Privacy Act of 1974; System of Records, 68647-68649 [2023-21975]
Download as PDF
<![CDATA[
Federal Register / Vol. 88, No. 191 / Wednesday, October 4, 2023 / Notices
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–7077–N–20]
Privacy Act of 1974; System of
Records
Office of the Chief Financial
Officer, HUD.
ACTION: Notice of a new system of
records.
AGENCY:
Under the Privacy Act of
1974, as amended, the Department of
the Housing and Urban Development
(HUD), Office of the Chief Financial
Officer (OCFO), is issuing a public
notice of its intent to create a new
system of records, Voice of the
Customer (VoC). HUD has developed
VoC system of records to satisfy the
Executive Order 14058, on
Transforming Federal Customer
Experience and Service Delivery to
Rebuild Trust in Government, issued on
December 13, 2021. The VoC platform
provides customers with the ability to
share their likes and dislikes about
HUD’s products or services. Customers
feedback lets HUD focus on improving
areas that would result in customer
satisfaction and improve trust in the
Federal Government.
DATES: Comments will be accepted on or
before November 3, 2023. This proposed
action will be effective on the date
following the end of the comment
period unless comments are received
which result in a contrary
determination.
ADDRESSES: You may submit comments,
identified by docket number or by one
of the following methods:
Federal e-Rulemaking Portal: https://
www.regulations.gov. Follow the
instructions provided on that site to
submit comments electronically.
Fax: 202–619–8365.
Email: www.privacy@hud.gov.
Mail: Attention: Privacy Office;
LaDonne White, Chief Privacy Officer;
The Executive Secretariat; 451 Seventh
Street SW, Room 10139; Washington,
DC 20410–0001.
Instructions: All submissions received
must include the agency name and
docket number for this rulemaking. All
comments received will be posted
without change to https://
www.regulations.gov. including any
personal information provided.
Docket: For access to the docket to
read background documents or
comments received go to https://
www.regulations.gov.
lotter on DSK11XQN23PROD with NOTICES1
SUMMARY:
FOR FURTHER INFORMATION CONTACT:
LaDonne White; 451 Seventh Street SW,
Room 10139; Washington, DC 20410;
VerDate Sep<11>2014
20:21 Oct 03, 2023
Jkt 262001
telephone number 202–708–3054 (this
is not a toll-free number). HUD
welcomes and is prepared to receive
calls from individuals who are deaf or
hard of hearing, as well as individuals
with speech or communication
disabilities. To learn more about how to
make an accessible telephone call,
please visit https://www.fcc.gov/
consumers/guides/telecommunicationsrelay-service-trs.
SUPPLEMENTARY INFORMATION: This
system allows HUD to build surveys of
varying complexity, distribute surveys
via different delivery methods, centrally
manage customer feedback data, and
enable enterprise-wide qualitative and
quantitative data analysis on both data
collected through the system and data
imported into the system.
The Voice of the Customer data can
come in through a variety of ways. It can
be a web/paper survey, a phone call, an
email, or anything having all that
separate data on one platform will help
OCFO’s Customer Experience team hear
what customers have to say holistically.
The gathered feedback is both
customer and employee experience data
as it pertains to their interactions with
HUD. Contact information will be
requested, but is voluntary/optional,
and is only collected/used for future
research. This would include gathering
a person’s name and contact
information they are willing to provide
(email or phone number). This data
would be used for research purposes
only to further investigate how to
improve customers’ experiences with
HUD. These interactions would include
moments when the customer/employee
interacts with HUD (For example, a
customer visits the HUD website for
information, or an employee visits the
intranet for information). The data
would be collected via surveys or
conversations regarding their experience
within that specific moment and/or
overall experience.
SYSTEM NAME AND NUMBER:
Voice of the Customer (VoC), HUD/
OCFO–02.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Medallia GovCloud is hosted within
Amazon Web Services (AWS) Inc.;
12900 Worldgate Dr., Suite 800,
Herndon VA 20170.
