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Privacy Act: [09-25-0160]...
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] [Page 3969-3970] National Institutes of Health Table of Contents 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD. 09-25-0007, Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS. 09-25-0011, Clinical Research: Blood Donor Records, HHS/NIH/CC. 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC. 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC. 09-25-0033, International Activities: Fellowships Awarded by Foreign Organizations, HHS/NIH/FIC. 09-25-0034, International Activities: Scholars-in-Residence Program, HHS/NIH/FIC. 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/CSR and HHS/NIH/CMO. 09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK. 09-25-0054, Administration: Property Accounting, HHS/NIH/ORS. 09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI. 09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID. 09-25-0093, Administration: Authors, Reviewers, Editorial Board, and Members of the Journal of the National Cancer Institute, HHS/NIH/NCI. 09-25-0099, Clinical Research: Patient Medical Records, HHS/ NIH/CC. 09-25-0105, Administration: Health Records of Employees, Visiting Scientists, Fellows, and Others Who Receive Medical Care Through the Employee Health Unit, HHS/NIH/ORS. 09-25-0106, Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD. 09-25-0108, Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM. 09-25-0112, Grants and Cooperative Agreements: Research, Research Training, Fellowship and Construction Applications and Related Awards, HHS/NIH/OD. 09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID. 09-25-0118, Contracts: Professional Services Contractors, HHS/ NIH/NCI. 09-25-0121, International Activities: Senior International Fellowships Program, HHS/NIH/FIC. 09-25-0124, Administration: Pharmacology Research Associates, HHS/NIH/NIGMS. 09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC. 09-25-0156, Records of Participants in Programs and Respondents in Surveys Used to Evaluate Programs of the Public Health Service, HHS/PHS/NIH/OD. 09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD. 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/ NIDDK. 09-25-0161, Administration: NIH Consultant File, HHS/NIH/CSR. 09-250165, National Institutes of Health (NIH) Office of Loan Repayment and Scholarship (OLRS) Records System, HHS/NIH/OD. 09-25-0166, Administration: Radiation and Occupational Safety and Health Management Information Systems, HHS/NIH/ORS. 09-25-0167, National Institutes of Health (NIH) TRANSHARE Program, HHS/NIH/OD. 09-25-0168, Invention, Patent, and Licensing Documents Submitted to the Public Health Service by its Employees, Grantees, Fellowship Recipients, and Contractors, HHS/PHS/NIH/OTT. 09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC. 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health (NIH), HHS/NIH/OD. 09-25-0202, Patient Records on PHS Beneficiaries (1935-1974) and Civilly Committed Drug Abusers (1967-1976) Treated at the PHS Hospitals in Fort Worth, Texas, or Lexington, Kentucky, HHS/NIH/NIDA. 09-25-0203, National Institute on Drug Abuse, Intramural Research Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/NIDA. 09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs of Abuse and on Treatment Medications, HHS/NIH/NIDA. 09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/ NIH/NIDA. 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA. 09-25-0210, Shipment Records of Drugs of Abuse to Authorized Researchers, HHS/NIH/NIDA. 09-25-0211, Intramural Research Program Records of In-and Out- Patients with Various Types of Alcohol Abuse and Dependence, Relatives of Patients with Alcoholism, and Healthy Volunteers, HHS/ NIH/NIAAA. 09-25-0216, Administration:NIH Electronic Directory, HHS/NIH. #..09-25-0005 #....System name: Administration: Library Operations and User I.D. File, HHS/NIH/ OD. Security classification: None. System location: This system of records is an umbrella system comprising separate sets of records located in National Institutes of Health (NIH) facilities in Bethesda, Maryland, or facilities of contractors of the NIH. Write to the appropriate system manager listed below for list of current contractor locations. National Institutes of Health, Building 10, Room 1L07, 9000 Rockville Pike, Bethesda, MD 20892 and National Institutes of Health, Building 38, Room 1S33, 8600 Rockville Pike, Bethesda, MD 20894 and National Institutes of Health, Building 38, Room 1N21, 8600 Rockville Pike, Bethesda, MD 20894 and National Institutes of Health, Building 38, Room B1E21, 8600 Rockville Pike, Bethesda, MD 20894 and National Institutes of Health, Building 38A, Room 4N419, 8600 Rockville Pike, Bethesda, MD 20894 and National Technical Information Service, Accounting Department, 8001 Forbes Place, Room 208F, Springfield, VA 22151. Categories of individuals covered by the system: Users of Library Services. Categories of records in the system: Name, organization, address, phone number, photographs, issue date, email address, signature, user code and identification number; and when applicable, credit card number and billing information. Authority for maintenance of the system: Section 301 of the Public Health Service Act, describing the general powers and duties of the Public Health Service relating to research and investigation (42 U.S.C. 241). Purpose(s): 1. To monitor library material, services, and circulation control. 2. To provide user documentation. 3. To provide copying services (duplication of library materials). 4. To manage invoice and billing transactions for library services. 