Implementation of the Privacy Act of 1974, as Amended; Notice To Amend Systems of Records, Integrated Real Estate Management System, Development Application Processing System, Tenant Rental Assistance Certification System, 56684-56690 [2016-20005]
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56684
Federal Register / Vol. 81, No. 162 / Monday, August 22, 2016 / Notices
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–5921–N–13]
Implementation of the Privacy Act of
1974, as Amended; Notice To Amend
Systems of Records, Integrated Real
Estate Management System,
Development Application Processing
System, Tenant Rental Assistance
Certification System
AGENCY:
Office of Multifamily Housing,
HUD.
ACTION:
Notice to amend systems of
records.
In accordance with
requirements Privacy Act of 1974, as
SUMMARY:
amended, 5 U.S.C. 552a, the U.S.
Department of Housing and Urban
Development (HUD), Office of
Multifamily Housing gives notice of its
intent to amend three system of records
notices (SORNS): Integrated Real Estate
Management System, published in the
Federal Register on August 14, 2007 at
72 FR 45442–45443, Development
Application Processing System,
published in the Federal Register on
August 1, 2007 at 72 FR 42101–42102,
Tenant Housing Assistance and Contract
Verification Data, published in the FR
on March 13, 1997 62 FR 11909–
11910.’’ This notice proposal renames
the ‘‘Tenant Housing Assistance and
Contract Verification Data’’ systems of
New coding structure
Systems of records name/prior coding structure
1. HSNG.MF/HTS.01 ......................
2. HSNG.MF.HTS.02 ......................
3. HSNG.MF/HTHE.01 ....................
Integrated Real Estate Management System (iREMS) (Previously coded HUD/MFH–10).
Tenant Rental Assistance Certification System (TRACS) (Previously coded HUD/H–11).
Development Application Processing System (DAPS) (Previously coded HUD/MFH–08).
Effective Date: This action will
be effective without further notice,
August 22, 2016.
Comments Due Date: September 21,
2016.
DATES:
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.
Communications should refer to the
above docket number and title. Faxed
comments are not accepted. A copy of
each communication submitted will be
available for public inspection and
copying between 8 a.m. and 5 p.m.
weekdays at the above address.
FOR FURTHER INFORMATION CONTACT:
Helen Goff Foster, Chief Privacy Officer/
Senior Agency Official for Privacy, 451
Seventh Street SW., Room 10139,
Washington, DC 20410, telephone
number 202–402–6836 (this is not a tollfree number). Individuals who are
hearing- and speech-impaired may
access this number via TTY by calling
the Federal Relay Service at 800–877–
8339 (this is a toll-free number).
ADDRESSES:
This
notice satisfies the Privacy Act
requirement that an agency must
publish a system of records in the
Federal Register when there are
additional changes to a notice. The
amended notices are set out in their
entirety and described in detail
following this section. The amended
notices reflect administrative changes,
as well as make minor clarification and/
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SUPPLEMENTARY INFORMATION:
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records to ‘‘Tenant Rental Assistance
Certification System (TRACS)’’, makes
administrative updates to the systems of
records location, authority, purpose,
and records retention statements, refines
previously published information about
each notice in a clear and easy to read
format, and implements a new coding
structure to make it easier to
differentiate a system of records from
other program specific SORNs. A more
detailed description of the present
systems status is republished under this
notice. This notice supersedes and
replaces the former notice publications.
The amended systems of records and
their new/prior coding structures are
identified below.
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or editorial changes to 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, and the records source
sections. The notice also includes the
current business address of the HUD
officials who will inform interested
persons of how they may gain access to
and/or request amendments to records
pertaining to the records themselves.
The existing scope, objectives, business
processes, and uses being made of the
data by the Department for each notice
remain unchanged.
Publication of this notice allows the
Department to maintain current
information about its notices in a clear
and cohesive format. The Privacy Act
places on Federal agencies principal
responsibility for compliance with its
provisions, by requiring Federal
agencies to safeguard an individual’s
records against an invasion of personal
privacy; protect the records contained in
an agency system of records from
unauthorized disclosure; ensure that the
records collected are relevant,
necessary, current, and collected only
for their intended use; and adequately
safeguard the records to prevent misuse
of such information. In addition, this
notice demonstrates the Department’s
focus on industry best practices and
laws that protect interest such as
personal privacy and privacy protect
records from inappropriate release.
Pursuant to the Privacy Act and the
Office of Management and Budget
(OMB) guidelines, the amended notices
do not meet threshold requirements for
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having to transmit a report to OMB, the
Senate Committee on Homeland
Security and Governmental Affairs, and
the House Committee on Oversight and
Government Reform, as instructed by
paragraph 4c of Appendix l to OMB
Circular No. A–130, ‘‘Federal Agencies
Responsibilities for Maintaining
Records About Individuals,’’ November
28, 2000.
Authority: 5 U.S.C. 552a; 88 Stat. 1896; 42
U.S.C. 3535(d).
Dated: August 16, 2016.
Helen Goff Foster,
Chief Privacy Officer/Senior Agency Official
for Privacy.
SYSTEM OF RECORDS NO.:
HSNG.MF/HTS.01.
SYSTEM NAME:
Integrated Real Estate Management
System (iREMS)–F24.
SYSTEM LOCATION:
The system is hosted at the HUD data
center in Charleston, West Virginia.
Users have on-line access to the system
at the Department of Housing and Urban
Development Headquarters, 451
Seventh Street SW., Washington, DC
20410, HUD Field and Regional
Offices,1 or at the locations of the
service providers under contract with
HUD.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
The categories of individuals covered
by the system include external business
1 https://portal.hud.gov/hudportal/documents/
huddoc?id=append2.pdf.
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Federal Register / Vol. 81, No. 162 / Monday, August 22, 2016 / Notices
money penalties, suspension and/or
debarment, and referral to the
Department of Justice). When criminal
activity is suspected, cases are referred
to HUD’s Office of the Inspector General
for investigation.
partners approved to do Multifamily
business with HUD (e.g., property
owners, management agents, contract
administrators, and owner/agent
contacts).
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records in the
system include:
(1) Contact Information: Name, home/
business address, and home/business
telephone number, fax, and email
address.
(2) Identification information: Social
Security number (SSN) and tax
identification number (TIN).
(3) Loan Servicing information:
Section 8 subsidy contract renewals,
property management reviews, physical
condition of multifamily properties and
ownership data, workload tracking of
HUD staff, Departmental Enforcement
Center tracking for corrective actions/
referrals, and participant/partner
information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Housing Act of 1937 as amended,
42 U.S.C. 1437 et seq.; CFR 24 Part
5.216 (c), and 5.216 (e); Housing and
Community Development Act, 42 U.S.C
§ 3543, Section 165.
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PURPOSE(S):
iREMS is HUD’s multifamily property
management tool for the Office of
Multifamily Housing (MFH), the
Departmental Enforcement Center
(DEC), and the Real Estate Assessment
Center (REAC). The goal of iREMS is to
improve fiscal and regulatory control
over HUD’s Multifamily housing
portfolio, and ensure compliance with
HUD program requirements and
business agreements. iREMS is the
repository of HUD’s data that define the
portfolio of insured, subsidized, HUDheld, HUD-owned, co-insured, elderly
and disabled properties, and provides
portfolio management for Section 8
contracts to establish property
ownership and management for
physical property inspection follow-up,
and financial assessment reviews. The
data are used for tracking property
status, loan status and characteristics,
Section 8 contract renewals, and
financial status of property owners.
iREMS provides REAC with the ability
to validate financial statement
submissions and mortgagee inspections.
iREMS provides DEC and the Office of
Affordable Housing Preservation the
ability to track corrective action referrals
initiated against owners and/or
properties not fully complying with
HUD requirements (Owners not in full
compliance may be subject to
enforcement action, including civil
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
In addition to those disclosures
generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a
portion of the records or information
contained in this system may be
disclosed outside HUD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as
follows:
1. 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 Routine Uses
Inventory Notice published in the
Federal Register.
2. 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;
(c) HUD has determined that 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.
3. To the National Archives and
Records Administration (NARA) or to
the General Services Administration for
records management inspections
conducted under 44 U.S.C. § 2904 and
2906.
4. 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 record pertains.
5. To the Department of Justice for
possible enforcement action against
owners or properties not complying
with HUD requirements.
2 https://portal.hud.gov/hudportal/documents/
huddoc?id=routine_use_inventory.pdf.
