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Privacy Act: [ 09-10-0005] State Food and Drug Official File, HHS/FDA/ORA....
<DOC> DEPARTMENT OF HEALTH AND HUMAN SERVICES Public Health Service and its Components Office of the Assistant Secretary for Health <DOC> DEPARTMENT OF HEALTH AND HUMAN SERVICES Table of Contents 09-37-0001 Office of the Assistant Secretary for Health Correspondence Control System, HHS/OASH/OM. 09-37-0002 PHS Commissioned Corps General Personnel Records, HHS/ OASH/OSG. 09-37-0003 PHS Commissioned Corps Medical Records, HHS/OASH/OSG. 09-37-0005 PHS Commissioned Corps Board Proceedings, HHS/OASH/OSG. 09-37-0006 PHS Commissioned Corps Grievance, Investigatory, and Disciplinary Files, HHS/OASH/OSG. 09-37-0008 PHS Commissioned Corps Unofficial Personnel Files and Other Station Files, HHS/OASH/OSG. 09-37-0017, Proceedings of the Board for Correction of Public Health Service Commissioned Corps Records, HHS/OASH/OM. 09-37-0020 Office of Minority Health Grants Records System, HHS/ OASH/OMH. 09-37-0021 Public Health Service Records Related to Inquiries and Investigations of Scientific Misconduct, HHS/OASH/ORI. 09-37-0022 Records of Health Experts Mantained by the Office of International Health (OIH), HHS/OASH/OIH. 09-37-0024 Studies of Preventive Medicine, Health Promotion, and Disease Prevention, HHS/OASH/ODPHP. 09-37-0151 Public Health Service ALERT Records Concerning Individuals Found to Have Committed Scientific Misconduct in PHS Sponsored Research, HHS/OASH/ORI. <DOC> DEPARTMENT OF HEALTH AND HUMAN SERVICES 09-37-0001 System name: Office of the Assistant Secretary for Health Correspondence Control System, HHS/OASH/OM. Security classification: None. System location: 1. Public Health Service Executive Secretariat, Room 710H, Hubert H. Humphrey Building, 200 Independence Ave. SW, Washington, DC 20201. 2. Staff offices of the Assistant Secretary for Health. For a list of addresses, please write to: Policy Coordinator, Office of Organization and Management Systems, Office of Management, Room 17- 51, Parklawn Building, 5600 Fishers Lane, Rockville, MD 20857. 3. Federal Records Center, 4205 Suitland Road, Washington, DC 20746. Categories of individuals covered by the system: Individuals who have contacted either the Assistant Secretary for Health, the Surgeon General, a Deputy Assistant Secretary, or a PHS Staff Office Director, or have been contacted in writing by one of these officials. Categories of records in the system: Hard copies of the actual correspondence, 3 x 5 card file, and computer or word processor printout and tape or disk control system records of that correspondence. Authority for maintenance of the system: 5 U.S.C. 301 Departmental Regulations. Purpose(s): To control and track all correspondence documents addressed or directed to the Assistant Secretary for Health or his subordinates as indicated above, as well as documents initiated by them, in order to assure timely and appropriate attention. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: 1. Disclosure may be made 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. The Department of Health and Human Services (HHS) may disclose information from this system of records to the Department of Justice, or to a court or other tribunal, 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 each case, HHS determines that such disclosure is compatible with the purpose for which the records were collected. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Correspondence records are maintained in hard copy. Control records are maintained in 3 x 5 card file and on computer or word processor printout, tape, and disk. Retrievability: Hard copy records are indexed alphabetically by name of addressee and date of outgoing correspondence; or by name of sender and date of incoming correspondence; or by subject. Records may also be cross- referenced. Safeguards: 1. Authorized Users: Office directors, correspondence assistants, and professional and support staff with designated functional responsibilities directly relating to the purpose of the correspondence. 2. Procedural Safeguards: Confidential and/or sensitive documents are either handcarried or transmitted in sealed envelopes. Employees who handle correspondence are instructed to observe established office procedures to protect correspondence documents from unauthorized access. The computerized subsystem is protected by passwords assigned to specific correspondence assistants; passwords are changed periodically; the password is changed when a correspondence assistant terminates employment. 3. Physical Safeguards: 24-hour guard service in buildings, locked rooms after office hours, lockable file cabinets, word processing disks are off-loaded and stored when not in use. Retention and disposal: Records may be retired to a Federal Records Center and subsequently disposed of in accordance with the Office of the Assistant Secretary for Health records control schedule. The records control schedule may be obtained by writing to the appropriate System Manager at the address for that official which is indicated under System Location above. System manager(s) and address: Policy Coordinator:Director, Office of Organization and Management Systems, Office of Management, Room 27-51, Parklawn Building, 5600 Fishers Lane, Rockville, MD 20857. System manager:1. Director, Public Health Service Executive Secretariat, Room 710H. Hubert H. Humphrey Building, 200 Independence Ave., SW, Washington, DC 20201. The Director of each Office of the Assistant Secretary for Health staff office is the system manager for the correspondence control system in his/her office. For the address of the appropriate system manager, please write to the Polciy Coordinator at the above address. Notification procedure: Inquiries should indicate the name of the individual with whom the Office of the Assistant Secretary for Health corresponded, the date of the incoming correspondence, if any, and the date of the outgoing correspondence. Inquiries should be addressed to the appropriate System Manager, listed above, not to the policy coordination official. Record access procedures: Same as notification procedures. Requesters must state that they are who they claim to be, and understand that obtaining information under false pretenses is subject to a maximum statutory penalty of 5,000.00 dollars. Requesters may also ask for an accounting of disclosures that have been made of their records, if any. Contesting record procedures: Contact the appropriate System Manager at the address for that official specified under System Location 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 Assistant Secretary for Health or his subordinates as indicated above. Systems exempted from certain provisions of the act: None. <DOC> DEPARTMENT OF HEALTH AND HUMAN SERVICES 09-37-0002 System name: PHS Commissioned Corps General