Privacy Act of 1974; System of Records, 4326-4329 [2024-01217]

Agencies

• DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Federal Register Volume 89, Number 15 (Tuesday, January 23, 2024)]
[Notices]
[Pages 4326-4329]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-01217]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7092-N-10]


Privacy Act of 1974; System of Records

AGENCY: Office of Policy Development and Research, HUD.

ACTION: Notice of a modified system of records.

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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as 
amended, the Department of the Housing and Urban Development (HUD), 
Office of Policy Development & Research (PD&R) is modifying a system of 
records, the Community Choice Demonstration (formerly the Housing 
Choice Voucher (HCV) Mobility Demonstration) Evaluation Data Files 
(CCD-EDF). The purpose of the Community Choice Demonstration Evaluation 
Data Files system is to serve as a repository to store, maintain, and 
statistically analyze all data collected through the evaluation of the 
Community Choice Demonstration. The modification makes updates to the 
system of records name, categories of records in the system, system 
location, record source categories, routine uses, policies and 
practices for storage and retrieval of records, policies and practices 
for retention and disposal of records, and safeguards. The updates are 
explained in the ``Supplementary Section'' of this notice.

DATES: This modification comments will be accepted on or before 
February 22, 2024. This SORN becomes effective immediately, while the 
routine uses become effective after the comment period immediately upon 
publication except for the routine uses, which will become 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 the 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,

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please visit https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs.

SUPPLEMENTARY INFORMATION: HUD's Office of Policy Development & 
Research (PD&R) maintains the Community Choice Demonstration (formerly 
the Housing Choice Voucher (HCV) Mobility Demonstration) Evaluation 
Data Files system of records to store the information needed to 
evaluate the impact of the Community Choice Demonstration on a broad 
range of participant outcomes. A new information collection will be 
added to the existing Community Choice Demonstration Evaluation Data 
Files. The Department will expand the data collected for the current 
study evaluating the impact of the Community Choice Demonstration to 
include information on housing quality, such as exposure to indoor 
pollutants and allergens, and on adult and child health, among families 
who are part of the Community Choice Demonstration. HUD is publishing 
this revised notice to reflect updates to data collection and storage. 
Specific changes to the SORN include:
    a. System Name and Number: Updated to the Community Choice 
Demonstration Evaluation Data Files (CCD-EDF).
    b. Categories of Records in the System: Expanded data collection of 
participants in the Community Choice Demonstration to clarify HUD will 
include additional categories of records, such as housing quality and 
health information, which will be stored as part of CCD-EDF.
    c. System Location: Updated to include the data storage locations 
of the U.S. Census Bureau and of study partner, Johns Hopkins 
University.
    d. Policies and Practices for Retrieval of Records: Updated to 
include date of birth, social security number, and email address.
    e. Administrative, Technical, and Physical Safeguards: Updated to 
include the procedures and infrastructure of new study partner, Johns 
Hopkins University.
    f. Record Source Categories: Updated to include HUD's Tenant Rental 
Assistance Certification System (TRACS).
    g. Routine Uses: Updated the General Contracting Routing Use 
section to include parties working with HUD on agreements other than a 
contract, service, grant, or cooperative agreements.
    h. Policies and Practices for Retention and Disposal of Records: 
Updated to describe the length of record retention.

SYSTEM NAME AND NUMBER:
    Community Choice Demonstration Evaluation Data Files, HUD/PDR-09.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Abt Associates Inc., 10 Fawcett Street, Cambridge, MA and at 6130 
Executive Blvd., Rockville, MD 20852; AT&T Datacenter, 15 Enterprise 
Ave, Secaucus, NJ 07094; Johns Hopkins University, 5801 Smith Avenue, 
Baltimore, MD 21209; the U.S. Census Bureau, 17101 Melford Blvd., 
Bowie, MD 20715; and HUD Headquarters, 451 7th Street SW, Washington, 
DC 20410-0001.

SYSTEM MANAGER(S):
    Carol Star, Director, Program Demonstration Division, Office of 
Policy Development and Research, Department of Housing and Urban 
Development, 451 7th Street SW, Washington, DC 20410-0001, Telephone 
Number (202) 402-6139.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 502 of the Housing and Urban Development Act of 1970 
(Public Law 91-609) (12 U.S.C. 1701z-1; 1701z-2(d) and (g)).

PURPOSE(S) OF THE SYSTEM:
    The purpose of the Community Choice Demonstration Evaluation Data 
Files is to store the information that is needed to evaluate the impact 
of the Community Choice Demonstration. The information to be maintained 
in this records system is necessary to identify and track the 
participating families over the course of the study and determine the 
effectiveness of the interventions. The data in this system will be 
analyzed using statistical methods and any results shared with the 
public or published in any way will be reported only in the aggregate. 
Resulting reports will not disclose or identify any individuals or 
sensitive personal information.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Families enrolled in the Community Choice Demonstration, staff at 
public housing agencies (PHAs) that are administering the Community 
Choice Demonstration, providers of mobility services that are 
partnering with PHAs to administer the program, and landlords.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Head of household's full name, social security number, date of 
birth, alien registration number, unique study ID, home address, 
household composition, basic demographics of household members 
(educational attainment, relationship to head of household, employment 
information of adults, chronic health conditions of children etc.), 
housing and neighborhood status, perceptions of opportunity areas, 
financial well-being, individual and household earnings, responses to 
family qualitative interviews, and contact information.
    Responses to PHA staff qualitative interviews: Respondent's full 
name, title or position, email address, and phone number.
    Responses to mobility service providers qualitative interviews: 
Respondent's full name, title or position, email address, and phone 
number.
    Responses to landlord qualitative interviews: Respondent's full 
name, title or position, email address, phone number, property 
locations, and audio recording.
    Data from the Mobility Services Delivery Management Information 
Systems: Service recipients full name, services provided, duration and 
intensity of services.
    Administrative data: Demographic data on tenants, including social 
security number, date of birth, race, sex, disability status, household 
members, home address, contact information, and Housing Choice Voucher 
program participation information for households (types and dates of 
program actions).
    Home assessment: Demographic data on tenants, including full name, 
social security number, date of birth, household members, home address, 
contact information, and unique study ID; home measurements (e.g., 
indoor air quality); interviewer observations of unit and building 
characteristics; and responses to survey about unit air quality, pests, 
temperature, allergens, and child health conditions.
    Child assessment: Demographic data on tenants, including full name, 
social security number, date of birth, household members, home address, 
contact information, and unique study ID; parent and child responses to 
survey about home environment, parenting practices, child, behavioral, 
education, and social functioning, child health conditions, and child's 
prior contact with police; child executive functioning assessment; and 
health care records.
    Obesity and type II diabetes risk assessment: Demographic data on 
tenants, including full name, social security number, date of birth, 
household members, home address, contact information, and unique study 
ID; adult responses to survey about