SYSTEM MANAGER(S):
Katherine M. Darling, Assistant Chief
Financial Officer for Systems, Office of
the Chief Financial Officer, Department
of Housing and Urban Development,
PO 00000
Frm 00089
Fmt 4703
Sfmt 4703
68647
451 Seventh Street SW, Room 3100,
Washington, DC 20410–1000; Phone
(202) 402–3912.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
This system is authorized by section
2 of The Department of Housing and
Urban Development Act of 1965, 42
U.S.C. 3531; and Executive Order
14058, on Transforming Federal
Customer Experience and Service
Delivery to Rebuild Trust in
Government.
PURPOSE(S) OF THE SYSTEM:
HUD’s Office of the Chief Financial
Officer (OCFO) maintains the Voice of
the Customer (VoC) system of records.
The VoC Customer Experience (CX) is a
FedRAMP Software as a Service (SaaS)
system and services for enterprise-wide
Customer Experience Management
(CXM). The VoC system, Medallia
Experience Cloud (MEC), will allow
HUD and its internal program offices to
build surveys of varying complexity,
distribute surveys via different delivery
methods, centrally manage customer
feedback data, and enable enterprisewide qualitative and quantitative data
analysis on both data collected through
the system and data imported into the
system.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Members of the Public, HUD
Employees, and contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, Email address (work/personal),
Phone Number (work/personal).
RECORD SOURCE CATEGORIES:
Records are obtained from individuals
who participated in the customer
satisfaction surveys, Housing
Discrimination Process Survey and
Salesforce HUD Central.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
(1) To the National Archives and
Records Administration, Office of
Government Information Services
(OGIS), to the extent necessary to fulfill
its responsibilities in 5 U.S.C. 552(h), to
review administrative agency policies,
procedures and compliance with the
Freedom of Information Act (FOIA), and
to facilitate OGIS’ offering of mediation
services to resolve disputes between
persons making FOIA requests and
administrative agencies.
(2) To a congressional office from the
record of an individual, in response to
an inquiry from the congressional office
made at the request of that individual.
(3) To contractors, grantees, experts,
consultants, Federal agencies, and non-
E:\FR\FM\04OCN1.SGM
04OCN1
lotter on DSK11XQN23PROD with NOTICES1
68648
Federal Register / Vol. 88, No. 191 / Wednesday, October 4, 2023 / Notices
Federal entities, including, but not
limited to, State and local governments
and other research institutions or their
parties, and entities and their agents
with whom HUD has a contract, service
agreement, grant, cooperative
agreement, or other agreement for the
purposes of statistical analysis and
research in support of program
operations, management, performance
monitoring, evaluation, risk
management, and policy development,
to otherwise support the Department’s
mission, or for other research and
statistical purposes not otherwise
prohibited by law or regulation. Records
under this routine use may not be used
in whole or in part to make decisions
that affect the rights, benefits, or
privileges of specific individuals. The
results of the matched information may
not be disclosed in identifiable form.
(4) To contractors, grantees, experts,
consultants and their agents, or others
performing or working under a contract,
service, grant, cooperative agreement, or
other agreement with HUD, when
necessary to accomplish an agency
function related to a system of records.
Disclosure requirements are limited to
only those data elements considered
relevant to accomplishing an agency
function.
(5) To contractors, experts and
consultants with whom HUD has a
contract, service agreement, or other
assignment of the Department, when
necessary to utilize relevant data for the
purpose of testing new technology and
systems designed to enhance program
operations and performance.
(6) To appropriate agencies, entities,
and persons when (1) HUD suspects or
has confirmed that there has been a
breached of the system of records, (2)
HUD has determined that as a result of
the suspected or confirmed breach there
is a risk of harm to individuals,
(including its information systems,
programs, and operations), the Federal
Government, or national security;(3) and
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 breach or to
prevent, minimize, or remedy such
harm.
(7) To another Federal agency or
Federal entity, when HUD determines
that information from this system of
records is reasonably necessary to assist
the recipient agency or entity (1)
responding to a suspected or confirmed
breach or (2) preventing, minimizing, or
remedying the risk of harm to
individuals, the recipient agency or
entity (including its information
systems, programs, and operations), the
VerDate Sep<11>2014
20:21 Oct 03, 2023
Jkt 262001
Federal Government, or national
security, resulting from a suspected or
confirmed breach.