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6. To HUD business partners (Public
Housing Authorities and Community
Development Corporations serving as
Performance Based Contract
Administrators (PBCA)) in order to
fulfill their business agreements with
HUD (e.g., manage their assigned
Section 8 contracts).
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored
securely electronically or on paper in
secure facilities in a locked drawer
behind a locked door.
RETRIEVABILITY:
Records are retrieved mainly based on
the property identification number or
contract ID. However, for participant/
partner information and security system
access it is possible to locate data via
their names and/or taxpayer
identification number (TIN).
SAFEGUARDS:
Access to electronic systems is by
password and code identification card
access and limited to authorized users.
Retrievals are only accessible via entry
of a valid HUD user id and password.
LDAP (light-weight directory access
protocol) is used to verify external
users—each must be properly registered
with HUD and have an LDAP user id/
password. When first gaining access to
iREMS and on an annual basis, all users
must agree to the systems ‘‘Rules of
Behavior’’ which specify handling of
personal information and any physical
records.
RETENTION AND DISPOSAL:
Paper records are destroyed by
shredding or burning. Backup and
Recovery digital media will be
destroyed or otherwise rendered
irrecoverable per NIST SP 800–88
Revision 1 ‘‘Guidelines for Media
Sanitization’’ (December 2014). Records
and data are retained and disposed of in
accordance with the HUD Records
Disposition Schedules Handbook
(2225.6 Rev-1), as described in Records
Disposition Schedule 68, Items 2 and 3.3
SYSTEM MANAGER(S) AND ADDRESS:
Director, Program Systems
Management Office, Office of
Multifamily Housing, Department of
Housing and Urban Development, 451
Seventh Street SW., Washington, DC
20410.
3 https://portal.hud.gov/hudportal/documents/
huddoc?id=22256x68ADMH.pdf)
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Federal Register / Vol. 81, No. 162 / Monday, August 22, 2016 / Notices
NOTIFICATION AND RECORD ACCESS
PROCEDURES:
For information, assistance, or
inquiries about the existence of records
contact Helen Goff Foster, Chief Privacy
Officer/Senior Agency Official for
Privacy, 451 Seventh Street SW., Room
10139, Washington, DC 20410,
telephone number 202–402–6836. When
seeking records about yourself from this
system of records or any other HUD
system of records, your request must
conform with the Privacy Act
regulations set forth in 24 CFR part 16.
You must first verify your identity by
providing your full name, current
address, and date and place of birth.
You must sign your request, and your
signature must either be notarized or
submitted under 28 U.S.C. 1746, a law
that permits statements to be made
under penalty of perjury as a substitute
for notarization. In addition, your
request should:
(1) Explain why you believe HUD
would have information on you.
(2) Identify which HUD office you
believe has the records about you.
(3) Specify when you believe the
records would have been created.
(4) Provide any other information that
will help the Freedom of Information
Act (FOIA) staff determine which HUD
office may have responsive records.
If you are seeking records pertaining
to another living individual, you must
obtain a statement from that individual
certifying their agreement for you to
access their records. Without the above
information, the HUD FOIA Office may
not be able to conduct an effective
search, and your request may be denied
due to lack of specificity or lack of
compliance with applicable regulations.
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CONTESTING RECORD PROCEDURES:
The Department’s rules for contesting
contents of records and appealing initial
denials appear in 24 CFR part 16,
Procedures for Inquiries. Additional
assistance may be obtained by
contacting Helen Goff Foster, Chief
Privacy Officer/Senior Agency Official
for Privacy, 451 Seventh Street SW.,
Room 10139, Washington, DC 20410, or
the HUD Departmental Privacy Appeals
Officers, Office of General Counsel,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 10110 Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Sources of data are contractual
agreements between HUD and property
owners (e.g. Regulatory Agreement,
Section 8 Housing Assistance Payments
(HAP) contract) and memorandums to
HUD from the business partners and
from other HUD source systems that
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transmit data to iREMS. The HUD
source systems provide information to
iREMS to allow Multifamily Housing
the ability to track property status, loan
status and characteristics, Section 8
contract renewals, and financial data
concerning property owners. The source
systems and their HUD functions are
listed below:
(1) Development Application
Processing (DAP): DAP is a
comprehensive, automated
underwriting system that supports
processing and tracking of HUD
Multifamily Housing applications from
pre-application through final closing.
Once the underwriting process has been
completed, the information is passed
along to iREMS.
(2) FHA Subsidy Ledger (FHASL):
This system contains financing
instrument, primary address, holding
mortgagee and servicing mortgagee
information.
(3) Multifamily Accounting Report
and Servicing System (MARS): This
system contains FHA information for
Multifamily properties.
(4) Financial Assessment Subsystem
(FASS): This system provides financial
statements/data for all HUD owned
properties.
(5) Physical Assessment Subsystem
(PASS): This system holds the physical
inspection data for HUD owned
properties.
(6) Geo-coding Services (GSC): This
system contains geo data and also
provides standardized addresses for
HUD owned properties.
(7) Tenant Rental Assistant
Certification System (TRACS): TRACS
contains Multifamily property attribute
information. It also collects certified
tenant data for processing from owners
and management agents of Multifamily
housing projects, and from local
housing authorities and state housing
agencies acting as subsidy contract
administrators for HUD.
(8) Automatic Renewal and
Amendment Management Sub-system
(ARAMS): ARAMS processes and
confirms Multifamily funding
reservation requests for renewal and
amendment subsidy contracts.
(9) Online Property Integrated
Information Suite (OPIIS): OPIIS
provides Risk management scores and
ratings for HUD’s Multifamily insured
and assisted portfolio.
(10) Line of Credit Control System
(LOCCS): LOCCS is a HUD grant
disbursement system.
(11) Program Accounting System
(PAS): PAS is an integrated subsidiary
ledger for the Department’s grant,
subsidy, and loan programs.
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(12) Northridge Loan System/Loan
Accounting System (NLS/LAS): The
NLS system contains loan information
on HUD’s properties.
(13) Active Partners Performance
System (APPS): APPS is an online
system that allows for submission and
review of the Housing and Urban
Development (HUD) Previous
Participation Certification Process
(Form 2530). This information is needed
for the renewal process.
(14) Multifamily Insurance System
MFIS: MFIS maintains the inventory of
Multifamily insurance-in-force cases, as
well as all pertinent and historical data,
and produces premium bills and new
account receivables monthly.
(15) Lender Electronic Assessment
Portal (LEAP): Maintains the official
record of institutions (Title I and Title
II lenders) approved by HUD/Federal
Housing Administration (FHA) to
originate, service, or invest in FHAinsured mortgages or loans.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
SYSTEM OF RECORDS NO.:
HSNG/MF.HTS.02.
SYSTEM NAME:
Tenant Rental Assistance Certification
System (TRACS)—F87.
SYSTEM LOCATION:
The system is hosted at the HUD data
center in Charleston, West Virginia.
Users have on-line access to the system
at the Department of Housing and Urban
Development Headquarters, 451
Seventh Street SW., Washington, DC
20410, HUD Field and Regional
Offices,4 or at the locations of the
service providers under contract with
HUD.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
TRACS categories of records include,
records reported to HUD for each
individual receiving housing assistance
from HUD under the following
programs: Section 8, Section 236
(including Section 236 RAP), Rent
Supplement, Section 221(d)3 BMIR,
Section 811, and Section 202 (e.g., all
participants of certain HUD Rental
Housing Assistance Programs); records
for each Public Housing Authorities
(PHA), PHA-owner or management
agents who receives payments for these
assisted housing programs (e.g., sole
proprietors who administer these
programs).
4 https://portal.hud.gov/hudportal/documents/
huddoc?id=append2.pdf.
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CATEGORIES OF RECORDS IN THE SYSTEM:
The system of records contains
manual and automated records
consisting of tenant information
supplied to HUD from PHAs or PHAowner or management agents; data
supplied by the tenant, or through a
third party verification process. The full
extent of the data fields collected is
detailed in the 202D MAT GUIDE.
The categories of records include, but
are not limited to Tenant:
(1) Identification Information: Name;
Social Security number (SSN); alien
registration information; address and
tenant unit number, date of birth, phone
number, driver’s license, email, DUNS
number.
(2) Characteristics Information:
Information about the family that would
qualify them for certain adjustments or
for admission to a project limited to a
special population (e.g., elderly,
handicapped or disabled), relationships
of members of the household to the
Head of household (e.g., spouse, child),
sex and ethnicity of Head of household
and their family members.
