[Federal Register Volume 75, Number 183 (Wednesday, September 22, 2010)]
[Notices]
[Pages 57806-57807]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-23711]
[[Page 57806]]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Health Resources and Services Administration
Privacy Act of 1974; Report of an Altered System of Records
AGENCY: Department of Health and Human Services (HHS), Health Resources
and Services Administration (HRSA).
ACTION: Notice of an Altered System of Records (SOR).
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, the Health Resources and Services Administration (HRSA) is
publishing a notice to alter the Correspondence Control System. This
system of records is used to control and track all correspondence
documents addressed or directed to, as well as initiated by, the
Administrator, HRSA, or his/her subordinates, as well as other Agency
documents, to assure timely and appropriate attention.
The purposes of these alterations are to reflect a change in the
system name and location; the system manager and address; policies and
practices for storing, retrieving, accessing, retaining, and disposing
of records in the system; contesting records procedures; and the
addition of routine use number 3. The last update of this SORN
09-15-0059 was December 23, 1998 (63 FR 71145).
DATES: HRSA has filed an altered system report with the Chair of the
House Committee on Government Reform and Oversight, the Chair of the
Senate Committee on Homeland Security and Governmental Affairs, and the
Administrator, Office of Information and Regulatory Affairs, Office of
Management and Budget (OMB) on June 15, 2010.
To ensure all parties have adequate time in which to comment, the
altered systems, including the routine uses, will become effective 30
days from the publication of the notice or 40 days from the date it was
submitted to OMB and Congress, whichever is later, unless HRSA receives
comments that require alterations to this notice.
ADDRESSES: The public should address comments to Sahira Rafiullah,
Director, Division of Policy and Information Coordination, Health
Resources and Services Administration, 5600 Fishers Lane, Room 14A-11,
Rockville, Maryland 20857; Telephone (301) 443-1785. This is not a
toll-free number. Comments received will be available for inspection at
the same address from 9 a.m. to 3 p.m. eastern standard time zone,
Monday through Friday.
FOR FURTHER INFORMATION CONTACT: Director, Division of Policy and
Information Coordination, Office of Management, 5600 Fishers Lane, Room
14A-11, Rockville, Maryland 20857; Telephone (301) 443-1785. This is
not a toll-free number.
SUPPLEMENTARY INFORMATION: The Health Resources and Services
Administration is updating the system of records notice to reflect a
change in the name from Correspondence Control System to Strategic Work
Information and Folder Transfer System. The change in location is from
a specific Bureau to a central location in the Division of Policy and
Information Coordination, Office of Management, Office of Operations,
HRSA, 5600 Fishers Lane, Room 14A-11, Rockville, Maryland 20857. The
change in system manager and address is from Policy Coordinator to
Director, Division of Policy and Information Coordination and the
change of address is from Room 14-08 to Room 14A-11. The change in
categories of records reflects more clarification as well as current
technology. The change in storage reflects an update of current
technology. The change in retrievability is further clarification of
staff. The change in retention and disposal is to reflect a revision in
the retention and disposal schedule. The addition of a new routine use
is to include appropriate Federal agencies and Department contractors
for the purpose of assisting the Department's efforts to respond to a
suspected or confirmed breach of the security or confidentiality of the
information maintained in this system of records.
Dated: September 9, 2010.
Mary K. Wakefield,
Administrator.
SYSTEM NUMBER:
09-15-0059
SYSTEM NAME:
Strategic Work Information and Folder Transfer System (SWIFT), HHS/
HRSA/OO/OM.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Division of Policy and Information Coordination, Office of
Management, Office of Operations, Health Resources and Services
Administration (HRSA), 5600 Fishers Lane, Room 14A-11, Rockville, MD
20857.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have sent written correspondence (including e-mails
and faxes) or other documents to the Administrator, HRSA, the Deputy
Administrator, an associate administrator, or a bureau director, or
individuals who have been contacted in writing by one of these
officials.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence includes incoming letters, memos, relevant
background information, and agency outgoing correspondence. Other
documents include Reports to Congress, Regulations, Federal Register
notices and records management schedules. This information is contained
on hardcopy printouts and a secured network server managed by IT staff.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, Departmental Regulations.