(8) To appropriate Federal, State,
local, Tribal, or other governmental
agencies or multilateral governmental
organizations responsible for
investigating or prosecuting the
violations of, or for enforcing or
implementing, a statute, rule,
regulation, order, or license, where HUD
determines that the information would
assist in the enforcement of civil or
criminal laws and when such records,
either alone or in conjunction with
other information, indicate a violation
or potential violation of law.
(9) To a court, magistrate,
administrative tribunal, or arbitrator in
the course of presenting evidence,
including disclosures to opposing
counsel or witnesses in the course of
civil discovery, litigation, mediation, or
settlement negotiations, or in
connection with criminal law
proceedings; when HUD determines that
use of such records is relevant and
necessary to the litigation and when any
of the following is a party to the
litigation or have an interest in such
litigation: (a) HUD, or any component
thereof; or (b) any HUD employee in his
or her official capacity; or (c) any HUD
employee in his or her individual
capacity where HUD has agreed to
represent the employee; or (d) the
United States, or any agency thereof,
where HUD determines that litigation is
likely to affect HUD or any of its
components.
(10) To any component of the
Department of Justice or other Federal
agency conducting litigation or in
proceedings before any court,
adjudicative, or administrative body,
when HUD determines that the use of
such records is relevant and necessary
to the litigation and when any of the
following is a party to the litigation or
have an interest in such litigation: (a)
HUD, or any component thereof; or (b)
any HUD employee in his or her official
capacity; or (c) any HUD employee in
his or her individual capacity where the
Department of Justice or agency
conducting the litigation has agreed to
represent the employee; or (d) the
United States, or any agency thereof,
where HUD determines that litigation is
likely to affect HUD or any of its
components.
(11) To the Office of Management and
Budget, in order to comply with
Circular A–11, part 6, section 280
reporting requirements. Records
provided under this routine use will be
de-identified and may become publicly
available on performance.gov.
PO 00000
Frm 00090
Fmt 4703
Sfmt 4703
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Electronic only.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Name and work email addresses.
POLICIES AND PRACTICIES FOR RETENTION AND
DISPOSAL OF RECORDS:
Temporary—Destroy 1 year after
resolved, or when no longer needed for
business use, whichever is appropriate.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Voice of the Customer (VoC)
Customer Experience (CX) uses
Medallia, which is a FedRAMP Software
as a Service (SaaS) system and services
for enterprise-wide Customer
Experience Management (CXM). They
are responsible for implementing the
physical, administrative, and technical
security/privacy controls. In addition,
HUD employees/contractors who access
this system must first log into the HUD
network using their PIV card and PIN
number.
Medallia provides secure and
controlled access to systems and data.
Medallia’s data access controls and
authorizations determine what a user
can and cannot do after logging in.
Medallia supports a fine-grained
authorization model, allowing an
administrator to grant access based on
user groups/roles, organization
hierarchy, and data permissions.
Medallia also offers predefined user
roles, automatically masking personal or
other sensitive data, by obscuring fields
from unauthorized users. The masking
feature supports Health Insurance
Portability and Accountability Act
(HIPAA) and other regulations.
Records are secured with the data at
rest (AWS volume encryption is
applied) and data in transit encryption
(data transmission over https protocols).
RECORD ACCESS PROCEDURES:
Individuals requesting records of
themselves should address written
inquiries to the Department of Housing
and Urban Development, 451 7th Street
SW, Washington, DC 20410–0001. For
verification, individuals should provide
their full name, current address, and
telephone number. In addition, the
requester must provide either a
notarized statement or an unsworn
declaration made under 24 CFR 16.4.
CONTESTING RECORD PROCEDURES:
The HUD rule for contesting the
content of any record pertaining to the
individual by the individual concerned
is published in 24 CFR 16.8 or may be
obtained from the system manager.
E:\FR\FM\04OCN1.SGM
04OCN1
Federal Register / Vol. 88, No. 191 / Wednesday, October 4, 2023 / Notices
NOTIFICATION PROCEDURES:
Individuals requesting notification of
records of themselves should address
written inquiries to the Department of
Housing and Urban Development, 451
7th Street SW, Washington, DC 20410–
0001. For verification purposes,
individuals should provide their full
name, office or organization where
assigned, if applicable, and current
address and telephone number. In
addition, the requester must provide
either a notarized statement or an
unsworn declaration made under 24
CFR 16.4.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
N/A.
