[Federal Register: October 30, 2007 (Volume 72, Number 209)]
[Notices]
[Page 61359-61361]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr30oc07-43]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Health Resources and Services Administration
Privacy Act of 1974: New System of Records
AGENCY: Health Resources and Services Administration (HRSA), HHS.
ACTION: Notification of new system of records.
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SUMMARY: In accordance with the requirements of the Privacy Act, the
Health Resources and Services Administration (HRSA) is publishing a
notice of a proposal to add a new system of records. The Campus Based
Branch (CBB) of the Division of Health Careers Diversity and
Development in the Bureau of Health Professions is currently utilizing
a document management system (DMS) that dynamically manages its flow of
documents produced and received. the DMS is an intra-office system in
which documents contained within the system are only shared among CBB
staff. The DMS contains names and other personally identifiable
information of borrowers.
DATES: HRSA invites interested parties to submit comments on the
proposed New System of Records on or before December 10, 2007. HRSA has
sent a report of a New System of Records to Congress and to the Office
of Management and Budget (OMB) on October 18, 2007. The New System of
Records will be effective 40 days from the date submitted to OMB unless
HRSA comments which would result in a contrary determination.
ADDRESSES: Please address comments to Donn Taylor, Health Resources and
Services Administration, Privacy Act Coordinator, 5600 Fishers Lane,
Room 14A-20, Rockville, Maryland 20857; Telephone (301) 443-0204.
Comments received will be available for inspection at this same address
from 9 a.m. to 3 p.m., Monday through Friday. this is not a toll-free
number.
FOR FURTHER INFORMATION CONTACT: Henry Lopez, Director, division of
Health Careers diversity and Development, Bureau of Health Professions,
5600 Fisher Lane, Room 8-42, Rockville, Maryland 20857; Telephone 301-
443-1173. This is not a toll-free number.
SUPPLEMENTARY INFORMATION: The Health Resources and Services
Administration proposes to establish a New System of Records: ``Campus
Based Branch Programs Document Management System, HHS/HRSA/BHPr.'' The
CBB programs which use the DMS are authorized by the following sections
of the Public Health Service Act: Section 721 of the Public Health
Service Act (42 U.S.C. 292q) the Health Professions Student Loan
Program; Section 724 of the Public Health Service Act (42 U.S.C. 292s)
the Primary Care Loan Program; Section 724 of the Public Health Service
Act (42 U.S.C. 292t) the Loans for Disadvantaged Students Program;
Section 835 of the Public Health Service Act (42 U.S. C. 297a) the
Nursing Student Loan Program; and Section 737 of the Public Health
Service Act (42 U.S.C. 293a) the Scholarships for Disadvantaged
Students Program. In accordance with their applicable regulations, the
funds appropriated or distributed from these CBB programs are monitored
by the CBB. The DMS is an automated system that enables CBB to fulfill
its duty in monitoring these programs. The DMS contains annual
operating and performance data from educational institutions
participating in CBB programs, as well as personally identifiable
information of borrowers.
Dated: October 12, 2007.
Elizabeth M. Duke,
Administrator.
Report of a New System of Records
09-15-0069
SYSTEM NAME:
Campus Based Branch (CBB) Program Document Management System (DMS),
HHS/HRSA/BHPr.
SECURITY CLASSIFICATION:
None
SYSTEM LOCATION:
The Division of Health Careers Diversity and Development (DHCDD) of
the Bureau of Health Professions (BHPr), Health Resources and Services
Administration (HRSA), Department of Health and Human Services (HHS).
Records are located at 5600 Fishers Lane, Room 8-42, Rockville, MD
20857.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Student and faculty borrowers who participate/participated in CBB
loan and scholarship programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
The systems include materials such as:
1. Names, addresses, phone numbers, medical records, financial
information, and social security numbers of borrowers.
2. Annual Operating Reports that contain financial information from
institutions, including aggregate amounts of loans disbursed, collected
and retired.
3. Performance reports on the aggregate number of borrowers, their
classification in race/ethnicity categories, and whether they are
practicing in primary care.
4. Contact information of financial aid officers that include name,
title, school address and direct phone number.