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, 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. 3. Disclosure may be made to contractors and staff to monitor library material, services, circulation control; to provide user documentation; and to process or refine the records. Recipients are required to maintain Privacy Act safeguards with respect to those records. 4. Disclosure may be made for billing purposes to: (a) contractors providing copying services: and (b) NTIS for Medlars Services. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored on computer tape and disk, microfiche, paper and file cards. Retrievability: Records are retrieved by name, user code and/or identification number. Safeguards: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to Library staff members who need to verify that Library identification cards have been issued to those Library users requesting services such as MEDLINE and other computer online bibliographic searches, translations and interlibrary loans. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. The contractor maintains a list of personnel having authority to access records to perform their duties. 2. Physical Safeguards: The offices housing the cabinets and file drawers for storage of records are locked during all library off-duty hours. During all duty hours offices are attended by employees who maintain the files. The contractor has secured records storage areas which are not left unattended during the working hours and file cabinets which are locked after hours. 3. Procedural Safeguards: Access to the file is strictly controlled by employees who maintain the files. Records may be removed from files only at the request of the system manager or other authorized employees. Access to computerized records is controlled by the use of security codes known only to authorized users. Contractor personnel receive instruction concerning the significance of safeguards under the Privacy Act. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, ``Safeguarding Records Contained in Systems of Records,'' supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. Retention and disposal: Records are retained and disposed of under the authority of the NIH Records Control Schedule contained in NIH Manual Chapter 1743, Appendix 1--``Keeping and Destroying Records'' (HHS Records Management Manual, Appendix B-361), item 8000-D-2, which allows records to be kept until superseded or for a maximum period of six years. Refer to the NIH Manual Chapter for specific conditions on disposal. System manager(s) and address: The Policy Coordinating Official for this system is the Management Analyst, Office of Administration, National Library of Medicine, Building 38, Room 2N21, 8600 Rockville Pike, Bethesda, MD 20894. Chief, Reference and Bibliographic Services Section, Library Branch, National Center for Research Resources, National Institutes of Health, Building 10, Room 1L21, 9000 Rockville Pike, Bethesda, MD 20892. Head, Quality Assurance Unit, Preservation and Collection Management Section, Public Services Division, Library Operations, National Library of Medicine, National Institutes of Health, Building 38, Room B1E21, 8600 Rockville Pike, Bethesda, MD 20894. Chief, Public Services Division, Library Operations, National Library of Medicine, National Institutes of Health, Building 38, Room 1S33, 8600 Rockville Pike, Bethesda, MD 20894. Librarian, History of Medicine Division, NLM, NIH, Building 38, Room 1N21, 8600 Rockville Pike, Bethesda, MD 20894. Chief, Medlars Management Section, Bibliographic Services Division, Library Operations, National Institutes of Health, National Library of Medicine, Building 38A, Room 4N419, 8600 Rockville Pike, Bethesda, MD 20894. Notification procedure: Write to the system manager to determine if a record exists. The requester must also verify his or her identity by providing either a notarization of the request or a written certification that the requester is who he or she claims to be and understands that the knowing and willful request for acquisition of a record pertaining to an individual under false pretenses is a criminal offense under the Act, subject to a five thousand dollar fine. Record access procedures: Same as Notification Procedure. Requesters should also reasonably specify the record contents being sought. Individuals may also request an accounting of disclosures that have been made of their records, if any. Contesting record procedure: Write to the official at the address specified under Notification Procedure above, and reasonably identify the record and specify the information to be contested, the corrective action sought, and the reasons for the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). Record source categories: Individual, NIH Library ID card data. Systems exempted from certain provisions of the act: None. #..09-25-0007 #....System name: Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS. Security classification: None. System location: Building 13, Room G904, National Institutes of Health, 9000 Rockville Pike, Bethesda, MD 20892. Write to the system manager at the address below for the address of any Federal Records Center where records from this system may be stored. Categories of individuals covered by the system: NIH employees who apply for safety glasses. Categories of records in the system: Explanation of eye impact and hazard occupation. Authority for maintenance of the system: 5 U.S.C. 7902. Purpose(s): Records are used for proper distribution of safety glasses and for proof of delivery. 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
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