HISTORY:
N/A.
LaDonne White,
Chief Privacy Officer, Office of
Administration.
[FR Doc. 2023–21975 Filed 10–3–23; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
Fish and Wildlife Service
[FWS–HQ–ES–2023–N035; FF09E41000 234
FXES11130900000]
Endangered and Threatened Species;
Issuance of Enhancement of Survival
and Incidental Take Permits for Safe
Harbor Agreements, Candidate
Conservation Agreements,
Conservation Plans, and Recovery
Activities; January 1, 2022, Through
December 31, 2022
Fish and Wildlife Service,
Interior.
ACTION: Notice.
AGENCY:
We, the U.S. Fish and
Wildlife Service, in accordance with the
Endangered Species Act (ESA), provide
a list to the public of permits issued
under the ESA. With some exceptions,
the ESA prohibits take of listed species
unless a Federal permit is issued that
authorizes or exempts the taking under
the ESA. We provide this list to the
public as a summary of our permit
issuances for candidate conservation
agreements with assurances, safe harbor
agreements, habitat conservation plans,
and recovery activities for calendar year
2022.
FOR FURTHER INFORMATION CONTACT: For
general information about the ESA
permit process, contact Amanda
Murnane, via phone at 703–358–2469 or
via email at amanda_murnane@fws.gov.
For information on specific permits, see
lotter on DSK11XQN23PROD with NOTICES1
SUMMARY:
VerDate Sep<11>2014
20:21 Oct 03, 2023
Jkt 262001
the contact information below in
Permits Issued. Individuals in the
United States who are deaf, deafblind,
hard of hearing, or have a speech
disability may dial 711 (TTY, TDD, or
TeleBraille) to access
telecommunications relay services.
Individuals outside the United States
should use the relay services offered
within their country to make
international calls to the point-ofcontact in the United States.
We, the
U.S. Fish and Wildlife Service, provide
a list to the public of the permits issued
under sections 10(a)(1)(A) and
10(a)(1)(B) of the Endangered Species
Act of 1973 (ESA; 16 U.S.C. 1531 et
seq.), as amended The lists of
10(a)(1)(A) permits are published in
accordance with section 10(d) of the
ESA, and the lists of 10(a)(1)(B) permits
are published in accordance with
chapter 16 the Habitat Conservation
Planning Handbook, developed by the
Service in cooperation with the National
Marine Fisheries Service, and available
at https://www.fws.gov/media/habitatconservation-planning-and-incidentaltake-permit-processing-handbook
(December 21, 2016; 81 FR 93702). With
some exceptions, the ESA prohibits take
of listed species unless a Federal permit
is issued that authorizes the taking, or
the take is exempted through section 7
of the ESA. Under section 10(a)(1)(A) of
the ESA, we issue enhancement of
survival permits in conjunction with
candidate conservation agreements with
assurances (CCAAs) and safe harbor
agreements (SHAs). Section 10(a)(1)(A)
also authorizes recovery permits.
Section 10(a)(1)(B) permits authorize
take of listed species incidental to
otherwise lawful activities associated
with conservation plans (also known as
HCPs). We provide this list to the public
as a summary of our permit issuances
for CCAAs, SHAs, HCPs, and recovery
permits for calendar year 2022.
SUPPLEMENTARY INFORMATION:
Background
Under the authority of section
10(a)(1)(A) of the ESA, we have issued
enhancement of survival permits to
conduct activities that provide a
conservation benefit for endangered or
threatened species, or for unlisted
species should they become listed in the
future, in response to permit
applications that we received in
conjunction with a SHA or a CCAA.
Recovery permits have been issued
under ESA section 10(a)(1)(A) to allow
for take as part of activities intended to
foster the recovery of listed species,
typically for scientific research in order
PO 00000
Frm 00091
Fmt 4703
Sfmt 4703
68649
to understand better the species’ longterm survival needs.