5. Correspondence from the financial aid officers regarding issues
with specific borrowers. The majority of these correspondence only
indicate the borrower's name and/or amount borrowed.
[[Page 61360]]
6. Correspondence from borrowers on specific issues on CBB programs
or the school that administers the programs. These correspondences may
include the borrower's name, address and phone number.
7. Case reports from educational institutions on borrowers whom the
school is claiming an uncollectible debt or a total disability write-
off. The documents contained in these case reports may include name,
address, financial income information, medical records and social
security numbers.
8. Any other correspondence or documentation related to general or
specific issues regarding CBB programs at institutions or borrowers who
participate in CBB programs.
AUTHORITY FOR MAINTENANCE OF SYSTEM:
Section 721 of the Public Health Service Act (42 U.S.C. 292q),
Health Professions Student Loan; Section 835 of the Public Health
Service Act (42 U.S.C. 297a), Nursing Student Loan; Section 723 of the
Public Health Service Act (42 U.S.C. 292s), Primary Care Loan; Section
724 of the Public Health Service Act (42 U.S.C. 292t), Loans for
Disadvantaged Students; Section 737 of the Public Health Service Act
(42 U.S.C. 293a), Scholarships for Disadvantaged Students.
PURPOSE(s):
The purpose of the DMS system is to support the CBB in monitoring
its programs, in order to ensure the efficiency of the factual
information in reports and documents, and to archive the documents for
efficient access and verification.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Records maintained in the system above, disclosure of which is
governed by the System of Records Notice for the ``Campus Based Branch
Program Document Management System, HHS/HRSA/BHPr'' may be disclosed to
others:
1. HRSA may disclose records to Department contractors and
subcontractors for the purpose of assisting CBB in reviewing cases and
maintaining systems, including conducting data analysis for program
evaluations, compiling managerial and statistical reports, and record
systems processing and refinement. Contractors will maintain, and are
also required to ensure that subcontractors maintain, Privacy Act
safeguards with respect to such records.
2. Disclosure may be made to a Congressional office from the record
of an individual or institutional participant, in response to any
inquiry from the Congressional office made at the request of that
individual.
3. Disclosure may be made to the Department of Justice, or to a
court or other tribunal, from this system of records, when (a) HHS, or
any component thereof; or (b) any HHS employee in his or her official
capacity; or (c) any HHS employee in his or her individual capacity
where the Department of Justice (or HHS, where it is authorized to do
so) has agreed to represent the employee; or (d) the United States or
any agency thereof, where HHS determines that the litigation is likely
to affect HHS or any of its components, is a party to litigation or has
an interest in such litigation, and HHS determines that the use of such
records by the Department of Justice, the court or other tribunal is
relevant and necessary to the litigation and would help in the
effective representation of the governmental party, provided, however,
that in such case HHS determines that such disclosure is compatible
with the purpose for which the records were collected.
4. In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule, or order issued pursuant thereto, the relevant
records in the system of records may be referred to the appropriate
agency, whether Federal, State or local, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute or rule, regulation
or order issued pursuant thereto.
5. HRSA may disclose from this system of records a delinquent
debtor's name, address, Social Security number, and other information
necessary to identify him/her; the amount, status, and history of the
claim, and the agency or program under which the claim arose, to the
Treasury Department, Internal Revenue Service (IRS), to request a
debtor's current mailing address to locate him/her for purposes of
collecting a debt. This address may be disclosed by HRSA to any school
from which the defaulted borrower received the student loan, for use
only by officers, employees, or agents of the school whose duties
relate to the collection of health professions or nursing student loan
funds, to locate the defaulted borrower to collect the loan. Any school
which requests and obtains this address information must comply with
the requirements of HRSA and the IRS regarding the safeguarding and
proper handling of this information.
STORAGE:
Records are maintained in the DMS or in file folders and/or
computer data files.
RETRIEVABILITY:
Retrieval of data and case files is by subject's name or
institution ID.
SAFEGUARDS:
1. Authorized users: Access is limited to authorized HHS staff in
performance of their duties. Authorized personnel include the
contractor/system manager and his staff who have responsibilities for
administering the programs. HRSA maintains current lists of authorized
users. Educational institutions may request or access information they
submitted to CBB. However, they do not have access to information
submitted by other institutions.