(3) Preference(s) Applicable to Family
Admission: Income status at admission,
adjustments to income, contract rent
amount, tenant rent, unit characteristics
such as number of bedrooms, tenant to
determine eligibility or level of
assistance.
(4) Verification Information: State
wage information pertaining to
collection agency on wages and claim
information, information obtained
through computer matching by HUD or
a PHA with Federal and State agencies,
information on the results of the followup phase of owner verifications or a
computer match of tenant income (i.e.,
dollar amount of overpaid assistance,
amount repaid, prosecution, termination
of assistance, and termination of
tenancy), and related correspondence.
(5) Geographic Information: Street
address, zip code.
TRACS also include information
reported to HUD by PHA or PHAmanagement or owner agents or contract
administrators, as follows:
(1) PHA, PHA-owner or management
agent’s/contractor administrator’s
information: Manual and automated
records on all their contractual
agreements, and financial information
(i.e., names, addresses, Taxpayer
Identification Numbers (TINs) or SSNs,
obligations, payments, and contract
terms) for public housing agencies, and/
or owners/management agents or
contract administrators.
Housing and Community Development
Act, 42 U.S.C § 3543, Section 165. The
Housing and Community Development
Amendments of 1981, Public Law 97–
35, 95 Stat. 408. Housing and
Community Development Act of 1987,
Public Law 100–242, title I, § 165, Feb.
5, 1988, 101 Stat. 1864. Stewart B.
McKinney Homeless Assistance
Amendments Act of 1988 Section 904 as
amended by the Housing and
Community Development Act of 1992
Section 903, and the Omnibus Budget
Reconciliation Act of 1993 Section
3003, 42 U.S.C. 3544.
PURPOSE(S):
TRACS accepts tenant and voucher
request data to facilitate rental
assistance for very low/low income
households. It facilitates the payment to
authorized owners/agents/housing
authorities and/or contract
administrators. TRACS has edit checks
and functionality to verify data quality,
and interfaces with other HUD systems
exist to validate tenant income, verify
contract funding, obligate and commit
contract funds, provide information to
other HUD divisions, and submit
voucher requests for payment in order
to try to minimize improper payments
and fraud. TRACS provides data needed
to: (1) Determine the amount of housing
assistance tenants may receive, (2)
Calculate payments due to PHAs, PHAowners/management agents, or contract
administrators, (3) Make budgets
forecasts, (4) Control funds, (5) Collect
and maintain accurate rental assistance
data, (6) Automate and improve
management of assisted housing
programs, (7) Reduce manual processes
and paperwork, and (8) Detect subsidy
fraud, waste, and abuse in multifamily
housing rental housing assistance
programs. The assisted housing
programs within TRACS’ scope include:
• Section 236 Interest Reduction and
Rental Assistance Payments.
• Section 8 New Construction/
Substantial Rehabilitation Housing
Assistance Payments.
• Section 8 Loan Management/
Property Disposition Set-Aside Housing
Assistance Payments.
• Section 221(d) (3) Below Market
Interest Rate (BMIR) mortgage
insurance.
• Rent Supplement Payments.
• Certain Section 202 programs.
• Section 202/811 Project Rental
Assistance Payments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
United States Housing Act of 1937, as
amended, 42 U.S.C. 1437 et seq., The
In addition to those disclosures
generally permitted under 5 U.S.C.
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Section 552a(b) of the Privacy Act, all or
a portion of the records or information
contained in this system may be
disclosed outside HUD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as
follows:
1. 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 5—HUD’s Library of Routine
Uses last published in the Federal
Register.
2. 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;
(c) HUD determines that 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.
7. To the National Archives and
Records Administration (NARA) or to
the General Services Administration for
records management inspections
conducted under 44 U.S.C. 2904 and
2906.
8. To individuals under contract,
cooperative agreement or grant, to HUD
or under contract, cooperative
agreement or grant to another agency
with funds provided by HUD for the
performance of research and statistical
activities directly related to the
management of HUD’s rental assistance
programs, to support quality control for
tenant eligibility efforts requiring a
random sampling of tenant files to
determine the extent of administrative
errors in making rent calculations,
eligibility determinations, etc., for
processing certifications/
recertifications, and for other research
and statistical purposes not otherwise
prohibited by law or regulation.
9. To Housing Authorities, (HAs) to
verify the accuracy and completeness of
tenant data used in determining
5 https://portal.hud.gov/hudportal/documents/
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eligibility and continued eligibility and
the amount of housing assistance
received.
10. To Private Owners of assisted
housing to verify the accuracy and
completeness of applicant and tenant
data used in determining eligibility and
continued eligibility and the amount of
assistance received.
11. To HAs, owners, management
agents and contract administrators to
identify and resolve discrepancies in
tenant data.
12. To the Internal Revenue Service to
report income using IRS Form 1099.
13. To Social Security Administration
and Immigration and Naturalization
Service to verify alien status and
continued eligibility in HUD’s rental
assistance programs via EIV.
14. 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 record pertains.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored
electronically or on paper in secure
facilities. The records may be stored on
magnetic disc, tape, and digital media.
Tenant data is stored at the National
Archives and Records Administration
(NARA) facility.
RETRIEVABILITY:
Name, address, SSN, or other
identification number (contract or
project numbers)
SAFEGUARDS:
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Access to TRACS is by password and
user ID and limited to authorized users.
Paper records are maintained and
locked drawer or in file cabinets. Rolebased access levels or assignment roles
are restricted to those who have a needto-know. When first gaining access to
TRACS and on an annual basis, all users
must agree to the systems ‘‘Rules of
Behavior’’ which specify handling of
personal information and any physical
records. Authorized users can download
reports—the SSN is masked in both the
system and reports during the download
process.
RETENTION AND DISPOSAL:
Data is sent to NARA on a yearly
basis. Paper records are destroyed by
shredding or burning. Backup and
Recovery digital media will be
destroyed or otherwise rendered
irrecoverable per NIST SP 800–88
Revision 1 ‘‘Guidelines for Media
Sanitization’’ (December 2014). All
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records and data are retained and
disposed of in accordance with
guidance from the Records Disposition
Management (2228.1) and the HUD
Records Disposition Schedules
Handbook (2225.6 Rev–1),6 as described
in Records Disposition Schedule 10,
Item 14.
SYSTEM MANAGER(S) AND ADDRESS:
For inquiries relating to TRACS,
contact:
• Office of the Assistant Secretary for
Housing, Director, Housing Information
and Statistics Division, Office of
Management; Office of Multifamily
Housing Management, Director,
Planning and Procedures Division;
Deputy Assistant Secretary for
Multifamily Housing Programs,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Washington, DC 20410, for Section 8,
Section 236 (including Section 236
Rental Assistance Payments (RAP)
projects), Rent Supplement, Section
221(d)3 BMIR, Section 811, and Section
202 activities.
• Office of Assistant Secretary for
Public and Indian Housing: Office of
Public Housing, Chief, Occupancy
Branch, Department of Housing and
Urban Development, 451 Seventh Street
SW., Washington, DC 20410 for Public
and Indian Housing and Section 8
existing and Moderate Rehabilitation
(Mod Rehab) Program activities.
• Office of Public and Indian
Housing, Director: Computer Matching
Activities Division, Office of Public and
Indian Housing, Comptroller,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Washington, DC 20410 for TRACS
Computer Matching Activities.
NOTIFICATION AND RECORD ACCESS
PROCEDURES:
For Information, assistance, or
inquiries about the existence of records
contact Helen Goff Foster, Chief Privacy
Officer/Senior Agency Official for
Privacy, 451 Seventh Street SW., Room
10139, Washington, DC 20410,
telephone number (202) 402–6836.
When seeking records about yourself
from this system of records or any other
HUD system of records, your request
must conform with the Privacy Act
regulations set forth in 24 CFR part 16.
You must first verify your identity,
meaning that you must provide your full
name, current address, and date and
place of birth. You must sign your
request, and your signature must either
be notarized or submitted under 28
6 https://portal.hud.gov/hudportal/documents/
huddoc?id=22256x10ADMH.pdf.
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U.S.C. 1746, a law that permits
statements to be made under penalty of
perjury as a substitute for notarization.
In addition, your request should:
a. Explain why you believe HUD
would have information on you.
b. Identify which Office of HUD you
believe has the records about you.
c. Specify when you believe the
records would have been created.
d. Provide any other information that
will help the FOIA staff determine
which HUD office may have responsive
records.
