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<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] [Page 28194] #.DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT Office of the Secretary Preliminary Statement 1. General Statement of Routine Uses. Routine Use--Law Enforcement In the event that a system of records maintained by this Department to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. Routine Use--Disclosure When Requesting Information A record from a system of records maintained by this Department may be disclosed as a routine use of a federal, state, or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Routine Use--Disclosure or Requested Information A record from a system of records maintained by this Department may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. Routine Use--Disclosure to OMB The information contained in a system of records will be disclosed to the Office of Management and Budget in connection with review of private relief legislation as set forth in OMB Circular No. A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular, and for the purpose of evaluating the Department's credit and debt collection activities to further the goal of the President's Management Improvement Council. Routine Use--Disclosure Pursuant to Congressional Inquiry Disclosures 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. TABLE OF CONTENTS HUD/DEPT-1 Accidents, Employees and/or Government Vehicles. HUD/DEPT-2 Accounting Records. HUD/DEPT-4 Fee Inspectors, Appraisers, and Mortgage Credit Examiners. HUD/DEPT-5 Architects and Engineers. HUD/DEPT-9 Single-Family Casualty Damage Files. HUD/DEPT-10 Construction Complaints Files. HUD/DEPT-15 Equal Opportunity Housing Complaints. HUD/DEPT-20 Homeownership Assistance and Recertification Application (HARAS). HUD/DEPT-22 Housing Counseling. HUD/DEPT-23 Single-Family Research Files. HUD/DEPT-24 Investigation Files. HUD/DEPT-25 Legal Actions Files. HUD/DEPT-28 Property Improvement and Manufactured (Mobile) Home Loans--Default. HUD/DEPT-29 Rehabilitation Grants and Loans Files. HUD/DEPT-32 Mortgages--Delinquent/Default/Assigned/Temporary Mortgage Assistance Payments (TMAP) Program. HUD/DEPT-34 Pay and Leave Records of Employees. HUD/DEPT-37 Personnel Travel System. HUD/DEPT-42 Rent Subsidy Program Files. HUD/DEPT-43 Property Disposition Files. HUD/DEPT-44 Relocation Assistance Files. HUD/DEPT-46 Single Family Case Files. HUD/DEPT-51 Standards of Conduct Files. HUD/DEPT-52 Privacy Act Requesters. HUD/DEPT-53 Consumer Complaint Handling System. HUD/DEPT-54 Parking Permit Application Files. HUD/DEPT-56 Telephone Numbers of HUD Officials. HUD/DEPT-58 HUD Child Care Center Files. HUD/DEPT-62 Claims Collection Records. HUD/DEPT-63 Secretary's Correspondence Control System. HUD/DEPT-64 Congregate Housing Services Program Data Files. HUD/DEPT-65 IDEAS Program Case Files. HUD/DEPT-66 Grievance Records. HUD/DEPT-67 Employee Counseling and Occupational Health Records. HUD/DEPT-68 HUD Government Motor Vehicle Operators Records. HUD/DEPT-69 Intergovernmental Personnel Act Assignment Records. HUD/DEPT-71 Employee Identification File. HUD/DEPT-72 Congressional Correspondence Files (Communication Control System). HUD/DEPT-73 Government Property on Personal Charge Files. HUD/DEPT-74 Executive Emergency Cascade Alerting System. HUD/DEPT-75 Priority Consideration/Special Reassignment Files. HUD/DEPT-76 HUD Employee Locator File. HUD/DEPT-77 Audit Planning and Operations System (APOS) HUD/DEPT-80 Long Distance Telephone Call Detail System. HUD/DEPT-81 Ethics Filings. HUD/DEPT-82 ADP Security Clearance Information System. HUD/CPD-1 Rehabilitation Loans-Delinquent/Default. HUD/EC-01 Compliance Case Tracking System HUD/EC-02 Departmental Tracking System (DTS), V02A. HUD/H-3 Single Family Housing Monitoring System (F-39). HUD/H-5 Single Family Computerized Homes Underwriting Management System(CHUMS) HUD/H-6 Section 518 Files. HUD/H-7 Previous Participation Files. HUD/H-8 Property Rental Files. HUD/H-9 Property Management