Privacy Act of 1974; System of Records, 63440-63442 [2024-17181]
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63440
Federal Register / Vol. 89, No. 150 / Monday, August 5, 2024 / Notices
Committee will hold meetings at least
twice a year, at locations across the
country selected by the U.S. Coast
Guard.
Under provisions in 46 U.S.C.
15109(f)(6), if you are appointed as a
member of the Committee, your
membership term will expire on
December 31st of the third full year after
the effective date of your appointment.
Under provisions in 46 U.S.C.
15109(f)(4) the Secretary of Homeland
Security may require an individual to
have passed an appropriate security
background examination before
appointment to the Committee.
All members serve at their own
expense and receive no salary or other
compensation from the Federal
Government. The only compensation
the members may receive is for travel
expenses, including per diem in lieu of
subsistence, actual reasonable expenses,
or both, incurred in the performance of
their direct duties for the Committee in
accordance with Federal Travel
Regulations. If you are appointed as a
member of the Committee, you will be
required to sign a Non-Disclosure
Agreement and a Gratuitous Service
Agreement.
In this solicitation for Committee
members, we will consider applications
for twelve (12) positions:
• Eight positions for health-care
professionals with particular expertise,
knowledge, and experience regarding
the medical examinations of merchant
mariners or occupational medicine; and
• Four positions for professional
mariners with particular expertise,
knowledge, and experience in
occupational requirements for mariners.
Applicants for the Committee should
document their particular expertise,
knowledge, and experience on matters
relating to (1) medical certification
determinations for the issuance of
licenses, certification of registry, and
merchant mariners’ documents with
respect to United States merchant
mariners; (2) medical standards and
guidelines for the physical
qualifications of operators of
commercial vessels; (3) medical
examiner education; and (4) medical
research. Professional mariners should
include their United States mariner
reference number for all credentials
currently or previously held. Healthcare professionals should include
information on relevant licensure,
certification, or training.
Prohibition: Please be aware, that in
accordance with 46 U.S.C. 15109
(f)(5)(A), a Federal employee may not be
appointed as a member of this
Committee.
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18:38 Aug 02, 2024
Jkt 262001
In order for the Department, to fully
leverage broad-ranging experience and
education, the National Merchant
Mariner Medical Advisory Committee
must be diverse with regard to
professional and technical expertise.
The Department is committed to
pursuing opportunities, consistent with
applicable law, to compose a committee
that reflects the diversity of the Nation’s
people.
The U.S. Coast Guard will not
consider incomplete or late
applications.
Privacy Act Statement
Purpose: To obtain qualified
applicants to fill twelve (12) vacancies
on the National Merchant Mariner
Medical Advisory Committee. When
you apply for appointment to the DHS’
National Merchant Mariner Medical
Advisory Committee, DHS collects your
name, contact information, and any
other personal information that you
submit in conjunction with your
application. DHS will use this
information to evaluate your candidacy
for Committee membership. If you are
chosen to serve as a Committee member,
your name will appear in publiclyavailable Committee documents,
membership lists, and Committee
reports.
Authorities: 14 U.S.C. 504; 46 U.S.C.
15104 and 15109; and 18 U.S.C. 202(a),
and Department of Homeland Security
Delegation No. 00915.
Routine Uses: Authorized U.S. Coast
Guard personnel will use this
information to consider and obtain
qualified candidates to serve on the
Committee. Any external disclosures of
information within this record will be
made in accordance with DHS/ALL–
009, Department of Homeland Security
Advisory Committee (73 FR 57639,
October 3, 2008).
Consequences of Failure To Provide
Information: Furnishing this
information is voluntary. However,
failure to furnish the requested
information may result in your
application not being considered for the
Committee.
Dated: July 30, 2024.
Jeffrey G. Lantz,
Director of Commercial Regulations and
Standards.
[FR Doc. 2024–17159 Filed 8–2–24; 8:45 am]
BILLING CODE 9110–04–P
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DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–7092–N–35]
Privacy Act of 1974; System of
Records
Office of Administration, HUD.
Notice of a modified system of
AGENCY:
ACTION:
records.