If your request is seeking records
pertaining to another living individual,
you must include a statement from that
individual certifying their agreement for
you to access their records. Without the
above information, the HUD FOIA
Office may not be able to conduct an
effective search, and your request may
be denied due to lack of specificity or
lack of compliance with applicable
regulations.
CONTESTING RECORD PROCEDURES:
The Department’s rules for contesting
contents of records and appealing initial
denials appear in 24 CFR part 16,
Procedures for Inquiries. Additional
assistance may be obtained by
contacting Helen Goff Foster, Chief
Privacy Officer/Senior Agency Official
for Privacy, 451 Seventh Street SW.,
Room 10139, Washington, DC 20410, or
the HUD Departmental Privacy Appeals
Officers, Office of General Counsel,
Department of Housing and Urban
Development, 451 Seventh Street SW.,
Room 10110, Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Records in the system are obtained
from PHAs, PHA-owners, and
management agents/Housing
Authorities and/or Contract
administrators on behalf of the assisted
tenants. The basis for these electronic
submissions to TRACS is the form
HUD–50059, Owner’s Certification of
Compliance with HUD’s Tenant
Eligibility and Rent Procedures, and the
form HUD–52670.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
SYSTEM OF RECORDS NO.:
HSNG.MFH/HTHE.01.
SYSTEM NAME:
Development Application Processing
System (DAP)—F24A.
SYSTEM LOCATION:
The system is hosted at the HUD data
center in Charleston, West Virginia.
Users have on-line access to the system
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Federal Register / Vol. 81, No. 162 / Monday, August 22, 2016 / Notices
at the Department of Housing and Urban
Development Headquarters, 451
Seventh Street SW., Washington, DC
20410, HUD Field and Regional
Offices,7 or at the locations of the
service providers under contract with
HUD.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
The categories of individuals covered
by DAP include both the Mortgagees
and Mortgagors.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Mortgagees Contact/Identification
Information: Name, address, telephone,
Social Security number (SSN).
(2) Application Data/Status:
Financing (Federal Housing
Administration, Risk Sharing, 202/811)
application information and status.
(3) Mortgagors Contact/Identification
Information: Name, personal/business
address, telephone, tax identification
number (TIN), SSN, employer
identification number (EIN).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sec. 113 of the Budget and
Accounting Act of 1950, The National
Housing Act (12 U.S.C. 1713 et seq.,
Pub. L. 81–784. The Housing and
Community Development Act, 42 U.S.C.
3543, Section 165. National Housing Act
(12 U.S.C. 1713 et seq.)
PURPOSE(S):
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The DAP system supports processing
and tracking of FHA applications,
Healthcare, and the tracking and scoring
of 202/811s (applications for financing
the elderly and disabled.) The system
provides comprehensive tracking and
processing controls from the preapplication stage through the final
endorsement/closing stage and monitors
inspections for select Multifamily
Housing Development programs. Detail
business rules are automated to reduce
errors, new project numbers are
generated, lender/participant
information collected, and data
interfaced to other critical MFH
systems. Additionally, the Form HUD–
290 report is automatically generated at
initial and final endorsement and
triggers insurance in force activities in
the FHA Subsidiary Ledger (FHASL).
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
contained in this system may be
disclosed outside HUD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as
follows:
1. 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 8—HUD’s Routine Uses
Inventory Notice last published in the
Federal Register.
2. 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;
(c) HUD determines that 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.
4. 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 record pertains.
5. To the U.S. Treasury for
disbursements and adjustments.
6. To the Internal Revenue Service for
reporting payments for mortgage
interest, for reporting of discharge
indebtedness and real estate taxes.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored
electronically or on paper in secure
facilities in a locked drawer behind a
locked door. The records may be stored
on magnetic disc, tape, and digital
media.
RETRIEVABILITY:
In addition to those disclosures
generally permitted under 5 U.S.C.
Section 552a(b) of the Privacy Act, all or
a portion of the records or information
Electronic records may be retrieved by
the project number, project name, office
or hub, and Section of the Act (ACT)
category. Search results can further be
limited by phase/status and project
7 https://portal.hud.gov/hudportal/documents/
huddoc?id=append2.pdf.
8 https://portal.hud.gov/hudportal/documents/
huddoc?id=routine_use_inventory.pdf.
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56689
characteristics. The participant’s TAX
ID/SSN/Name can be used to search for
participants.
SAFEGUARDS:
Access to electronic systems is by
password and code identification card
access and limited to authorized users.
Paper records are maintained and
locked in file cabinets. Background
screening, limited authorization and
access with access limited to authorized
personnel and technical restraints
employed with regard to accessing the
records; access to automated systems by
authorized users by passwords.
RETENTION AND DISPOSAL:
This is in accordance with HUD’s
records schedule of retention and
disposal. Manual files/records are sent
to storage upon project receiving final
endorsement to the storage facility in
Tulsa, OK. Backup and Recovery digital
media will be destroyed or otherwise
rendered irrecoverable per NIST SP
800–88 Revision 1 ‘‘Guidelines for
Media Sanitization’’ (December 2014).
F24A DAP—Use HUD Record Schedule
56 as applicable. Disposition of the DAP
records varies on the type of documents.
Obsolete records are destroyed after 3
years. Disposition of Application Loan
and Loan Agreement Files: Destroy 3
years after final settlement or paid in
full. Disposition of Construction
Contracts and related documents:
Destroy 6 years after final payment.
Disposition of Mortgage Transcript
Documents Project and Asset
Management Records: Destroy 3 years
after repayment.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Multifamily
Production, Office of Multifamily
Housing, Department of Housing and
Urban Development, 451 Seventh Street
SW., Washington, DC 20410.
NOTIFICATION AND RECORD ACCESS
PROCEDURES:
For Information, assistance, or
inquiries about the existence of records
contact Helen Goff Foster, Chief Privacy
Officer/Senior Agency Official for
Privacy, 451 Seventh Street SW., Room
10139, Washington, DC 20410,
telephone number 202–402–6836. When
seeking records about yourself from this
system of records or any other HUD
system of records, your request must
conform with the Privacy Act
regulations set forth in 24 CFR part 16.
You must first verify your identity by
providing your full name, current
address, and date and place of birth.
You must sign your request, and your
signature must either be notarized or
submitted under 28 U.S.C. 1746, a law
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56690
Federal Register / Vol. 81, No. 162 / Monday, August 22, 2016 / Notices
that permits statements to be made
under penalty of perjury as a substitute
for notarization. In addition, your
request should:
(1) Explain why you believe HUD
would have information on you.
(2) Identify which HUD office you
believe has the records about you.
(3) Specify when you believe the
records would have been created.
(4) Provide any other information that
will help the Freedom of Information
Act (FOIA) staff determine which HUD
office may have responsive records.
If you are seeking records pertaining
to another living individual, you must
obtain a statement from that individual
certifying their agreement for you to
access their records. Without the above
information, the HUD FOIA Office may
not be able to conduct an effective
search, and your request may be denied
due to lack of specificity or lack of
compliance with applicable regulations.
CONTESTING RECORD PROCEDURES:
The Department’s rules for contesting
contents of records and appealing initial
denials appear in 24 CFR part 16,
Procedures for Inquiries. Additional
assistance may be obtained by
contacting Helen Goff Foster, Chief
Privacy Officer/Senior Agency Official
for Privacy, 451 Seventh Street SW.,
Room 10139, Washington, DC 20410,
telephone number (202) 402–6836, 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:
Records in the system are obtained
from the applications for Multifamily
Housing Projects; (HUD 9213) and other
required HUD forms, drawings and
narratives (lender’s submission package)
submitted to the HUD office.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
[FR Doc. 2016–20005 Filed 8–19–16; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
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Fish and Wildlife Service
[FWS–HQ–LE–2016—N250; FF09L00200–
FX–LE18110900000]
Information Collection Request Sent to
the Office of Management and Budget
(OMB) for Approval; Captive Wildlife
Safety Act
AGENCY:
Fish and Wildlife Service,
Interior.
VerDate Sep<11>2014
17:13 Aug 19, 2016
Jkt 238001
ACTION:
Notice; request for comments.
We (U.S. Fish and Wildlife
Service, Service) have sent an
Information Collection Request (ICR) to
OMB for review and approval. We
summarize the ICR below and describe
the nature of the collection and the
estimated burden and cost. This
information collection is scheduled to
expire on August 31, 2016. We may not
conduct or sponsor and a person is not
required to respond to a collection of
information unless it displays a
currently valid OMB control number.
