case files are retained and
destroyed five years when access to all
or part of the records is denied, and not
appealed (NC1–64–77–1, Item 25a3a).
4. In the event of an appeal, the files
are destroyed six years after final
determination by the Department, or
three years after final adjudication by
the courts, or six years after the time at
which a requester could file suit,
whichever is later.
5. Correspondence control logs are
destroyed six years after the date of last
entry. Records are to be destroyed when
superseded or when requested
documents are declassified or destroyed
under the prescribed General Records
Schedule (NCI87–7, Item31c). Hence,
VerDate Mar<15>2010
22:09 Jul 31, 2014
Jkt 232001
Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street SW.,
Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor),
telephone number: (202) 402–8073. (see
Appendix I, following, for additional
locations where in some cases Privacy
Act records are accessed and
maintained.
NOTIFICATION AND ACCESS PROCEDURES:
Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street SW.,
Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor),
telephone number: (202) 402–8073, in
accordance with the procedures in 24
CFR Part 16. The Department’s rules for
providing access to records to the
individual concerned appear in 24 CFR
Part 16. A person may request access to
these records in writing.
CONTESTING RECORDS 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) In relation to contesting contents of
records, the Departmental Privacy Act,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 2256, Washington, DC 20410, or
(ii) In relation to appeals of initial
denials, 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:
The source of information is from the
individuals making a request for Privacy
Act records, and components of the
Department and other agencies that
search for, and provide, records and
related correspondence maintained in
the case files.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
Pursuant to 5 U.S.C. 552a(k)(2),
records in this system, which reflect
records that are contained in other
systems of records that are designated as
exempt, are exempt from the
requirements of subsections (c)(3), (d),
PO 00000
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Fmt 4703
Sfmt 4703
(e)(1), (e)(4)(G), (H), (I), and (f) of 5
U.S.C. 552a.
[FR Doc. 2014–18271 Filed 7–31–14; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
Fish and Wildlife Service
[FWS–R3–FHC–2014–N128;
FXFR13340300000–145–FF03F00000]
Final Environmental Impact Statement
and Final Programmatic Agreement;
Ballville Dam Project, Sandusky
County, Ohio
Fish and Wildlife Service,
Interior.
ACTION: Notice of availability.
AGENCY:
Under the National
Environmental Policy Act (NEPA), the
U.S. Fish and Wildlife Service (Service)
is advising the public of the availability
of the Final Environmental Impact
Statement (FEIS) for the Ballville Dam
Project, in Sandusky County Ohio.
Additionally, the Service is advising the
public of the availability of the final
Programmatic Agreement under Section
106 of the National Historic
Preservation Act and its implementing
regulations. The Service is furnishing
this notice to allow other agencies and
the public an opportunity to review and
comment on these documents. All
comments received will become part of
the public record and will be available
for review pursuant to NEPA.
DATES: Comments: We will accept
comments received or postmarked on or
before September 2, 2014. The issuance
of the Record of Decision (ROD) will
occur no sooner than 30 days after the
publication of the Environmental
Protection Agency’s notice of the Final
Environmental Impact Statement in the
Federal Register.
ADDRESSES: Document availability: You
may obtain copies for review by one of
the following methods:
• Internet: You may obtain copies of
the documents on the Internet at
https://www.fws.gov/midwest/fisheries/
ballville-dam.html.
• U.S. Mail: You may obtain the
documents by mail from the Fisheries
Office in the Midwest Regional Office
(see FOR FURTHER INFORMATION CONTACT).
• In-Person: You may view hard
copies of the documents in person at the
following locations:
Æ Birchard Public Library, 423
Croghan Street, Fremont, OH 43420.
Æ Ecological Services Field Office,
U.S. Fish and Wildlife Service, 4625
SUMMARY:
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]]>Agencies
[Federal Register Volume 79, Number 148 (Friday, August 1, 2014)]
[Notices]
[Pages 44854-44856]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-18271]
-----------------------------------------------------------------------
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5763-N-07]
Privacy Act; Notification of Amended Privacy Act System of
Records, Privacy Act Request and Appeals Files
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Notification of amended system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the Privacy Act of 1974 (U.S.C. 552a(e)(4)), as
amended, and Office of Management and Budget (OMB), Circular No. A-130,
notice is hereby given that the Department of Housing and Urban
Development (HUD), Office of the Chief Information Officer (OCIO) has
amended one of its system of records entitled the ``Privacy Act Request
and Appeals Files'', previously known as ``HUD/Dept-52, Privacy Act
Record Files''. Additionally, the amended notices serve to convey
information established under the previously published system of
records in a more clear and cohesive format. The amended system of
records will be included in the Department of Housing and Urban
Development's inventory of systems of records and will replace the HUD/
Dept-52, Privacy Act Record Files system of records reported under
HUD's Library of Routine Uses, published in the Federal Register on
(July 17, 2012 at 77 FR 41996). The changes under this notice are non-
substantive and thus do not meet the threshold requirements for filing
a report to OMB and Congress.