Under the Privacy Act of
1974, as amended, the Department of
Housing and Urban Development
(HUD), Office of Administration, Office
of the Executive Secretariat (Exec Sec) is
issuing a public notice of its intent to
modify the Privacy Act system of
records titled ‘‘Correspondence
Tracking System (CTS)’’. This system of
records is being revised to make
clarifying changes within: System
Location, System Manager, Record
Authority for Maintenance of the
System, Purpose of the System,
Categories of Individuals Covered by the
System, Categories of Records in the
System, Records Source Categories,
Routine Uses of Records Maintained in
the System, Retrieval of Records, and
Retention and Disposal of Records, and
make general updates to the remaining
sections to accurately reflect
management of the system of records in
accordance with the Office of
Management and Budget (OMB)
Circular A108, Federal Agency
Responsibilities for Review, Reporting,
and Publication under the Privacy Act.
DATES: Comments will be accepted on or
before September 4, 2024. This action
shall be effective August 5, 2024.
Routine uses will become effective on
the date following the end of the
comment period unless comments are
received which result in a contrary
determination.
SUMMARY:
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.
ADDRESSES:
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Federal Register / Vol. 89, No. 150 / Monday, August 5, 2024 / Notices
Docket: For access to the docket to
read background documents or
comments received go to https://
www.regulations.gov.
SYSTEM LOCATION:
FOR FURTHER INFORMATION CONTACT:
Juanita Johnson, System Manager,
Office of Systems and Technology, 451
Seventh Street SW, Room 2242,
Washington, DC 20410, telephone
number (202) 402–5348.
HUD Headquarters location, 451 7th
Street SW, Washington, DC 20410–0001.
SYSTEM MANAGER(S):
LaDonne White, the Privacy Office; 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.
HUD, the
Office of the Executive Secretariat (Exec
Sec) maintains the Correspondence
Tracking System (CTS) system. HUD is
publishing this revised notice to reflect
new and modified routine uses, and
new source protocols implemented to
support HUD’s updates. Additionally,
administrative updates are being added
to the remaining SORN sections to
reflect the system in its current state.
The change to the system of records will
have no undue impact on the privacy of
individuals and updates will be
consistent with the records collected.
The following are updates since the
previous SORN publication:
1. System Number: Updated to
classify new system of records number
designation to alignment with HUD’s
system of records inventory.
2. System Manager: Updated to
identify a new system manager.
3. Purpose of the System: Updated to
apply non-substantive changes to
identify system functions with clarity
and conciseness for public awareness.
4. Categories of Individuals Covered:
Updated to add existing system user
groups and purpose the user group
serves.
5. Records Source Categories:
Updated, with record sources for
internal and external systems, to cover
all record sources for system programs.
6. Records Retention and Disposition:
Updated to reflect current retention
requirements.
7. Policy and Practice for Retrieval of
Records: Updated to include minor
changes and format.
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SUPPLEMENTARY INFORMATION:
SYSTEM NAME AND NUMBER:
Correspondence Tracking System
(CTS), HUD/ADM–09.
SECURITY CLASSIFICATION:
Unclassified.
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18:38 Aug 02, 2024
Jkt 262001
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 2 and 7(d) of the Department
of Housing and Urban Development Act
of 1965, Public Law 89–174.
PURPOSE(S) OF THE SYSTEM:
CTS will allow users and management
to track and report on correspondence
throughout the workflow process. HUD
uses information in CTS to provide
appropriate responses to inquiries. CTS
will streamline the collection of
inquiries from the public regarding their
requests for assistance with HUD
funded programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who correspond with
HUD’s Secretary, Deputy Secretary, or
Assistant Secretaries, Individuals whose
correspondence has been referred by the
White House, other federal agencies, or
Members of Congress to the Secretary or
Deputy Secretary.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence: name, home address,
email address(es), home telephone
number(s), work telephone number(s),
legal documents and records, requesters,
attorneys or representatives’ names, fax
number, office information, case
identifier.
RECORD SOURCE CATEGORIES:
Records are provided by individuals.
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 and their agents, or others
performing or working under a contract,
service, grant, or cooperative 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.
Contractors provided information under
these routine use conditions are subject
to Privacy Act requirements and
disclosure limitations imposed on the
Department.
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63441
(3) To contractors, experts, and
consultants with whom HUD has a
contract, service agreement, or other
assignment of the Department, when
necessary to utilize data to test new
technology and systems designed to
enhance program operations and
performance.
(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 because 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 in
connection 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
record is reasonably necessary to assist
the recipient agency or entity in (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.
(6) 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.