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physical and mental health, chronic health conditions, and neighborhood 
characteristics; adult and child height, weight, and waist 
circumference measurements; results from adult Hemoglobin A1C test; 
results from adult and child accelerometers; adult blood pressure 
readings; and health care records.
    Locational data: Data such as the address and location of 
participating household. These data sets will be drawn from a variety 
of sources, including the National Change of Address database, 
proprietary databases such as Accurint, and directly from participating 
households.

RECORD SOURCE CATEGORIES:
    Program participants, housing assessment measurement data, program 
participants' health measurement data, landlords, PHA staff, mobility 
service providers, Mobility Services Delivery Management Information 
Systems, HUD PIH Inventory Management System/PIH Information Center, 
and HUD Tenant Rental Assistance Certification System (TRACS).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    (1) 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.
    (2) To contractors, grantees, experts, consultants, Federal 
agencies, and non-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, or 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, or to otherwise support the 
Department's mission. 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.
    (3) 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.
    (4) To appropriate agencies, entities, and persons when: (1) HUD 
suspects or has confirmed there has breached 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, HUD (including its 
information systems, programs, and operations), the Federal Government, 
or national security; and (3) The disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist with HUD's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    (5) 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 in (1) responding to 
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.
    (6) 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: (1) HUD, or any component thereof; or (2) any HUD 
employee in his or her official capacity; or (3) 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 (4) the United States, or any agency thereof, where HUD determines 
that litigation is likely to affect HUD or any of its components.
    (7) 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: 
(1) HUD, or any component thereof; or (2) any HUD employee in his or 
her official capacity; or (3) any HUD employee in his or her individual 
capacity where HUD has agreed to represent the employee; or (4) the 
United States, or any agency thereof, where HUD determines that 
litigation is likely to affect HUD or any of its components.
    (8) To appropriate Federal, State, local, tribal, or 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 when such records, either alone or in 
conjunction with other information, indicate a violation or potential 
violation of law.
    (9) To contractors, grantees, experts, consultants, Federal 
agencies, and non-Federal entities, including, but not limited to, 
State and local governments and other research institutions or 
employees or contractors, and other entities and their agents for the 
conduct of HUD-approved ancillary studies relevant to the evaluation of 
the Community Choice Demonstration. 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. Research 
reports resulting from any such ancillary studies would be required to 
report all results in the aggregate and to ensure that no individual 
was identifiable.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic and paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Name, social security number, date of birth, home address, 
telephone number, and personal email address, and Unique Study ID.

POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
    Temporary. Destroy upon verification of successful creation of the 
final document or file, or when no longer needed for business use, 
whichever is later.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    For Electronic Records: All personal data will be maintained on a 
secure workstation or server that is protected by a firewall and 
complex passwords in a directory that can only be accessed by the 
network administrators and the analysts actively working on the data; 
access rights to the data are granted to

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limited researchers on a need-to-know basis, and the level of access 
provided to each researcher is based on the minimal level required that 
individual to fulfill his research role; the data will be backed up on 
a regular basis to safeguard against system failures or disasters; and, 
unencrypted data will never be stored on a laptop or on a movable media 
such as CDs, diskettes, or USB flash drives.
    For Paper Records: The site interviewers will securely store any 
hard copy forms with personal identifiers until they are shipped to the 
evaluation contractor via commercial mail services; all hard copy forms 
with personal identifying data (the participant agreement/informed 
consent form) will be stored securely in a locked cabinet that can only 
be accessed by authorized individuals working on the data. The locked 
cabinet will be stored in a locked office in a limited-access building. 
Additionally, permissions will be defined for each authorized user 
based on the user's role on the project. For example, the local site 
interviewer will be able to review data for study participants only for 
his or her own specific site. Study data will be aggregated or de-
identified at the highest level possible for each required, authorized 
use.

RECORD ACCESS PROCEDURES:
    Individuals requesting records of themselves should address written 
inquiries to the Department of Housing Urban and Development 451 7th 
Street, SW Washington, DC 20410. 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 accessing, contesting, and appealing agency 
determinations by the individual concerned are published in 24 CFR 16.8 
or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals requesting notification of records of themselves should 
address written inquiries to the Department of Housing 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:
    None.

HISTORY:
    Document Citation: 87 FR 32179, Docket No. FR-7062-N-05, May 27, 
2022.

LaDonne L. White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2024-01217 Filed 1-22-24; 8:45 am]
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