PURPOSE(S) FOR RECORDS IN THIS SYSTEM:
To control and track all correspondence addressed or directed to
and initiated by the Administrator, HRSA, or his/her subordinates as
indicated above, as well as other documents, to assure timely and
appropriate attention by relevant HRSA staff.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. The Department of Health and Human Services (DHHS) may disclose
information from this system of records to a congressional office from
the record of an individual in response to a verified inquiry from the
congressional office made at the request of that individual.
2. DHHS may disclose information from this system of records to the
Department of Justice, or to a court or other tribunal, when:
a. DHHS, or any component thereof; or
b. Any DHHS employee in his or her official capacity; or
c. Any DHHS employee in his or her individual capacity where the
Department of Justice (or DHHS, where authorized to do so) has agreed
to represent the employee; or
d. The United States, or any agency thereof where DHHS determines
that the litigation is likely to affect DHHS or any of its components,
is a party to litigation or has an interest in such litigation, and
DHHS 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
[[Page 57807]]
help in the effective representation of the governmental party,
provided, however, that in each case, DHHS determines that such
disclosure is compatible with the purpose for which the records were
collected.
3. DHHS may disclose information from this system of records to
appropriate Federal agencies and Department contractors that have a
need to know the information for the purpose of assisting the
Department's efforts to respond to a suspected or confirmed breach of
the security or confidentiality of information maintained in this
system of records, and the information disclosed is relevant and
necessary for that assistance.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
1. STORAGE: Controlled correspondence records and other document
records are maintained in hardcopy and electronically at the
operational computer site.
2. RETRIEVABILITY: Hardcopy records are indexed chronologically by
date, name, subject and unique numerical control number. Electronic
records are indexed chronologically by date, name, subject and unique
numeral control number. Records are available to staff responsible for
preparation of correspondence and to the staff of the Division of
Policy and Information Coordination.
3. SAFEGUARDS: Access to hardcopy and computer resident records is
limited to the staff of the Division of Policy and Information
Coordination and Bureau correspondence liaisons. Privacy training is
required for those individuals. Access to hardcopy records during non-
working hours is limited to these individuals who have keys to both the
file cabinets and rooms where the records are stored. Remote computer
terminal locations are protected with individual user identification
codes and associated passwords that are changed periodically. When
possible, computer terminal locations are locked during non-working
hours. Confidential and/or sensitive documents are either hand carried
or transmitted in sealed envelopes. Employees who handle controlled
correspondence and other documents are instructed to observe
established office procedures to protect correspondence documents from
unauthorized access.
RETENTION AND DISPOSAL:
Temporary hardcopy records are cut off at the end of each calendar
year, retained on-site for 2 years, transferred to the Washington
National Records Center (WNRC), and destroyed by WNRC 5 years later, in
accordance with established records retention and disposition
schedules. Permanent hardcopy records are cut off at the end of each
calendar year, retained on-site for 2 years, transferred to the
Washington National Records Center, and then 5 years later transferred
to the National Archives and Records Administration (NARA). HRSA is
working with NARA to obtain the appropriate retention value regarding
electronic records.
SYSTEM MANAGER AND ADDRESS:
Director, Division of Policy and Information Coordination, Room
14A-11, Parklawn Bldg., 5600 Fishers Lane, Rockville, MD.
NOTIFICATION PROCEDURE:
Inquiries for correspondence should indicate the name of the
individual with whom HRSA corresponded and, where possible, the date of
the incoming correspondence to HRSA, if any, and the date of the
outgoing correspondence from HRSA. Inquiries for other documents should
indicate the name of the document and, where possible, the date of the
document.
RECORDS ACCESS PROCEDURES:
Requesters must provide identification that they are who they claim
to be and their understanding that obtaining information under false
pretenses is subject to a maximum statutory penalty of $5,000.
Requesters may also ask for an accounting of disclosures that have been
made of records that relate to them, if any.
CONTESTING RECORDS PROCEDURES:
Contact the official at the address specified under notification
procedures above, and reasonably identify the record, specify the
information to be contested, the corrective action sought, and the
reason for seeking the correction, with supporting information to show
how the record is inaccurate, incomplete, untimely, or irrelevant.
RECORD SOURCE CATEGORIES:
Records are derived from incoming correspondence to, and the
outgoing correspondence of, the Administrator, HRSA, or his/her
subordinates as indicated above. Records are also derived from other
documents within the Agency.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
None.
[FR Doc. 2010-23711 Filed 9-21-10; 8:45 am]
BILLING CODE 4165-15-P