[Federal Register Volume 75, Number 249 (Wednesday, December 29, 2010)]
[Notices]
[Pages 82053-82055]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-32767]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5386-N-15]
Notification of a New Privacy Act System of Records, Effort to
Outcomes--Case Management System for the Disaster Housing Assistance
Program (DHAP-IKE)
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Notification of a New Privacy Act System of Records.
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SUMMARY: HUD proposes to create a new Privacy Act System of Records as
required under the Privacy Act (5 U.S.C. 552a), as amended. The new
records system is the Efforts to Outcomes (ETO) system, which contains
the data on families transferred to HUD by the Federal Emergency
Management Agency (FEMA) for participation in HUD's DHAP-Ike . Pursuant
to FEMA these families are deemed eligible to receive rental housing
assistance and on-going case management services, due to the
catastrophic damage caused by Hurricanes Gustav or Ike . The purpose of
the ETO application is to capture and monitor pertinent data relating
to family self-sufficiency, permanent housing status, service needs,
and to facilitate on-going tracking and management of these services,
leading to greater self-sufficiency for participants when the DHAP-Ike
ends.
DATES: Effective Date: The Effective date shall begin January 28, 2011
or 40 days from the date the report of the new records system is
submitted to OMB and Congress.
Comments Due Date: January 28, 2011.
ADDRESSES: Interested persons are invited to submit comments regarding
this notice to the Rules Docket Clerk, Office of General Counsel,
Department of Housing and Urban Development, 451 Seventh Street, SW.,
Room 10276, Washington, DC 20410-0500. Communications should refer to
the above docket number and title. A copy of each communication
submitted will be available for public inspection and copying between 8
a.m. and 5 p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street, SW., Room 2256, Washington, DC 20410,
Telephone Number (202) 402-8076. (This is not a toll-free number.) A
telecommunication device for hearing-and speech-impaired individuals
(TTY) is available at (800) 877-8339 (Federal Information Relay
Service).
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C. 552a), as amended, notice is given that HUD proposes to
establish a new system of records, the Efforts to Outcome System. Title
5 U.S.C. 552a(e)(4) and (11) provide that the public be afforded a 30-
day period in which to comment on the new system of records. The new
system report was submitted to the Office of Management and Budget
(OMB), the Senate Committee on Governmental Affairs, and the House
Committee on Government Reform pursuant to paragraph 4c of Appendix 1
to OMB Circular No. A-130, ``Federal Responsibilities for Maintaining
Records About Individuals,'' July 25, 1994 (59 FR 37914).
Authority: 5 U.S.C. 552a, 88 Stat. 1896; 42 U.S.C. 3535(d).
Dated: December 20, 2010.
Jerry E. Williams,
Chief Information Officer.
HUD/PIH-8
SYSTEM NAME:
Efforts to Outcome Case Management Tracking System for DHAP-Ike.
SYSTEM LOCATION:
Baltimore, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are covered by this system are individuals and
families
[[Page 82054]]
displaced by Hurricanes Gustav or Ike, who receive rental subsidy
through the DHAP-Ike and agree to all program requirements including
case management.
CATEGORIES OF RECORDS IN THE SYSTEM:
Files contain identifying information about program participants
and their household members such as name, social security number, and
current address. In addition, the files contain information about
education level, employment and training needs, elderly and disability
status, social service needs and service referrals. The client provides
information regarding education level, employment and training,
disability status and social service needs as information that the case
manager may use to assess any barriers to permanent housing attainment
and/or increased self-sufficiency. The case manager uses this
information in order to identify appropriate service referrals, to help
prepare clients for the eventual end of the DHAP-Ike in March 2011.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Legal authority for DHAP is based on the Department of Homeland
Security's general grant authority under section 102(b)(2) of the
Homeland Security Act, 6 U.S.C. 112, and sections 408(b)(1), 426 and
306(a) of the Robert T. Stafford Disaster Relief and Emergency
Assistance Act (Stafford Act), 42 U.S.C. 5174(b)(1), 5189(d) and
5149(a), and HUD's 2009 Appropriations Act modified Section 904 of the
Stewart B. McKinney Act of 1988, as amended, to include Disaster
Housing Assistance Program Ike (DHAP-Ike) as a ``program'' of HUD,
respectively.