DATES: Effective Date: This action shall be effective immediately
August 1, 2014.
ADDRESSES: Interested persons are invited to submit comments regarding
this notice to the Rules Docket Clerk, Office of the General Counsel,
Department of Housing and Urban Development, 451 Seventh Street SW.,
Room 10276, Washington, DC 20410-0500. Communication should refer to
the above docket number and title. 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: Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street SW., Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor), telephone number: (202) 402-8073.
[The above telephone number is not a toll free number.] A
telecommunications device for hearing- and speech-impaired persons
(TTY) is available by calling the Federal Information Relay Service's
toll-free telephone number (800) 877-8339.
SUPPLEMENTARY INFORMATION: This system of records is maintained by
HUD's Office of the Chief Information Officer, and includes personally
identifiable information submitted by individuals requesting access or
amendment to records maintained by the Department. The system
encompasses programs and services in place for the Department's data
collection and management practices. Publication of this notice allows
HUD to
[[Page 44855]]
publish up-to-date and clear information on the system of records. The
revised proposal will incorporate Federal privacy requirements, and HUD
policy requirements. The Privacy Act provides certain safeguards for an
individual against an invasion of personal privacy by requiring Federal
agencies to protect records contained in an agency system of records
from unauthorized disclosure, by ensuring that information is current
for its intended use, and by providing adequate safeguards to prevent
misuse of such information. Additionally, this notice demonstrates the
Department's focus on industry best practices in protecting the
personal privacy of the individuals covered by this system
notification. This notice states the name and location of the record
system, the authority for and manner of its operations, the categories
of individuals that it covers, the type of records that it contains,
the sources of the information for those records, the routine uses made
of the records and the types of exemption in place for the records. In
addition, the notice includes the business address of the HUD officials
who will inform interested persons of the procedures whereby they may
gain access to and/or request amendments to records pertaining to them.
This publication does not meet the threshold requirements for
filing a report to the Office of Management and Budget (OMB), the
Senate Committee on Homeland Security and Governmental Affairs, and the
House Committee on Government Reform as instructed by Paragraph 4c of
Appendix 1 to OMB Circular No. A-130, ``Federal Agencies
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: July 28, 2014.
Rafael C. Diaz,
Chief Information Officer.
CIO/QMPP.01
SYSTEM NAME:
Privacy Act Request and Appeals Files.
SYSTEM LOCATION:
Privacy Act Office, Freedom of Information Act Office, 451 Seventh
Street SW., Washington, DC 20715. The system file may be accessible at
HUD Field and Regional offices \1\ where in some cases Privacy Act
records are maintained.
---------------------------------------------------------------------------
\1\ https://portal.hud.gov/hudportal/HUD?src=/localoffices.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system contains correspondence and other documents related to
request made by individuals to HUD's Privacy Office or Freedom of
Information Act (FOIA) Office when inquiring about the existence of
records about themselves, access and/or correction to those records, or
when requesting review of an initial denial of a request.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, Social Security Number, and other
individually identifying information of requester, nature of the
request, and records reflecting processing and disposition of the
request by the Department.
AUTHORITY FOR MAINTNENACE OF THE SYSTEM:
Privacy Act, 5 U.S.C. 552a(c).
PURPOSE(S):
This system is used to handle the workload for Privacy Act
requests. This includes the assigning of work, processing work
electronically, tracking requests, and responding to requests received
by the Department. The records in the systems are used by the Privacy
Act and FOIA staff involved in the processing of Privacy Act requests,
as well as by appeals officials and members of the Office of General
Counsel, when applicable.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Records may be disclosed from this system for routine uses to:
1. 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.
2. The Department of Justice for the purpose of obtaining advice
regarding whether or not the records should be disclosed, when
applicable.
3. Records may be disclosed to student volunteers, individuals
working under a personal services contract, and other individuals
performing functions for the Department but technically not having the
status of agency employees, if they need access to the records in order
to perform their assigned agency functions.
4. To contractors, grantees, experts, consultants, and the agents
of thereof, and others performing or working on a contract, service,
grant, cooperative agreement with HUD, when necessary to accomplish an
agency function related to its system of records, limited to only those
data elements considered relevant to accomplishing an agency function.
Individuals provided information under this routine use is subject to
the same Privacy Act requirements and limitations on disclosure as are
applicable to HUD officers and employees.