(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
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05AUN1
63442
Federal Register / Vol. 89, No. 150 / Monday, August 5, 2024 / Notices
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 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.
(9) 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.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Name and case number.
NOTIFICATION PROCEDURES:
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Destroyed upon verification of
successful creation of the final
document or file or when no longer
needed for business use, whichever is
later.
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
For Electronic Records: All personal
data will be maintained on a secure
workstation or virtual server that is
protected by a firewall and complex
passwords in a directory that can only
be accessed by the system
administrators and the analysts actively
working on the data; the system used to
process or store data have Federal
security controls applied to them; the
data will be backed up on a regular basis
Jkt 262001
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.
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.
Electronic and Paper.
18:38 Aug 02, 2024
RECORD ACCESS PROCEDURES:
CONTESTING RECORD PROCEDURES:
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
VerDate Sep<11>2014
to safeguard against system failures or
disasters; and, unencrypted data will
not be stored on a laptop or on
removable media such as CDs, diskettes,
or USB flash drives. Electronic Records
are maintained and stored in an
electronic encryption database system.
These records can only be accessed
based on the user’s rights and privileges
to the system. A multifactor
identification method is required which
consists of the several layers of security
to access the records, such as a valid
common access card, access to HUD’s
network with a valid User ID and
password.
For Paper Records: The analysts will
securely store any hard copy forms with
personal identifiers until they are
archived; all hard copy forms with
personal identifying data will be stored
securely in a locked cabinet that can
only be accessed by authorized
individuals working on the data.
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.
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HISTORY:
Docket Citation: 72 FR–55801
(October 1, 2007).
LaDonne White,
Chief Privacy Officer, Office of
Administration.
[FR Doc. 2024–17181 Filed 8–2–24; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
Fish and Wildlife Service
[FWS–HQ–MB–2024–N039;
FXMB1231099BPP0–245–FF09M30000;
OMB Control Number 1018–New]
Agency Information Collection
Activities; Submission to the Office of
Management and Budget; National
Double-Crested Cormorant Survey
Fish and Wildlife Service,
Interior.
ACTION: Notice of information collection;
request for comment.
AGENCY:
In accordance with the
Paperwork Reduction Act of 1995, we,
the U.S. Fish and Wildlife Service
(Service), are proposing a new
information collection in use without
approval.
SUMMARY:
Interested persons are invited to
submit comments on or before
September 4, 2024.
ADDRESSES: Written comments and
recommendations for the proposed
information collection should be
submitted within 30 days of publication
of this notice at https://
www.reginfo.gov/public/do/PRAMain.
Find this particular information
collection by selecting ‘‘Currently under
Review—Open for Public Comments’’ or
by using the search function. Please
provide a copy of your comments to the
Service Information Collection
Clearance Officer, U.S. Fish and
Wildlife Service, MS: PRB (JAO/3W),
5275 Leesburg Pike, Falls Church, VA
22041–3803 (mail); or by email to Info_
Coll@fws.gov. Please reference ‘‘1018–
New DCC’’ in the subject line of your
comments.
DATES:
To
request additional information about
this information collection request
(ICR), contact Madonna L. Baucum,
Service Information Collection
Clearance Officer, by email at Info_
Coll@fws.gov, or by telephone at (703)
358–2503. 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
FOR FURTHER INFORMATION CONTACT:
E:\FR\FM\05AUN1.SGM
05AUN1
]]>Agencies
[Federal Register Volume 89, Number 150 (Monday, August 5, 2024)]
[Notices]
[Pages 63440-63442]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-17181]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-7092-N-35]
Privacy Act of 1974; System of Records
AGENCY: Office of Administration, HUD.
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: Under the Privacy Act of 1974, as amended, the Department of
Housing and Urban Development (HUD), Office of Administration, Office
of the Executive Secretariat (Exec Sec) is issuing a public notice of
its intent to modify the Privacy Act system of records titled
``Correspondence Tracking System (CTS)''. This system of records is
being revised to make clarifying changes within: System Location,
System Manager, Record Authority for Maintenance of the System, Purpose
of the System, Categories of Individuals Covered by the System,
Categories of Records in the System, Records Source Categories, Routine
Uses of Records Maintained in the System, Retrieval of Records, and
Retention and Disposal of Records, and make general updates to the
remaining sections to accurately reflect management of the system of
records in accordance with the Office of Management and Budget (OMB)
Circular A108, Federal Agency Responsibilities for Review, Reporting,
and Publication under the Privacy Act.