Under ESA section 10(a)(1)(B), we
may issue permits for any taking
otherwise prohibited by ESA section 9
if such taking is incidental to, and not
the purpose of, carrying out an
otherwise lawful activity (known as an
incidental take permit (ITP)) and the
permit applicant submits a conservation
plan (HCP) that meets the permit
issuance criteria under section
10(a)(2)(B). Typically, applicants seek
an ITP to conduct activities such as
residential and commercial
development, infrastructure
development or maintenance, and
energy development projects that range
in scale from small to landscape-level
planning efforts.
The permits associated with SHAs,
CCAAs, HCPs, and recovery activities
that we issued between January 1 and
December 31, 2022, are listed below.
Under section 10(a)(1)(A), we issued
each permit only after we determined
that it was applied for in good faith; that
granting the permit would not be to the
disadvantage of the listed species, or to
the unlisted species should it be listed;
that the proposed activities would
benefit the recovery or the enhancement
of survival of the species; and that the
terms and conditions of the permits
were consistent with the purposes and
policy set forth in the ESA.
Under section 10(a)(1)(B), we issued
permits only after we determined that
the applicant was eligible and had
submitted a complete application and
HCP that fully met the permit issuance
criteria consistent with section
10(a)(2)(B).
Permits Issued
Region 1 (Hawaii, Idaho, Oregon
(Except for the Klamath Basin),
Washington, American Samoa,
Commonwealth of the Northern
Mariana Islands, Guam, and the Pacific
Trust Territories)
The following permits, sorted by type
of permit or agreement and date issued
in the table below, were applied for and
issued by the Regional office
responsible for section 10 permitting in
the States and territories listed above.
HCPs, CCAAs, and SHAs
For more information about any of the
following HCP, CCAA, or SHA permits,
contact the HCP, CCAA, or SHA permit
coordinator at ITEOSpermitsR1ES@
fws.gov or by phone at 503–231–6131.
Recovery Permits
For more information about any of the
following recovery permits, contact the
E:\FR\FM\04OCN1.SGM
04OCN1
]]>Agencies
[Federal Register Volume 88, Number 191 (Wednesday, October 4, 2023)]
[Notices]
[Pages 68647-68649]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-21975]
[[Page 68647]]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-7077-N-20]
Privacy Act of 1974; System of Records
AGENCY: Office of the Chief Financial Officer, HUD.
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: Under the Privacy Act of 1974, as amended, the Department of
the Housing and Urban Development (HUD), Office of the Chief Financial
Officer (OCFO), is issuing a public notice of its intent to create a
new system of records, Voice of the Customer (VoC). HUD has developed
VoC system of records to satisfy the Executive Order 14058, on
Transforming Federal Customer Experience and Service Delivery to
Rebuild Trust in Government, issued on December 13, 2021. The VoC
platform provides customers with the ability to share their likes and
dislikes about HUD's products or services. Customers feedback lets HUD
focus on improving areas that would result in customer satisfaction and
improve trust in the Federal Government.
DATES: Comments will be accepted on or before November 3, 2023. This
proposed action will be effective on the date following the end of the
comment period unless comments are received which result in a contrary
determination.
ADDRESSES: You may submit comments, identified by docket number or by
one of the following methods:
Federal e-Rulemaking Portal: https://www.regulations.gov. Follow the
instructions provided on that site to submit comments electronically.
Fax: 202-619-8365.
Email: [email protected].
Mail: Attention: Privacy Office; LaDonne White, Chief Privacy
Officer; The Executive Secretariat; 451 Seventh Street SW, Room 10139;
Washington, DC 20410-0001.
Instructions: All submissions received must include the agency name
and docket number for this rulemaking. All comments received will be
posted without change to https://www.regulations.gov. including any
personal information provided.
Docket: For access to the docket to read background documents or
comments received go to https://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: LaDonne White; 451 Seventh Street SW,
Room 10139; Washington, DC 20410; telephone number 202-708-3054 (this
is not a toll-free number). HUD welcomes and is prepared to receive
calls from individuals who are deaf or hard of hearing, as well as
individuals with speech or communication disabilities. To learn more
about how to make an accessible telephone call, please visit https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs.
