Privacy Act: [ 09-80-0009] ACYF Mailing List, HHS/HDS/ACYF....

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.DEPARTMENT OF HEALTH AND HUMAN SERVICES


                    Office of Human Development Services

                      System Name and System Number:



         09-80-0009--ACYE Mailing List,HHS/HDS/ACYF.
         09-80-0020--HDS Publications Distribution Mailing List, HHS/
   HDS/OPA.
         09-80-100--Records Maintained on Individuals for Program 
   Evaluation Purposes Under Contracts, HHS/HDS.
         09-80-0201--Income and Eligibility Verification for Aid to 
   Families with Dependent Children Quality Control (AFDC-QC) Reviews, 
   HHS/ACF/OFA.
         09-80-0202--Federal Case Registry of Child Support Orders 
   (FCR), HHS/OCSE.

   #.. 09-80-0009

   #....System name: ACYF Mailing List, HHS/HDS/ACYF.

     Security classification: 
       None.
     System location: 
       Administration for Children, Youth & Families, Room 5130, Donohoe 
   Building, 400 6th Street, SW, Washington, DC 20201.
     Categories of individuals covered by the system: 
       Head Start grantees.
     Categories of records in the system: 
       Mailing key contains grantees' names and addresses only.
     Authority for maintenance of the system: 
       Omnibus Budget Reconciliation Act of 1981 (Pub. L. 97-35).
   Purpose(s): 
       To assist ACYF in carrying out its responsibilities to grantees 
   under the Act.
     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) In the event of litigation where the defendant is (a) the 
   Department, any component of the Department, or any employee of the 
   Department in his or her official capacity; (b) the United States 
   where the Department determines that the claim, if successful, is 
   likely to directly affect the operations of the Department or any of 
   its components; or (c) any Department employee in his or her 
   individual capacity where the Justice Department has agreed to 
   represent such employee, the Department may disclose such records as 
   it deems desirable or necessary to the Department of Justice to 
   enable that Department to present an effective defense, provided 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: 
       Computer tape.
     Retrievability: 
       Indexed by code using letters and numbers; used for 
   correspondence, to distribute program information. Addresses will be 
   retrieved by matching of identifier codes with the grantees' names.
     Safeguards: 
       Access by authorized personnel only.
     Retention and disposal: 
       List is continually updated. Information is kept as long as 
   accurate.
     System manager(s) and address: 
       Director, Head Start Bureau, ACYF, PO Box 1182, Washington, DC 
   20013.
     Notification procedure: 
       Any inquiry regarding these systems of records should be in 
   writing and should be addressed to the System Manager.
     Record access procedures: 
       Same as notification procedures. Requesters should also 
   reasonably specify the record contents being sought.
     Contesting record procedures: 
       Contact the official at the address specified under notification 
   procedures above, and reasonably identify the record and specify the 
   information to be contested. State the corrective action sought and 
   the reason(s) for the correction with supporting justification.
     Record source categories: 
       Source of information is directly from grantees.
     Systems exempted from certain provisions of the act: 
       None.

   #..09-80-0020

   #....System name: HDS Publications Distribution Mailing List, HHS/
      HDS/OPA.

     Security classification:
       None.
     System location:
       Room 358G, Hubert Humphrey Bldg., Washington, DC 20201
     Categories of individuals covered by the system:
       State and local governmental units, organizations, individuals 
   and grantees who ask to receive HDS publications.
     Categories of records in the system:
       Name, title, address interest in HDS programs, addressee's field 
   of activity, type of organization, scope of organization, whether 
   provide information or services or both, and media affiliation, if 
   applicable.
     Authority for maintenance of the system:
       Titles IV-B, IV-E, and XX of the Social Security Act; 
   Developmental Disabilities Assistance and Bill of Rights Act, Pub. L. 
   94-103, as amended by Pub. L. 95-602; Title VIII of Pub. L. 93-644, 
   as amended, Native American Programs; Pub. L. 95-266, The Child Abuse 
   Prevention and Treatment Act; Children's Bureau Act of 1912; Pub. L. 
   93-644, as amended, Headstart--Follow Through Act; Pub. L. 97-35, 
   Omnibus Budget Reconciliation Act; 42 U.S.C. 5701, Runaway and 
   Homeless Youth Act; and Older Americans Act of 1965, as amended.
   Purpose(s):
       To assist HDS programs in carrying out their responsibilities to 
   disseminate program information.
     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 a verified inquiry from the 
   Congressional office made at the written request of that individual.
       2. Disclosure may be made to the Department of Justice, to a 
   court or other tribunal, or to another party before such 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 tribunal, or other party 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, andf disposing of records in the system:
     Storage:
       Computer tape.
     Retrievability:
       Addresses will be retrieved by name, interest in HDS programs, 
   field of activity, type of organization or level of government, scope 
   of organization, whether the addresses provide information or 
   services or both, or type of media.
     Safeguards:
       1. Authorized Uses: Only authorized personnel within the 
   Department may access the HUD mailing list.
       2. Physical Safeguards: Computer tapes are stored in locked files 
   in secured areas. Computer terminals are in secured areas.
       3. Procedural Safeguards: Employees who maintain the tapes in 
   this system are instructed to grant regular access only to authorized 
   users. Data stored in computers are accessed through the use of 
   passwords/keywords known to authorized personnel. These passwords/
   keywords are changed frequently.
       4. Implementation Guidelines: Part 6, 'Automated Information 
   System Security` of the HHS Information Resources Management Manual.
     Retention and disposal:
       List is annually circularized as required by the Joint Committee 
   on Printing and those not responding are dropped from the list.
     System manager(s) and address:
       Director, Division of Publication and Graphic Services, Office of 
   Public Affairs, HDS, 329D, Hubert Humphrey Bldg., Washington, DC 
   20201.
     Notification procedures:
       Any inquiries regarding this system of records should be in 
   writing and should be addresses to the System Manager.
     Record access procedures:
       Same as notification procedure. Requesters should also reasonably 
   specify the record contents being sought.
     Contesting record procedures:
       Contact the official at the address specified under notification 
   procedure above, and reasonably identify the record and specify the 
   information to be contested. State the corrective action sought and 
   your reason(s) for requesting the correction with supporting evidence 
   to justify it.
     Systems exempted from certain provisions of the act:
       None.