DATES: Comments will be accepted on or before September 4, 2024. This
action shall be effective August 5, 2024. Routine uses 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 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.
[[Page 63441]]
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, the Privacy Office; 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: HUD, the Office of the Executive Secretariat
(Exec Sec) maintains the Correspondence Tracking System (CTS) system.
HUD is publishing this revised notice to reflect new and modified
routine uses, and new source protocols implemented to support HUD's
updates. Additionally, administrative updates are being added to the
remaining SORN sections to reflect the system in its current state. The
change to the system of records will have no undue impact on the
privacy of individuals and updates will be consistent with the records
collected.
The following are updates since the previous SORN publication:
1. System Number: Updated to classify new system of records number
designation to alignment with HUD's system of records inventory.
2. System Manager: Updated to identify a new system manager.
3. Purpose of the System: Updated to apply non-substantive changes
to identify system functions with clarity and conciseness for public
awareness.
4. Categories of Individuals Covered: Updated to add existing
system user groups and purpose the user group serves.
5. Records Source Categories: Updated, with record sources for
internal and external systems, to cover all record sources for system
programs.
6. Records Retention and Disposition: Updated to reflect current
retention requirements.
7. Policy and Practice for Retrieval of Records: Updated to include
minor changes and format.
SYSTEM NAME AND NUMBER:
Correspondence Tracking System (CTS), HUD/ADM-09.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
HUD Headquarters location, 451 7th Street SW, Washington, DC 20410-
0001.
SYSTEM MANAGER(S):
Juanita Johnson, System Manager, Office of Systems and Technology,
451 Seventh Street SW, Room 2242, Washington, DC 20410, telephone
number (202) 402-5348.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 2 and 7(d) of the Department of Housing and Urban
Development Act of 1965, Public Law 89-174.
PURPOSE(S) OF THE SYSTEM:
CTS will allow users and management to track and report on
correspondence throughout the workflow process. HUD uses information in
CTS to provide appropriate responses to inquiries. CTS will streamline
the collection of inquiries from the public regarding their requests
for assistance with HUD funded programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who correspond with HUD's Secretary, Deputy Secretary,
or Assistant Secretaries, Individuals whose correspondence has been
referred by the White House, other federal agencies, or Members of
Congress to the Secretary or Deputy Secretary.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence: name, home address, email address(es), home
telephone number(s), work telephone number(s), legal documents and
records, requesters, attorneys or representatives' names, fax number,
office information, case identifier.
RECORD SOURCE CATEGORIES:
Records are provided by individuals.
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 and their
agents, or others performing or working under a contract, service,
grant, or cooperative 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. Contractors provided
information under these routine use conditions are subject to Privacy
Act requirements and disclosure limitations imposed on the Department.
(3) To contractors, experts, and consultants with whom HUD has a
contract, service agreement, or other assignment of the Department,
when necessary to utilize data to test new technology and systems
designed to enhance program operations and performance.
(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 because 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 in connection 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 record is reasonably
necessary to assist the recipient agency or entity in (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.
(6) 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.
(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
[[Page 63442]]
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 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.
(9) 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.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic and Paper.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Name and case number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Destroyed 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 virtual server that is protected by a firewall
and complex passwords in a directory that can only be accessed by the
system administrators and the analysts actively working on the data;
the system used to process or store data have Federal security controls
applied to them; the data will be backed up on a regular basis to
safeguard against system failures or disasters; and, unencrypted data
will not be stored on a laptop or on removable media such as CDs,
diskettes, or USB flash drives. Electronic Records are maintained and
stored in an electronic encryption database system. These records can
only be accessed based on the user's rights and privileges to the
system. A multifactor identification method is required which consists
of the several layers of security to access the records, such as a
valid common access card, access to HUD's network with a valid User ID
and password.
For Paper Records: The analysts will securely store any hard copy
forms with personal identifiers until they are archived; all hard copy
forms with personal identifying data will be stored securely in a
locked cabinet that can only be accessed by authorized individuals
working on the data.
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.
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:
Docket Citation: 72 FR-55801 (October 1, 2007).
LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2024-17181 Filed 8-2-24; 8:45 am]
BILLING CODE 4210-67-P