However, under OMB regulations, we
may continue to conduct or sponsor this
information collection while it is
pending at OMB.
DATES: You must submit comments on
or before September 21, 2016.
ADDRESSES: Send your comments and
suggestions on this information
collection to the Desk Officer for the
Department of the Interior at OMB–
OIRA at (202) 395–5806 (fax) or OIRA_
Submission@omb.eop.gov (email).
Please provide a copy of your comments
to the Service Information Collection
Clearance Officer, U.S. Fish and
Wildlife Service, MS BPHC, 5275
Leesburg Pike, Falls Church, VA 22041–
3803 (mail); or hope_grey@fws.gov
(email). Please include ‘‘1018–0129’’ in
the subject line of your comments.
FOR FURTHER INFORMATION CONTACT: To
request additional information about
this ICR, contact Hope Grey at hope_
grey@fws.gov (email) or 703–358–2482
(telephone). You may review the ICR
online at https://www.reginfo.gov. Follow
the instructions to review Department of
the Interior collections under review by
OMB.
SUPPLEMENTARY INFORMATION:
OMB Control Number: 1018–0129.
Title: Captive Wildlife Safety Act, 50
CFR 14.250–14.255.
Service Form Number: None.
Type of Request: Extension of a
currently approved collection.
Description of Respondents:
Accredited wildlife sanctuaries.
Respondent’s Obligation: Required to
obtain or retain a benefit.
Frequency of Collection: Ongoing.
Estimated Number of Respondents:
750.
Estimated Number of Responses: 750.
Completion Time per Response: 1
hour.
Estimated Total Annual Burden
Hours: 750.
Estimated Annual Nonhour Burden
Cost: $300.
Abstract: The Captive Wildlife Safety
Act (CWSA) amends the Lacey Act by
making it illegal to import, export, buy,
SUMMARY:
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sell, transport, receive, or acquire, in
interstate or foreign commerce, live
lions, tigers, leopards, snow leopards,
clouded leopards, cheetahs, jaguars, or
cougars, or any hybrid combination of
any of these species, unless certain
exceptions are met. There are several
exemptions to the prohibitions of the
CWSA, including accredited wildlife
sanctuaries.
There is no requirement for wildlife
sanctuaries to submit applications to
qualify for the accredited wildlife
sanctuary exemption. Wildlife
sanctuaries themselves will determine if
they qualify. To qualify, they must meet
all of the following criteria:
• Obtain approval by the United
States Internal Revenue Service (IRS) as
a corporation that is exempt from
taxation under section 501(a) of the
Internal Revenue Code of 1986, which is
described in sections 501(c)(3) and
170(b)(1)(A)(vi) of that code.
• Do not engage in commercial trade
in the prohibited wildlife species,
including offspring, parts, and products.
• Do not propagate the prohibited
wildlife species.
• Have no direct contact between the
public and the prohibited wildlife
species.
The basis for this information
collection is the recordkeeping
requirement that we place on accredited
wildlife sanctuaries. We require
accredited wildlife sanctuaries to
maintain complete and accurate records
of any possession, transportation,
acquisition, disposition, importation, or
exportation of the prohibited wildlife
species as defined in the CWSA (50 CFR
14, subpart K). Records must be up to
date and include: (1) Names and
addresses of persons to or from whom
any prohibited wildlife species has been
acquired, imported, exported,
purchased, sold, or otherwise
transferred; and (2) dates of these
transactions. Accredited wildlife
sanctuaries must:
• Maintain these records for 5 years.
• Make these records accessible to
Service officials for inspection at
reasonable hours.
• Copy these records for Service
officials, if requested.
Comments Received and Our Responses
On April 6, 2016, we published in the
Federal Register (81 FR 19990) a notice
of our intent to request that OMB renew
approval for this information collection.
In that notice, we solicited comments
for 60 days, ending on June 6, 2016. We
received the following comments in
response to that notice.
Comment: One comment suggested
that the recordkeeping requirement
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]]>Agencies
[Federal Register Volume 81, Number 162 (Monday, August 22, 2016)]
[Notices]
[Pages 56684-56690]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-20005]
[[Page 56684]]
=======================================================================
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5921-N-13]
Implementation of the Privacy Act of 1974, as Amended; Notice To
Amend Systems of Records, Integrated Real Estate Management System,
Development Application Processing System, Tenant Rental Assistance
Certification System
AGENCY: Office of Multifamily Housing, HUD.
ACTION: Notice to amend systems of records.
-----------------------------------------------------------------------
SUMMARY: In accordance with requirements Privacy Act of 1974, as
amended, 5 U.S.C. 552a, the U.S. Department of Housing and Urban
Development (HUD), Office of Multifamily Housing gives notice of its
intent to amend three system of records notices (SORNS): Integrated
Real Estate Management System, published in the Federal Register on
August 14, 2007 at 72 FR 45442-45443, Development Application
Processing System, published in the Federal Register on August 1, 2007
at 72 FR 42101-42102, Tenant Housing Assistance and Contract
Verification Data, published in the FR on March 13, 1997 62 FR 11909-
11910.'' This notice proposal renames the ``Tenant Housing Assistance
and Contract Verification Data'' systems of records to ``Tenant Rental
Assistance Certification System (TRACS)'', makes administrative updates
to the systems of records location, authority, purpose, and records
retention statements, refines previously published information about
each notice in a clear and easy to read format, and implements a new
coding structure to make it easier to differentiate a system of records
from other program specific SORNs. A more detailed description of the
present systems status is republished under this notice. This notice
supersedes and replaces the former notice publications. The amended
systems of records and their new/prior coding structures are identified
below.
------------------------------------------------------------------------
Systems of records name/prior coding
New coding structure structure
------------------------------------------------------------------------
1. HSNG.MF/HTS.01................. Integrated Real Estate Management
System (iREMS) (Previously coded
HUD/MFH-10).
2. HSNG.MF.HTS.02................. Tenant Rental Assistance
Certification System (TRACS)
(Previously coded HUD/H-11).
3. HSNG.MF/HTHE.01................ Development Application Processing
System (DAPS) (Previously coded HUD/
MFH-08).
------------------------------------------------------------------------
DATES: Effective Date: This action will be effective without further
notice, August 22, 2016.
Comments Due Date: September 21, 2016.
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. Communications should refer to the
above docket number and title. Faxed comments are not accepted. A copy
of each communication submitted will be available for public inspection
and copying between 8 a.m. and 5 p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: Helen Goff Foster, Chief Privacy
Officer/Senior Agency Official for Privacy, 451 Seventh Street SW.,
Room 10139, Washington, DC 20410, telephone number 202-402-6836 (this
is not a toll-free number). Individuals who are hearing- and speech-
impaired may access this number via TTY by calling the Federal Relay
Service at 800-877-8339 (this is a toll-free number).
SUPPLEMENTARY INFORMATION: This notice satisfies the Privacy Act
requirement that an agency must publish a system of records in the
Federal Register when there are additional changes to a notice. The
amended notices are set out in their entirety and described in detail
following this section. The amended notices reflect administrative
changes, as well as make minor clarification and/or editorial changes
to 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, and the records source sections.
The notice also includes the current business address of the HUD
officials who will inform interested persons of how they may gain
access to and/or request amendments to records pertaining to the
records themselves. The existing scope, objectives, business processes,
and uses being made of the data by the Department for each notice
remain unchanged.
Publication of this notice allows the Department to maintain
current information about its notices in a clear and cohesive format.
The Privacy Act places on Federal agencies principal responsibility for
compliance with its provisions, by requiring Federal agencies to
safeguard an individual's records against an invasion of personal
privacy; protect the records contained in an agency system of records
from unauthorized disclosure; ensure that the records collected are
relevant, necessary, current, and collected only for their intended
use; and adequately safeguard the records to prevent misuse of such
information. In addition, this notice demonstrates the Department's
focus on industry best practices and laws that protect interest such as
personal privacy and privacy protect records from inappropriate
release.
Pursuant to the Privacy Act and the Office of Management and Budget
(OMB) guidelines, the amended notices do not meet threshold
requirements for having to transmit a report to OMB, the Senate
Committee on Homeland Security and Governmental Affairs, and the House
Committee on Oversight and Government Reform, as instructed by
paragraph 4c of Appendix l to OMB Circular No. A-130, ``Federal
Agencies Responsibilities for Maintaining Records About Individuals,''
November 28, 2000.