PURPOSES:
ETO captures pertinent data relating to family self-sufficiency,
permanent housing status and service needs. ETO supports DHAP-Ike
grantees in their case management efforts and HUD staff in their
program monitoring activities and providing required reports to FEMA in
fulfillment of its responsibilities outlined within the Inter Agency
Agreement (IAA). The system was procured through contract number: C-
DEN-02332. The system allows DHAP-Ike grantees to implement and report
case management services for FEMA's DHAP-Ike program, for which HUD is
the servicing agent. This system will assist with the administration of
rental housing assistance and case management services to individuals
and families whose residences have been rendered uninhabitable as a
result of Hurricanes Gustav and Ike. The data stored in this system of
records may be used for research and statistical purposes. In such
cases, data presented in any research report will be aggregated to a
level that does not disclose information that can be used to identify
any individual represented in the system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act other routine uses include:
(a) To Case Managers--for caseload management and to track progress
and outcomes of individuals enrolled in the DHAP-Ike;
(b) To PHAs to monitor outcomes and monitor case management
activities provided at the local level;
(c) To FEMA--quarterly data reporting as required under the IAA to
monitor program activities at the national level;
(d) To HUD or individuals under contract, grant or cooperative
agreement with HUD, to monitor PHA efforts and compliance requirements,
facilitate technical assistance and for research and evaluation of
national program outcomes; and
(e) To HUD or individuals under contract, grant or cooperative
agreement with HUD to monitor PHA activities and facilitate technical
assistance to DHAP-Ike grantees.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
Records are stored electronically on a computer server located at
SunGard, 1500 Spring Garden St., 3rd Floor, Philadelphia, PA 19130.
RETRIEVABILITY:
Records are retrieved by PHA name, participant name, Social
Security Number, FEMA Number, city, zip code, or general demographic
characteristics. However, the general search method is by last name.
SAFEGUARDS:
Records are maintained on a secure computer network protected by a
firewall. Access to the system is restricted to authorized users only,
requires a user ID and is password protected. Manual files without
unique identifier information will be safeguarded and accessed by staff
on a need-to-know basis only. HUD and Social Solutions, Inc. (SSI, the
Software Provider) will maintain manual files of ETO data without
unique identifiers, information that does not allow an individual to be
linked to the information in the file in the same manner as personally
identifiable information, with proper administrative, and physical
controls required to secure, protect, and preserve the integrity of all
system generated data, as required under the Privacy Act of 1974.
Additionally, hard copy files are stored by grantees (PHAs) in
locations that are locked and secured, with access granted to only to a
limited number of authorized users.
RETENTION AND DISPOSAL:
Information is archived electronically and stored. Records will be
retained and disposed of in accordance with the General Records
Schedule included in HUD Handbook 2228.2, appendix 14, items 21-26.
SYSTEM MANAGER(S) AND ADDRESS:
Iyabo Morrison, Public and Indian Housing, Office of Public Housing
and Voucher Programs, Department of Housing and Urban Development, 451
Seventh Street, SW., Room 4232, Washington, DC 20410.
NOTIFICATION AND RECORDS ACCESS PROCEDURES:
The Department's rules for providing access to records to the
individual concerned are in accordance with 24 CFR part 16--
Implementation of the Privacy Act of 1974. Individuals seeking
information, assistance, or inquiry about the existence of records
should contact the Departmental Privacy Act Officer, Department of
Housing and Urban Development, 451 Seventh Street, SW., Room 2256,
Washington, DC 20410. Written requests must include the full name,
current address, and telephone number of the individual making the
request, as well as proof of identity, including a description of the
requester's relationship to the information in question.
CONTESTING RECORDS PROCEDURES:
The procedures for contesting the contents of records and appealing
initial denials appear in 24 CFR part 16--Implementation of the Privacy
Act of 1974. If additional information or assistance is required,
contact: (i) The Chief Privacy Officer, Department of Housing and Urban
Development, 451 Seventh Street, SW, Room 2256, Washington, DC 20410,
if contesting the content of record; or (ii) The Departmental Privacy
Appeals Officer, Office of General Counsel, Department of Housing and
Urban Development, 451 Seventh Street, SW., Washington, DC 20410, for
appeals of initial denials.
[[Page 82055]]
RECORD SOURCE CATEGORIES:
DHAP-Ike housing agency grantees, case managers, HUD contractors,
sub-contractors, and HUD employees.
EXEMPTION(S):
None.
[FR Doc. 2010-32767 Filed 12-28-10; 8:45 am]
BILLING CODE 4210-67-P