Personnel Records, HHS/OASH/OSG. Security classification: None. System location: Division of Commissioned Personnel, Office of the Surgeon General/ OASH, Room 4-35, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857. Records in this system are kept at the address shown above when the person to whom the record pertains has an active relationship with the PHS Commissioned Corps personnel system. Records for inactive reserve officers, who are not ready reserve, who have a potential active relationship with the PHS Commissioned Corps personnel system, are maintained at the address above. PHS Health Data Center, GW Long Hansen's Disease Center, Building 12, Carville, Louisiana 70721. If an inactive officer changes status, his or her records are returned to the Division of Commissioned Personnel for disposition. Records for individuals who no longer have an active relationship with the PHS Commissioned Corps personnel system are sent to the following locations after one year. National Personnel Record Center, Civilian Personnel Records, 111 Winnebago Street, St. Louis, Missouri 63118. Records for retired officers are also sent to St. Louis after four years. When retired officers become deceased, the records are returned to DCP for one year and then returned to St. Louis. Records in this system that are kept at the St. Louis location are considered closed. A record is closed two years from the date on which one of the following occurs: A final decision has been made that an applicant is no longer under consideration for an appointment to the commissioned corps; the person to whom the record pertains has permanently severed all ties with PHS; or the person to whom the record pertains is deceased. Critical data that can be used to construct key actions concerning an individual's appointment, creditable service, compensation, retirement, or benefits may be microfiched and stored at a location apart from the system locations shown above to serve as an emergency data base in the event the original records are destroyed. Because this data is intended to be used only in the event that the original records are destroyed, it includes only duplicates of existing records maintained at the system locations shown above. For this reason, disclosure from and access to this data will generally be unnecessary, since requests for disclosure or access will be granted from the original records. Names and addresses of contractors given information under routine use 9 can be obtained from the system manager at the Rockville, Maryland location identified above. Categories of individuals covered by the system: Individuals who are part of or who have some relationship with the Public Health Service (PHS) Commissioned Corps, including: Active duty commissioned officers, former commissioned officers, inactive reserve officers, retired commissioned officers, deceased commissioned officers, dependents and survivors of the above, former spouses of retired officers, and applicants to the PHS Commissioned Corps. Categories of records in the system: These records contain: 1. Applications for appointment, references and other documents relating to qualifications or suitability for appointment and assignment, including medical intern and residency evaluations; 2. Official Personnel Folders (OPFs), for all officers who are, or were at one time, on active duty, which include: All documents related to the application and appointment process; effectiveness reports; career development and training records; documents relating to assignment, promotion, retention, separation, and all other personnel actions; records of personnel actions relating to pay, travel, and allowances (including overseas educational allowances for dependents); documentation of dependant status used to determine entitlement or eligibility for benefits and identification and privilege cards; applications and records of Service action relating to the Commissioned Officer Residency Deferment Program and Commissioned Officer Student Training and Extern Programs; survivor benefit elections; information supporting officer awards, honors and commendations; documentation supporting non-board terminations and reprimands issued after final administrative action; pay records and medical data after separation or death of the subject individual; and leave records; 3. Worksheets, internal forms, internal memoranda, and other documents which result in, or contribute to an action resulting in a record identified in 2. above; 4. Service Record Cards (summarizing personnel actions); and 5. Correspondence relating to the above. Authority for maintenance of the system: The Public Health Service Act (42 United States Code (U.S.C.) 202-217, 218a, 224, 228, 233, and other pertinent sections); The Social Security Act (42 U.S.C. 410(m) et seq.); portions of Title 10, U.S.C., related to the uniformed services; portions of Title 37, U.S.C., related to pay and allowances for members of the uniformed services; portions of Title 38, U.S.C., related to benefits administered by the Veterans Administration; sections of 50 U.S.C. App., related to the selective service obligation and the Soldiers' and Sailors' Civil Relief Act; Executive Order (E.O.) 9397, ``Numbering System for Federal Accounts Relating to Individual Persons;'' E.O. 10450, ``Security Requirements for Government Employment;'' and E.O. 11140, which delegates the authority to administer the PHS Commissioned Corps from the President to the Secretary, DHHS. Purpose(s): The information is used by the Office of the Surgeon General (OSG), the Division of Commissioned Personnel (DCP) and Agency Heads and personnel officials of Agencies where Commissioned Officers are assigned, to: 1. Determine qualifications and suitability for appointment, selection, career development, training, promotions, assignments, mobilization, temporary duty, and other types of officer utilization; 2. Determine eligibility for pay, allowances, entitlements, privileges, and benefits; 3. Prepare the Commissioned Officer Roster and Promotion Seniority of the Public Health Service; 4. Determine the eligibility or entitlements of dependents and beneficiaries for benefits based on the service of a PHS commissioned officer; 5. Give legal force and effect to personnel transactions and establish officer rights and obligations under the pertinent laws and regulations governing the commissioned corps personnel system; 6. Provide material for research by the Office of the Secretary, HHS, and the Office of the Assistant Secretary for Health, PHS, concerning the activities of health professionals. 7. Provide information to DHHS components seeking to collect an overdue debt to the Federal government, but only to the extent necessary to collect that overdue debt; and 8. Provide information about professional qualifications, past
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