Authority: 5 U.S.C. 552a; 88 Stat. 1896; 42 U.S.C. 3535(d).
Dated: August 16, 2016.
Helen Goff Foster,
Chief Privacy Officer/Senior Agency Official for Privacy.
SYSTEM OF RECORDS NO.:
HSNG.MF/HTS.01.
SYSTEM NAME:
Integrated Real Estate Management System (iREMS)-F24.
SYSTEM LOCATION:
The system is hosted at the HUD data center in Charleston, West
Virginia. Users have on-line access to the system at the Department of
Housing and Urban Development Headquarters, 451 Seventh Street SW.,
Washington, DC 20410, HUD Field and Regional Offices,\1\ or at the
locations of the service providers under contract with HUD.
---------------------------------------------------------------------------
\1\ https://portal.hud.gov/hudportal/documents/huddoc?id=append2.pdf.
---------------------------------------------------------------------------
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The categories of individuals covered by the system include
external business
[[Page 56685]]
partners approved to do Multifamily business with HUD (e.g., property
owners, management agents, contract administrators, and owner/agent
contacts).
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records in the system include:
(1) Contact Information: Name, home/business address, and home/
business telephone number, fax, and email address.
(2) Identification information: Social Security number (SSN) and
tax identification number (TIN).
(3) Loan Servicing information: Section 8 subsidy contract
renewals, property management reviews, physical condition of
multifamily properties and ownership data, workload tracking of HUD
staff, Departmental Enforcement Center tracking for corrective actions/
referrals, and participant/partner information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Housing Act of 1937 as amended, 42 U.S.C. 1437 et seq.; CFR 24
Part 5.216 (c), and 5.216 (e); Housing and Community Development Act,
42 U.S.C Sec. 3543, Section 165.
PURPOSE(S):
iREMS is HUD's multifamily property management tool for the Office
of Multifamily Housing (MFH), the Departmental Enforcement Center
(DEC), and the Real Estate Assessment Center (REAC). The goal of iREMS
is to improve fiscal and regulatory control over HUD's Multifamily
housing portfolio, and ensure compliance with HUD program requirements
and business agreements. iREMS is the repository of HUD's data that
define the portfolio of insured, subsidized, HUD-held, HUD-owned, co-
insured, elderly and disabled properties, and provides portfolio
management for Section 8 contracts to establish property ownership and
management for physical property inspection follow-up, and financial
assessment reviews. The data are used for tracking property status,
loan status and characteristics, Section 8 contract renewals, and
financial status of property owners. iREMS provides REAC with the
ability to validate financial statement submissions and mortgagee
inspections. iREMS provides DEC and the Office of Affordable Housing
Preservation the ability to track corrective action referrals initiated
against owners and/or properties not fully complying with HUD
requirements (Owners not in full compliance may be subject to
enforcement action, including civil money penalties, suspension and/or
debarment, and referral to the Department of Justice). When criminal
activity is suspected, cases are referred to HUD's Office of the
Inspector General for investigation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside HUD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
1. 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
Routine Uses Inventory Notice published in the Federal Register.
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2. 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;
(c) HUD has determined that 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.
3. To the National Archives and Records Administration (NARA) or to
the General Services Administration for records management inspections
conducted under 44 U.S.C. Sec. 2904 and 2906.
4. 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 record pertains.
5. To the Department of Justice for possible enforcement action
against owners or properties not complying with HUD requirements.
6. To HUD business partners (Public Housing Authorities and
Community Development Corporations serving as Performance Based
Contract Administrators (PBCA)) in order to fulfill their business
agreements with HUD (e.g., manage their assigned Section 8 contracts).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
Records in this system are stored securely electronically or on
paper in secure facilities in a locked drawer behind a locked door.
RETRIEVABILITY:
Records are retrieved mainly based on the property identification
number or contract ID. However, for participant/partner information and
security system access it is possible to locate data via their names
and/or taxpayer identification number (TIN).
SAFEGUARDS:
Access to electronic systems is by password and code identification
card access and limited to authorized users. Retrievals are only
accessible via entry of a valid HUD user id and password. LDAP (light-
weight directory access protocol) is used to verify external users--
each must be properly registered with HUD and have an LDAP user id/
password. When first gaining access to iREMS and on an annual basis,
all users must agree to the systems ``Rules of Behavior'' which specify
handling of personal information and any physical records.
RETENTION AND DISPOSAL:
Paper records are destroyed by shredding or burning. Backup and
Recovery digital media will be destroyed or otherwise rendered
irrecoverable per NIST SP 800-88 Revision 1 ``Guidelines for Media
Sanitization'' (December 2014). Records and data are retained and
disposed of in accordance with the HUD Records Disposition Schedules
Handbook (2225.6 Rev-1), as described in Records Disposition Schedule
68, Items 2 and 3.\3\
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SYSTEM MANAGER(S) AND ADDRESS:
Director, Program Systems Management Office, Office of Multifamily
Housing, Department of Housing and Urban Development, 451 Seventh
Street SW., Washington, DC 20410.
[[Page 56686]]
NOTIFICATION AND RECORD ACCESS PROCEDURES:
For information, assistance, or inquiries about the existence of
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington,
DC 20410, telephone number 202-402-6836. When seeking records about
yourself from this system of records or any other HUD system of
records, your request must conform with the Privacy Act regulations set
forth in 24 CFR part 16. You must first verify your identity by
providing your full name, current address, and date and place of birth.
You must sign your request, and your signature must either be notarized
or submitted under 28 U.S.C. 1746, a law that permits statements to be
made under penalty of perjury as a substitute for notarization. In
addition, your request should:
(1) Explain why you believe HUD would have information on you.
(2) Identify which HUD office you believe has the records about
you.
(3) Specify when you believe the records would have been created.
(4) Provide any other information that will help the Freedom of
Information Act (FOIA) staff determine which HUD office may have
responsive records.
If you are seeking records pertaining to another living individual,
you must obtain a statement from that individual certifying their
agreement for you to access their records. Without the above
information, the HUD FOIA Office may not be able to conduct an
effective search, and your request may be denied due to lack of
specificity or lack of compliance with applicable regulations.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting contents of records and
appealing initial denials appear in 24 CFR part 16, Procedures for
Inquiries. Additional assistance may be obtained by contacting Helen
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy,
451 Seventh Street SW., Room 10139, Washington, DC 20410, or the HUD
Departmental Privacy Appeals Officers, Office of General Counsel,
Department of Housing and Urban Development, 451 Seventh Street SW.,
Room 10110 Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Sources of data are contractual agreements between HUD and property
owners (e.g. Regulatory Agreement, Section 8 Housing Assistance
Payments (HAP) contract) and memorandums to HUD from the business
partners and from other HUD source systems that transmit data to iREMS.
The HUD source systems provide information to iREMS to allow
Multifamily Housing the ability to track property status, loan status
and characteristics, Section 8 contract renewals, and financial data
concerning property owners. The source systems and their HUD functions
are listed below:
(1) Development Application Processing (DAP): DAP is a
comprehensive, automated underwriting system that supports processing
and tracking of HUD Multifamily Housing applications from pre-
application through final closing. Once the underwriting process has
been completed, the information is passed along to iREMS.
(2) FHA Subsidy Ledger (FHASL): This system contains financing
instrument, primary address, holding mortgagee and servicing mortgagee
information.
(3) Multifamily Accounting Report and Servicing System (MARS): This
system contains FHA information for Multifamily properties.
(4) Financial Assessment Subsystem (FASS): This system provides
financial statements/data for all HUD owned properties.
(5) Physical Assessment Subsystem (PASS): This system holds the
physical inspection data for HUD owned properties.
(6) Geo-coding Services (GSC): This system contains geo data and
also provides standardized addresses for HUD owned properties.
(7) Tenant Rental Assistant Certification System (TRACS): TRACS
contains Multifamily property attribute information. It also collects
certified tenant data for processing from owners and management agents
of Multifamily housing projects, and from local housing authorities and
state housing agencies acting as subsidy contract administrators for
HUD.
(8) Automatic Renewal and Amendment Management Sub-system (ARAMS):
ARAMS processes and confirms Multifamily funding reservation requests
for renewal and amendment subsidy contracts.
(9) Online Property Integrated Information Suite (OPIIS): OPIIS
provides Risk management scores and ratings for HUD's Multifamily
insured and assisted portfolio.
(10) Line of Credit Control System (LOCCS): LOCCS is a HUD grant
disbursement system.