2. Physical safeguards: The DMS is housed on a HRSA server behind a
firewall. The DMS is an intra-office system only for the sole use of
CBB staff. All computer equipment and files and hard copy files are
stored in areas where fire and life safety codes are strictly enforced.
All automated and non-automated documents are protected on a 24-hour
basis. Perimeter security includes intrusion alarms, on-site guard
force, random guard patrol, key/passcard/combination controls, and
receptionist controlled area. Hard copy files are maintained in a file
room used solely for this purpose with access limited by combination
lock to authorized users identified above. Computer files are password
protected and are accessible only by use of computers which are
password protected.
3. Procedural safeguards: A password is required to access computer
files. All users of personal information in connection with the
performance of their jobs protect information from public view and from
unauthorized personnel entering an unsupervised area. All passwords,
keys and/or combinations are changed when a person leaves or no longer
has authorized duties. Access to records is limited to those authorized
personnel trained in accordance with the Privacy Act and ADP security
procedures. The safeguards described above were established in
accordance with DHHS chapter 45-13 and supplementary chapter PHS hf:
45-13 of the General Administration Manual; and the DHHS Information
Resources Management Manual, Part 6, ``ADP Systems Security.''
[[Page 61361]]
RETENTION AND DISPOSAL:
Records in the DMS are retained for at least 6 years after full
payment of the loan, completion of service obligation, or repayment to
the Secretary in the case of a default. Contact the System Manager at
the following address for further information.
SYSTEM MANAGERS(s) AND ADDRESS:
Director, Division of Health Careers Diversity and Development,
Bureau of Health Professions, Health Resources and Services
Administration, Department of Health and Human Services, 5600 Fishers
Lane, Room 8-42, Rockville, Maryland 20857.
NOTIFICATION PROCEDURE:
Requests concerning whether the system contains records about you
should be made to the Systems Manager.
REQUESTS IN PERSON:
A subject individual who appears in person at a specific location
seeking access or disclosure of records relating to him/her shall
provide his/her name, current address, Social Security number and at
least one piece of tangible identification such as driver's license,
passport, voter registration card, or union card. Identification papers
with current photographs are preferred but not required. Additional
identification may be requested when there is a request for access to
records which contain an apparent discrepancy between information
contained in the records and that provided by the individual requesting
access to the records. Where the subject individual has no
identification papers, the responsible agency official shall require
that the subject individual certify in writing that he/she is the
individual who he/she claims to be and that he/she understands that the
knowing and willful request or acquisition of a record concerning an
individual under false pretenses is a criminal offense subject to a
$5,000 fine.
REQUESTS BY TELEPHONE:
Because positive identification of the caller cannot be
established, no requests by telephone will be honored.
REQUESTS BY MAIL:
A written request must contain the name and address of the
requester, Social Security number or other identifying numbers, and
his/her signature which is either notarized to verify his/her identify
or includes a written certification that the reqeuster is a person he/
she claims to be and that he/she understands that the knowing and
willful request or acquisition of records pertaining to an individual
under false pretenses is a criminal offense subject to a $5,000 fine.
RECORD ACCESS PROCEDURES:
Same as notification procedures. Requesters should also reasonably
specify the record contents being sought. Individuals may also request
an accounting of disclosures that may have been made of their records,
if any.
CONTESTING RECORD PROCEDURES:
Any record subject may contest the accuracy of information on file
at CBB by writing to the Director, Division of Health Careers Diversity
and Development, Bureau of Health Professions, Health Resources and
Services Administration, Department of Health and Human Services, 5600
Fishers Lane, Room 8-42, Rockville, Maryland 20857. The request should
contain a reasonable description of the record, specify the information
being contested, the corrective action sought, and the reasons for
requesting the correction, along with supporting information to show
how the record is inaccurate, incomplete, untimely or irrelevant.
RECORD SOURCE CATEGORIES:
1. Educational institutions participating in CBB programs
2. Financial aid officers administering CBB programs
3. Student borrowers and recipients participating in CBB programs
4. Borrowers submitted for uncollectible debt write-offs
5. Borrowers submitted for total disability write-offs
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 07-5379 Filed 10-29-07; 8:45 am]
BILLING CODE 4165-15-M