SUPPLEMENTARY INFORMATION: This system allows HUD to build surveys of
varying complexity, distribute surveys via different delivery methods,
centrally manage customer feedback data, and enable enterprise-wide
qualitative and quantitative data analysis on both data collected
through the system and data imported into the system.
The Voice of the Customer data can come in through a variety of
ways. It can be a web/paper survey, a phone call, an email, or anything
having all that separate data on one platform will help OCFO's Customer
Experience team hear what customers have to say holistically.
The gathered feedback is both customer and employee experience data
as it pertains to their interactions with HUD. Contact information will
be requested, but is voluntary/optional, and is only collected/used for
future research. This would include gathering a person's name and
contact information they are willing to provide (email or phone
number). This data would be used for research purposes only to further
investigate how to improve customers' experiences with HUD. These
interactions would include moments when the customer/employee interacts
with HUD (For example, a customer visits the HUD website for
information, or an employee visits the intranet for information). The
data would be collected via surveys or conversations regarding their
experience within that specific moment and/or overall experience.
SYSTEM NAME AND NUMBER:
Voice of the Customer (VoC), HUD/OCFO-02.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Medallia GovCloud is hosted within Amazon Web Services (AWS) Inc.;
12900 Worldgate Dr., Suite 800, Herndon VA 20170.
SYSTEM MANAGER(S):
Katherine M. Darling, 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
20410-1000; Phone (202) 402-3912.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
This system is authorized by section 2 of The Department of Housing
and Urban Development Act of 1965, 42 U.S.C. 3531; and Executive Order
14058, on Transforming Federal Customer Experience and Service Delivery
to Rebuild Trust in Government.
PURPOSE(S) OF THE SYSTEM:
HUD's Office of the Chief Financial Officer (OCFO) maintains the
Voice of the Customer (VoC) system of records. The VoC Customer
Experience (CX) is a FedRAMP Software as a Service (SaaS) system and
services for enterprise-wide Customer Experience Management (CXM). The
VoC system, Medallia Experience Cloud (MEC), will allow HUD and its
internal program offices to build surveys of varying complexity,
distribute surveys via different delivery methods, centrally manage
customer feedback data, and enable enterprise-wide qualitative and
quantitative data analysis on both data collected through the system
and data imported into the system.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the Public, HUD Employees, and contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, Email address (work/personal), Phone Number (work/personal).
RECORD SOURCE CATEGORIES:
Records are obtained from individuals who participated in the
customer satisfaction surveys, Housing Discrimination Process Survey
and Salesforce HUD Central.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
(1) To the National Archives and Records Administration, Office of
Government Information Services (OGIS), to the extent necessary to
fulfill its responsibilities in 5 U.S.C. 552(h), to review
administrative agency policies, procedures and compliance with the
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of
mediation services to resolve disputes between persons making FOIA
requests and administrative agencies.
(2) To a congressional office from the record of an individual, in
response to an inquiry from the congressional office made at the
request of that individual.
(3) To contractors, grantees, experts, consultants, Federal
agencies, and non-
[[Page 68648]]
Federal entities, including, but not limited to, State and local
governments and other research institutions or their parties, and
entities and their agents with whom HUD has a contract, service
agreement, grant, cooperative agreement, or other agreement for the
purposes of statistical analysis and research in support of program
operations, management, performance monitoring, evaluation, risk
management, and policy development, to otherwise support the
Department's mission, or for other research and statistical purposes
not otherwise prohibited by law or regulation. Records under this
routine use may not be used in whole or in part to make decisions that
affect the rights, benefits, or privileges of specific individuals. The
results of the matched information may not be disclosed in identifiable
form.
(4) To contractors, grantees, experts, consultants and their
agents, or others performing or working under a contract, service,
grant, cooperative agreement, or other agreement with HUD, when
necessary to accomplish an agency function related to a system of
records. Disclosure requirements are limited to only those data
elements considered relevant to accomplishing an agency function.
(5) To contractors, experts and consultants with whom HUD has a
contract, service agreement, or other assignment of the Department,
when necessary to utilize relevant data for the purpose of testing new
technology and systems designed to enhance program operations and
performance.