   #.. 09-80-0100

   #....System name: Records Maintained on Individuals for Program 
      Evaluation Purposes Under Contract, HHS/HDS.

     Security classification: 
       None.
     System location: 
       Hubert H. Humphrey Building, Room 306-E, 200 Independence Avenue, 
   SW, Washington, DC 20201.
       Independent contractors of HDS and collaborating Federal and 
   State local government agencies.
       Write to the system manager at the address below for the address 
   of current locations.
     Categories of individuals covered by the system: 
       Persons who are the subjects in various HDS program evaluation 
   projects under contracts administered by HDS.
     Categories of records in the system: 
       Information about evaluation project participants including their 
   identities, addresses, occupations, professions, school or job 
   performances, health status, and test scores.
     Authority for maintenance of the system: 
       Authority is provided by Titles IV-B, IV-E and XX of the Social 
   Security Act, as amended; Developmentally Disabled Assistance and 
   Bill of Rights Act, Pub. L. 94-103 (1975), as amended; Native 
   American Programs Act of 1974, Pub. L. 93-644, Title VIII, as 
   amended; Child Abuse Prevention and Treatment and Adoption Reform Act 
   of 1978, Pub. L. 95-266; Head Start--Follow Through Act, Pub. L. 93-
   644 (1975), as amended; Runaway Youth Act, Pub. L. 93-415, Title III 
   (1974); and Older Americans Act of 1965, Pub. L. 89-73, as amended.
   Purpose(s): 
       To enable HDS to determine the effectiveness of certain programs 
   it administers by having HDS contractors perform evaluation studies 
   of various HDS programs.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Disclosure may be made to:
       (1) HDS contractors in order to perform the program evaluation 
   studies for which the records are maintained. These contractors are 
   required to comply with the requirements of the Privacy Act with 
   respect to the records.
       (2) HDS contractors engaged in program evaluation support 
   activities such as collating, analyzing, aggregating or otherwise 
   refining records in this system. These contractors will be required 
   to comply with the requirements of the Privacy Act with respect to 
   the records.
       (3) A Congressional office from the record of an individual in 
   response to an inquiry which the Congressional office made at the 
   written request of that individual.
       (4) The Department of Justice, to a court or other tribunal, or 
   to another party before such 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 determine that the use of such records by the Department of 
   Justice, the tribunal, or the other party 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: 
       File folders, microfilms, charts, graphs, computer tapes, disks, 
   and punch cards.
     Retrievability: 
       By name, Social Security Number when supplied voluntarily in 
   addition to some other alternative system of retrieval, or other 
   identifying number or symbol.
     Safeguards: 
       Measures to prevent unauthorized disclosures are required as 
   appropriate for each contractor location and for the particular 
   records maintained under each contract. Each contractor implements 
   personnel, physical and procedural safeguards such as the following:
       (1) Authorized users: Records maintained in this system are 
   accessible to only contractors compiling or using the information 
   necessary to perform the program evaluation activities for which the 
   system is designed.
       (2) Physical safeguards: Records are kept in limited access 
   areas. Offices and record storage locations are locked during off-
   duty hours. Input data for computer files is coded to preclude easy 
   identification of individuals. Information on individual identities 
   is kept separate from data used for analysis.
       (3) Procedural and technical safeguards: Access to manual files 
   is available only to authorized personnel, as described above. Access 
   to computer files is controlled through security codes known only to 
   authorized users. Names and other information sufficient for easy 
   identification of individuals are not included in data files used for 
   analysis. These files are indexed by code number or symbols. Code 
   numbers or symbols and complete identifying information in the 
   individual are linked only if there is a specific need, such as for 
   data verification and follow up.
       Contractors maintaining records in this system are instructed to 
   make no further disclosure of the records except as authorized by the 
   system manager and permitted by the Privacy Act. Privacy Act 
   requirements are specifically included in all contracts for program 
   evaluation activities supported by this system. The system manager is 
   the Director, Office of Policy Coordination and Review, HDS. HDS 
   project officers responsible for overseeing performances of HDS 
   contractors will also oversee compliance with these Privacy Act 
   requirements.
       The particular safeguards implemented at each site are developed 
   in accordance with 45 CFR part 5b, Chapter 45-13, ``Safeguarding 
   Records Contained in Systems of Records'', of the HHS General 
   Administration Manual, and Part 6 ADP Systems Security, of the HHS 
   ADP Systems Manual and the National Bureau of Standards, Federal 

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