(11) Program Accounting System (PAS): PAS is an integrated
subsidiary ledger for the Department's grant, subsidy, and loan
programs.
(12) Northridge Loan System/Loan Accounting System (NLS/LAS): The
NLS system contains loan information on HUD's properties.
(13) Active Partners Performance System (APPS): APPS is an online
system that allows for submission and review of the Housing and Urban
Development (HUD) Previous Participation Certification Process (Form
2530). This information is needed for the renewal process.
(14) Multifamily Insurance System MFIS: MFIS maintains the
inventory of Multifamily insurance-in-force cases, as well as all
pertinent and historical data, and produces premium bills and new
account receivables monthly.
(15) Lender Electronic Assessment Portal (LEAP): Maintains the
official record of institutions (Title I and Title II lenders) approved
by HUD/Federal Housing Administration (FHA) to originate, service, or
invest in FHA-insured mortgages or loans.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
SYSTEM OF RECORDS NO.:
HSNG/MF.HTS.02.
SYSTEM NAME:
Tenant Rental Assistance Certification System (TRACS)--F87.
SYSTEM LOCATION:
The system is hosted at the HUD data center in Charleston, West
Virginia. Users have on-line access to the system at the Department of
Housing and Urban Development Headquarters, 451 Seventh Street SW.,
Washington, DC 20410, HUD Field and Regional Offices,\4\ or at the
locations of the service providers under contract with HUD.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
TRACS categories of records include, records reported to HUD for
each individual receiving housing assistance from HUD under the
following programs: Section 8, Section 236 (including Section 236 RAP),
Rent Supplement, Section 221(d)3 BMIR, Section 811, and Section 202
(e.g., all participants of certain HUD Rental Housing Assistance
Programs); records for each Public Housing Authorities (PHA), PHA-owner
or management agents who receives payments for these assisted housing
programs (e.g., sole proprietors who administer these programs).
[[Page 56687]]
CATEGORIES OF RECORDS IN THE SYSTEM:
The system of records contains manual and automated records
consisting of tenant information supplied to HUD from PHAs or PHA-owner
or management agents; data supplied by the tenant, or through a third
party verification process. The full extent of the data fields
collected is detailed in the 202D MAT GUIDE.
The categories of records include, but are not limited to Tenant:
(1) Identification Information: Name; Social Security number (SSN);
alien registration information; address and tenant unit number, date of
birth, phone number, driver's license, email, DUNS number.
(2) Characteristics Information: Information about the family that
would qualify them for certain adjustments or for admission to a
project limited to a special population (e.g., elderly, handicapped or
disabled), relationships of members of the household to the Head of
household (e.g., spouse, child), sex and ethnicity of Head of household
and their family members.
(3) Preference(s) Applicable to Family Admission: Income status at
admission, adjustments to income, contract rent amount, tenant rent,
unit characteristics such as number of bedrooms, tenant to determine
eligibility or level of assistance.
(4) Verification Information: State wage information pertaining to
collection agency on wages and claim information, information obtained
through computer matching by HUD or a PHA with Federal and State
agencies, information on the results of the follow-up phase of owner
verifications or a computer match of tenant income (i.e., dollar amount
of overpaid assistance, amount repaid, prosecution, termination of
assistance, and termination of tenancy), and related correspondence.
(5) Geographic Information: Street address, zip code.
TRACS also include information reported to HUD by PHA or PHA-
management or owner agents or contract administrators, as follows:
(1) PHA, PHA-owner or management agent's/contractor administrator's
information: Manual and automated records on all their contractual
agreements, and financial information (i.e., names, addresses, Taxpayer
Identification Numbers (TINs) or SSNs, obligations, payments, and
contract terms) for public housing agencies, and/or owners/management
agents or contract administrators.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
United States Housing Act of 1937, as amended, 42 U.S.C. 1437 et
seq., The Housing and Community Development Act, 42 U.S.C Sec. 3543,
Section 165. The Housing and Community Development Amendments of 1981,
Public Law 97-35, 95 Stat. 408. Housing and Community Development Act
of 1987, Public Law 100-242, title I, Sec. 165, Feb. 5, 1988, 101
Stat. 1864. Stewart B. McKinney Homeless Assistance Amendments Act of
1988 Section 904 as amended by the Housing and Community Development
Act of 1992 Section 903, and the Omnibus Budget Reconciliation Act of
1993 Section 3003, 42 U.S.C. 3544.
PURPOSE(S):
TRACS accepts tenant and voucher request data to facilitate rental
assistance for very low/low income households. It facilitates the
payment to authorized owners/agents/housing authorities and/or contract
administrators. TRACS has edit checks and functionality to verify data
quality, and interfaces with other HUD systems exist to validate tenant
income, verify contract funding, obligate and commit contract funds,
provide information to other HUD divisions, and submit voucher requests
for payment in order to try to minimize improper payments and fraud.
TRACS provides data needed to: (1) Determine the amount of housing
assistance tenants may receive, (2) Calculate payments due to PHAs,
PHA-owners/management agents, or contract administrators, (3) Make
budgets forecasts, (4) Control funds, (5) Collect and maintain accurate
rental assistance data, (6) Automate and improve management of assisted
housing programs, (7) Reduce manual processes and paperwork, and (8)
Detect subsidy fraud, waste, and abuse in multifamily housing rental
housing assistance programs. The assisted housing programs within
TRACS' scope include:
Section 236 Interest Reduction and Rental Assistance
Payments.
Section 8 New Construction/Substantial Rehabilitation
Housing Assistance Payments.
Section 8 Loan Management/Property Disposition Set-Aside
Housing Assistance Payments.
Section 221(d) (3) Below Market Interest Rate (BMIR)
mortgage insurance.
Rent Supplement Payments.
Certain Section 202 programs.
Section 202/811 Project Rental Assistance Payments.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
Section 552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside HUD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
1. 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 \5\--HUD's
Library of Routine Uses last published in the Federal Register.
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2. 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;
(c) HUD determines that 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.
7. To the National Archives and Records Administration (NARA) or to
the General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
8. To individuals under contract, cooperative agreement or grant,
to HUD or under contract, cooperative agreement or grant to another
agency with funds provided by HUD for the performance of research and
statistical activities directly related to the management of HUD's
rental assistance programs, to support quality control for tenant
eligibility efforts requiring a random sampling of tenant files to
determine the extent of administrative errors in making rent
calculations, eligibility determinations, etc., for processing
certifications/recertifications, and for other research and statistical
purposes not otherwise prohibited by law or regulation.
9. To Housing Authorities, (HAs) to verify the accuracy and
completeness of tenant data used in determining
[[Page 56688]]
eligibility and continued eligibility and the amount of housing
assistance received.
10. To Private Owners of assisted housing to verify the accuracy
and completeness of applicant and tenant data used in determining
eligibility and continued eligibility and the amount of assistance
received.
11. To HAs, owners, management agents and contract administrators
to identify and resolve discrepancies in tenant data.
12. To the Internal Revenue Service to report income using IRS Form
1099.
13. To Social Security Administration and Immigration and
Naturalization Service to verify alien status and continued eligibility
in HUD's rental assistance programs via EIV.
14. 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 record pertains.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
Records in this system are stored electronically or on paper in
secure facilities. The records may be stored on magnetic disc, tape,
and digital media. Tenant data is stored at the National Archives and
Records Administration (NARA) facility.
RETRIEVABILITY:
Name, address, SSN, or other identification number (contract or
project numbers)
SAFEGUARDS:
Access to TRACS is by password and user ID and limited to
authorized users. Paper records are maintained and locked drawer or in
file cabinets. Role-based access levels or assignment roles are
restricted to those who have a need-to-know. When first gaining access
to TRACS and on an annual basis, all users must agree to the systems
``Rules of Behavior'' which specify handling of personal information
and any physical records. Authorized users can download reports--the
SSN is masked in both the system and reports during the download
process.
RETENTION AND DISPOSAL:
Data is sent to NARA on a yearly basis. Paper records are destroyed
by shredding or burning. Backup and Recovery digital media will be
destroyed or otherwise rendered irrecoverable per NIST SP 800-88
Revision 1 ``Guidelines for Media Sanitization'' (December 2014). All
records and data are retained and disposed of in accordance with
guidance from the Records Disposition Management (2228.1) and the HUD
Records Disposition Schedules Handbook (2225.6 Rev-1),\6\ as described
in Records Disposition Schedule 10, Item 14.