5. To appropriate agencies, entities, and persons when: (a) HUD
suspects or has confirmed that the security or confidentiality of
information in a system of records has been compromised; (b) HUD 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 systems or
programs (whether maintained by HUD or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such agencies, entities, and persons is reasonably necessary to assist
in connection with HUD's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm for
purposes of facilitating responses and remediation efforts in the event
of a data breach.
6. To appropriate agencies, entities, and persons to the extent
such disclosures are compatible with the purpose for which the records
in this system were collected, as set forth by Appendix I \2\--HUD's
Library of Routine Uses published in the Federal Register on (July 17,
2012 at 77 FR 41996).
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POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The original, or a copy, of the incoming request and the written
response are maintained in case file folders and stored in metal file
cabinets. Cross-reference data is maintained in a correspondence
control log stored in a personal computer and printed as hard copy on
paper file and stored in file metal file cabinets as needed.
RETRIEVABILITY:
Records are almost always retrieved by the name of the individual
who made the Privacy Act and FOIA related request during a given
calendar year. Incoming Privacy Act requests that are related to FOIA
are assigned a system-generated case file number that identifies the
year in which the request was made, and the number of the request.
Requests unrelated to FOIA are
[[Page 44856]]
submitted to the Privacy Act Office, and assigned the requestors name
that identifies the year in which the request was made and the number
of the request made.
SAFEGUARDS:
1. Access to records is restricted to Privacy Act staff, involved
program officials, FOIA staff, appeals officials, and members of the
Office of General Counsel involved in the processing of Privacy Act
requests and/or appeals.
2. Physical Safeguards: The case file folders are stored in file
cabinets in secure areas that are either occupied by staff personnel
involved in processing Privacy Act requests and appeals or locked up
during non-working hours, or whenever staff is not present in these
areas. In addition, entrance to the buildings where case files are
maintained is controlled by security guards.
3. Procedural Safeguards: Access to records is limited to those
staff members who are familiar with Privacy Act or FOIA related request
that have a need-to-know. System Managers are held responsible for
safeguarding the records under their control. Cross-reference data is
maintained in a correspondence control log stored in a personal
computer for which access is granted by User ID and Password.
RETENTIONAL AND DISPOSAL:
The National Archives and Records Administration issues General
Records Schedules 14 provide disposition authorization for records
related to Privacy Act Request as follows:
1. Case files are retained for two years after date of response,
and destroyed when access to all requested records is granted, and not
appealed (NC1-64-77-1, item 25a1).
2. Case files are retained for two years after date of response for
nonexistent records and then destroyed, when not appealed (NCI-64-77-1,
Item 25a2a).
3. Case files are retained and destroyed five years when access to
all or part of the records is denied, and not appealed (NC1-64-77-1,
Item 25a3a).
4. In the event of an appeal, the files are destroyed six years
after final determination by the Department, or three years after final
adjudication by the courts, or six years after the time at which a
requester could file suit, whichever is later.
5. Correspondence control logs are destroyed six years after the
date of last entry. Records are to be destroyed when superseded or when
requested documents are declassified or destroyed under the prescribed
General Records Schedule (NCI87-7, Item31c). Hence, paper based records
will be destroyed by burning; Electronic records will be destroyed per
NIST SP 800-88 ``Guidelines for Media Sanitization'' (September 2006).
SYSTEM MANAGER(S) AND ADDRESS:
Donna Robinson-Staton, Chief Privacy Officer, 451 Seventh Street
SW., Washington, DC 20410 (Attention: Capitol View Building, 4th
Floor), telephone number: (202) 402-8073. (see Appendix I, following,
for additional locations where in some cases Privacy Act records are
accessed and maintained.
NOTIFICATION AND ACCESS PROCEDURES:
Donna Robinson-Staton, Chief Privacy Officer, 451 Seventh Street
SW., Washington, DC 20410 (Attention: Capitol View Building, 4th
Floor), telephone number: (202) 402-8073, in accordance with the
procedures in 24 CFR Part 16. The Department's rules for providing
access to records to the individual concerned appear in 24 CFR Part 16.
A person may request access to these records in writing.
CONTESTING RECORDS 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) In relation to contesting contents of records, the Departmental
Privacy Act, Department of Housing and Urban Development, 451 Seventh
Street SW., Room 2256, Washington, DC 20410, or
(ii) In relation to appeals of initial denials, 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:
The source of information is from the individuals making a request
for Privacy Act records, and components of the Department and other
agencies that search for, and provide, records and related
correspondence maintained in the case files.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(k)(2), records in this system, which
reflect records that are contained in other systems of records that are
designated as exempt, are exempt from the requirements of subsections
(c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f) of 5 U.S.C. 552a.
[FR Doc. 2014-18271 Filed 7-31-14; 8:45 am]
BILLING CODE 4210-67-P