(6) To appropriate agencies, entities, and persons when (1) HUD
suspects or has confirmed that there has been a breached of the system
of records, (2) HUD has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, (including its
information systems, programs, and operations), the Federal Government,
or national security;(3) and 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 breach or
to prevent, minimize, or remedy such harm.
(7) To another Federal agency or Federal entity, when HUD
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity (1) responding to a
suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
(8) To appropriate Federal, State, local, Tribal, or other
governmental agencies or multilateral governmental organizations
responsible for investigating or prosecuting the violations of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license, where HUD determines that the information would assist in the
enforcement of civil or criminal laws and when such records, either
alone or in conjunction with other information, indicate a violation or
potential violation of law.
(9) To a court, magistrate, administrative tribunal, or arbitrator
in the course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation,
mediation, or settlement negotiations, or in connection with criminal
law proceedings; when HUD determines that use of such records is
relevant and necessary to the litigation and when any of the following
is a party to the litigation or have an interest in such litigation:
(a) HUD, or any component thereof; or (b) any HUD employee in his or
her official capacity; or (c) any HUD employee in his or her individual
capacity where HUD has agreed to represent the employee; or (d) the
United States, or any agency thereof, where HUD determines that
litigation is likely to affect HUD or any of its components.
(10) To any component of the Department of Justice or other Federal
agency conducting litigation or in proceedings before any court,
adjudicative, or administrative body, when HUD determines that the use
of such records is relevant and necessary to the litigation and when
any of the following is a party to the litigation or have an interest
in such litigation: (a) HUD, or any component thereof; or (b) any HUD
employee in his or her official capacity; or (c) any HUD employee in
his or her individual capacity where the Department of Justice or
agency conducting the litigation has agreed to represent the employee;
or (d) the United States, or any agency thereof, where HUD determines
that litigation is likely to affect HUD or any of its components.
(11) To the Office of Management and Budget, in order to comply
with Circular A-11, part 6, section 280 reporting requirements. Records
provided under this routine use will be de-identified and may become
publicly available on performance.gov.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic only.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Name and work email addresses.
POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
Temporary--Destroy 1 year after resolved, or when no longer needed
for business use, whichever is appropriate.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Voice of the Customer (VoC) Customer Experience (CX) uses Medallia,
which is a FedRAMP Software as a Service (SaaS) system and services for
enterprise-wide Customer Experience Management (CXM). They are
responsible for implementing the physical, administrative, and
technical security/privacy controls. In addition, HUD employees/
contractors who access this system must first log into the HUD network
using their PIV card and PIN number.
Medallia provides secure and controlled access to systems and data.
Medallia's data access controls and authorizations determine what a
user can and cannot do after logging in. Medallia supports a fine-
grained authorization model, allowing an administrator to grant access
based on user groups/roles, organization hierarchy, and data
permissions. Medallia also offers predefined user roles, automatically
masking personal or other sensitive data, by obscuring fields from
unauthorized users. The masking feature supports Health Insurance
Portability and Accountability Act (HIPAA) and other regulations.
Records are secured with the data at rest (AWS volume encryption is
applied) and data in transit encryption (data transmission over https
protocols).
RECORD ACCESS PROCEDURES:
Individuals requesting records of themselves should address written
inquiries to the Department of Housing and Urban Development, 451 7th
Street SW, Washington, DC 20410-0001. For verification, individuals
should provide their full name, current address, and telephone number.
In addition, the requester must provide either a notarized statement or
an unsworn declaration made under 24 CFR 16.4.
CONTESTING RECORD PROCEDURES:
The HUD rule for contesting the content of any record pertaining to
the individual by the individual concerned is published in 24 CFR 16.8
or may be obtained from the system manager.
[[Page 68649]]
NOTIFICATION PROCEDURES:
Individuals requesting notification of records of themselves should
address written inquiries to the Department of Housing and Urban
Development, 451 7th Street SW, Washington, DC 20410-0001. For
verification purposes, individuals should provide their full name,
office or organization where assigned, if applicable, and current
address and telephone number. In addition, the requester must provide
either a notarized statement or an unsworn declaration made under 24
CFR 16.4.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
N/A.
HISTORY:
N/A.
LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2023-21975 Filed 10-3-23; 8:45 am]
BILLING CODE 4210-67-P