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SYSTEM MANAGER(S) AND ADDRESS:
For inquiries relating to TRACS, contact:
Office of the Assistant Secretary for Housing, Director,
Housing Information and Statistics Division, Office of Management;
Office of Multifamily Housing Management, Director, Planning and
Procedures Division; Deputy Assistant Secretary for Multifamily Housing
Programs, Department of Housing and Urban Development, 451 Seventh
Street SW., Washington, DC 20410, for Section 8, Section 236 (including
Section 236 Rental Assistance Payments (RAP) projects), Rent
Supplement, Section 221(d)3 BMIR, Section 811, and Section 202
activities.
Office of Assistant Secretary for Public and Indian
Housing: Office of Public Housing, Chief, Occupancy Branch, Department
of Housing and Urban Development, 451 Seventh Street SW., Washington,
DC 20410 for Public and Indian Housing and Section 8 existing and
Moderate Rehabilitation (Mod Rehab) Program activities.
Office of Public and Indian Housing, Director: Computer
Matching Activities Division, Office of Public and Indian Housing,
Comptroller, Department of Housing and Urban Development, 451 Seventh
Street SW., Washington, DC 20410 for TRACS Computer Matching
Activities.
NOTIFICATION AND RECORD ACCESS PROCEDURES:
For Information, assistance, or inquiries about the existence of
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington,
DC 20410, telephone number (202) 402-6836. When seeking records about
yourself from this system of records or any other HUD system of
records, your request must conform with the Privacy Act regulations set
forth in 24 CFR part 16. You must first verify your identity, meaning
that you must provide your full name, current address, and date and
place of birth. You must sign your request, and your signature must
either be notarized or submitted under 28 U.S.C. 1746, a law that
permits statements to be made under penalty of perjury as a substitute
for notarization. In addition, your request should:
a. Explain why you believe HUD would have information on you.
b. Identify which Office of HUD you believe has the records about
you.
c. Specify when you believe the records would have been created.
d. Provide any other information that will help the FOIA staff
determine which HUD office may have responsive records.
If your request is seeking records pertaining to another living
individual, you must include a statement from that individual
certifying their agreement for you to access their records. Without the
above information, the HUD FOIA Office may not be able to conduct an
effective search, and your request may be denied due to lack of
specificity or lack of compliance with applicable regulations.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting contents of records and
appealing initial denials appear in 24 CFR part 16, Procedures for
Inquiries. Additional assistance may be obtained by contacting Helen
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy,
451 Seventh Street SW., Room 10139, Washington, DC 20410, or the HUD
Departmental Privacy Appeals Officers, Office of General Counsel,
Department of Housing and Urban Development, 451 Seventh Street SW.,
Room 10110, Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Records in the system are obtained from PHAs, PHA-owners, and
management agents/Housing Authorities and/or Contract administrators on
behalf of the assisted tenants. The basis for these electronic
submissions to TRACS is the form HUD-50059, Owner's Certification of
Compliance with HUD's Tenant Eligibility and Rent Procedures, and the
form HUD-52670.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
SYSTEM OF RECORDS NO.:
HSNG.MFH/HTHE.01.
SYSTEM NAME:
Development Application Processing System (DAP)--F24A.
SYSTEM LOCATION:
The system is hosted at the HUD data center in Charleston, West
Virginia. Users have on-line access to the system
[[Page 56689]]
at the Department of Housing and Urban Development Headquarters, 451
Seventh Street SW., Washington, DC 20410, HUD Field and Regional
Offices,\7\ or at the locations of the service providers under contract
with HUD.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The categories of individuals covered by DAP include both the
Mortgagees and Mortgagors.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Mortgagees Contact/Identification Information: Name, address,
telephone, Social Security number (SSN).
(2) Application Data/Status: Financing (Federal Housing
Administration, Risk Sharing, 202/811) application information and
status.
(3) Mortgagors Contact/Identification Information: Name, personal/
business address, telephone, tax identification number (TIN), SSN,
employer identification number (EIN).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sec. 113 of the Budget and Accounting Act of 1950, The National
Housing Act (12 U.S.C. 1713 et seq., Pub. L. 81-784. The Housing and
Community Development Act, 42 U.S.C. 3543, Section 165. National
Housing Act (12 U.S.C. 1713 et seq.)
PURPOSE(S):
The DAP system supports processing and tracking of FHA
applications, Healthcare, and the tracking and scoring of 202/811s
(applications for financing the elderly and disabled.) The system
provides comprehensive tracking and processing controls from the pre-
application stage through the final endorsement/closing stage and
monitors inspections for select Multifamily Housing Development
programs. Detail business rules are automated to reduce errors, new
project numbers are generated, lender/participant information
collected, and data interfaced to other critical MFH systems.
Additionally, the Form HUD-290 report is automatically generated at
initial and final endorsement and triggers insurance in force
activities in the FHA Subsidiary Ledger (FHASL).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
Section 552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside HUD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
1. 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 \8\--HUD's
Routine Uses Inventory Notice last published in the Federal Register.
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2. 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;
(c) HUD determines that 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.
4. 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 record pertains.
5. To the U.S. Treasury for disbursements and adjustments.
6. To the Internal Revenue Service for reporting payments for
mortgage interest, for reporting of discharge indebtedness and real
estate taxes.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
Records in this system are stored electronically or on paper in
secure facilities in a locked drawer behind a locked door. The records
may be stored on magnetic disc, tape, and digital media.
RETRIEVABILITY:
Electronic records may be retrieved by the project number, project
name, office or hub, and Section of the Act (ACT) category. Search
results can further be limited by phase/status and project
characteristics. The participant's TAX ID/SSN/Name can be used to
search for participants.
SAFEGUARDS:
Access to electronic systems is by password and code identification
card access and limited to authorized users. Paper records are
maintained and locked in file cabinets. Background screening, limited
authorization and access with access limited to authorized personnel
and technical restraints employed with regard to accessing the records;
access to automated systems by authorized users by passwords.
RETENTION AND DISPOSAL:
This is in accordance with HUD's records schedule of retention and
disposal. Manual files/records are sent to storage upon project
receiving final endorsement to the storage facility in Tulsa, OK.
Backup and Recovery digital media will be destroyed or otherwise
rendered irrecoverable per NIST SP 800-88 Revision 1 ``Guidelines for
Media Sanitization'' (December 2014). F24A DAP--Use HUD Record Schedule
56 as applicable. Disposition of the DAP records varies on the type of
documents. Obsolete records are destroyed after 3 years. Disposition of
Application Loan and Loan Agreement Files: Destroy 3 years after final
settlement or paid in full. Disposition of Construction Contracts and
related documents: Destroy 6 years after final payment. Disposition of
Mortgage Transcript Documents Project and Asset Management Records:
Destroy 3 years after repayment.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Multifamily Production, Office of Multifamily
Housing, Department of Housing and Urban Development, 451 Seventh
Street SW., Washington, DC 20410.
NOTIFICATION AND RECORD ACCESS PROCEDURES:
For Information, assistance, or inquiries about the existence of
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington,
DC 20410, telephone number 202-402-6836. When seeking records about
yourself from this system of records or any other HUD system of
records, your request must conform with the Privacy Act regulations set
forth in 24 CFR part 16. You must first verify your identity by
providing your full name, current address, and date and place of birth.
You must sign your request, and your signature must either be notarized
or submitted under 28 U.S.C. 1746, a law
[[Page 56690]]
that permits statements to be made under penalty of perjury as a
substitute for notarization. In addition, your request should:
(1) Explain why you believe HUD would have information on you.
(2) Identify which HUD office you believe has the records about
you.
(3) Specify when you believe the records would have been created.
(4) Provide any other information that will help the Freedom of
Information Act (FOIA) staff determine which HUD office may have
responsive records.
If you are seeking records pertaining to another living individual,
you must obtain a statement from that individual certifying their
agreement for you to access their records. Without the above
information, the HUD FOIA Office may not be able to conduct an
effective search, and your request may be denied due to lack of
specificity or lack of compliance with applicable regulations.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting contents of records and
appealing initial denials appear in 24 CFR part 16, Procedures for
Inquiries. Additional assistance may be obtained by contacting Helen
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy,
451 Seventh Street SW., Room 10139, Washington, DC 20410, telephone
number (202) 402-6836, 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:
Records in the system are obtained from the applications for
Multifamily Housing Projects; (HUD 9213) and other required HUD forms,
drawings and narratives (lender's submission package) submitted to the
HUD office.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2016-20005 Filed 8-19-16; 8:45 am]
BILLING CODE 4210-67-P