Records. HUD/H-11 Tenant Housing Assistance and Contract Verification Data. HUD/H-12 Housing Compliance Files. HUD/H-14 Interstate Land Sales Registration Files. HUD/HS-10 Single Family Insurance System and Home Equity Conversion Mortgage System. HUD/HS-15 Single Family Data Warehouse System (D64A). HUD/HS-50 HUD/FHA Lender Approval Files. HUD/OIG-1 Investigative Files of the Office of Inspector General. HUD/OIG-2 Hotline Complaint Files of the Office of Inspector General. HUD/OIG-3 Name Indices System of the Office of Inspector General. HUD/OIG-4 Independent Auditor Montiroing Files of the Office of Inspector General. HUD/OIG-5, AutoAudit of the Office of Inspector General. HUD/OIG-6 AutoInvestigation of the Office of Inspector General. HUD/PD&R-6 Real Estate Settlement Cost Research Files. HUD/PD&R-7 Section 8 Program Research Data Files. HUD/PD&R-8 Income Certification Evaluation Data Files. HUD/PD&R-9 HUD USER File for Research Products, Services and Publications. Office of Federal Housing Enterprise Oversight OFHEO-01 Financial Management System. FHEO-02 Pay and Leave System. OFHEO-03 Employee Identification Card System. OFHEO-04 Property Inventory System. OFHEO-05 Senior Staff Biography System. HUD/REAC-1 Tenant Eligibility Verification Files. HUD/REAC-2 Independent Public Accountant Quality Assurance Files. HUD/REAC-3 Quality Assurance/Quality Control Administrative Files of the Real Estate Assessment Center. #.. HUD/DEPT-1 #....System name: Accidents, Employees and/or Government Vehicles. System location: Most Department Offices, including the Headquarters Office. For a complete listing of these officers, with addresses, see Appendix A. Categories of individuals covered by the system: HUD employees in on-the-job accidents, including accidents involving official use of motor vehicles. Categories of records in the system: Details of how accidents occurred and injuries were sustained; employees' absences due to injuries and resultant claims; and property damage incurred. Authority for maintenance of the system: Occupational Safety and Health Act of 1970, Pub.L. 91-596. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Routine Uses paragraphs in prefatory statement. Other routine uses; the records are used by the Department of Labor when personal injury occurs and/ or compensations is involved. GSA uses the records when accidents involve motor vehicles and the repair of those vehicles. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: In file folders. Retrievability: Subject name. Safeguards: The systems records are kept in lockable file cabinets, desks, and in locked rooms. Retention and disposal: Procedural disposal follows: HUD Handbook General Records Schedule. System manager(s) and address: Director, Policy Evaluation and Special Projects Division, Office of Administrative Services, Department of Housing and Urban Development, 451 Seventh Street SW, Washington, DC 20410. Notification procedure: For information, assistance, or inquiry about existence of records, contact the Privacy Act Officer at the appropriate location, in accordance with 24 CFR part 16. A list of all locations is given in appendix A. Record access procedures: The Department's rules for providing access to records to the individual concerned appear in 24 CFR part 16. If additional information or assistance is required contact the Privacy Act Officer at the appropriate location. A list of all locations is given in appendix A. Contesting record procedures: The Department's rules for contesting the contents of records and appealing initial denials, by the individual concerned, appear in 24 CFR part 16. If additional information or assistance is needed, it may be obtained by contacting: (i) In relation to contesting contents of records, the Privacy Act Officer at the appropriate location. A list of all locations is given in appendix A, (ii) in relation to appeals of initial denials, the HUD Departmental Privacy Appeals Officer, General Counsel, Department of Housing and Urban Development, 451 Seventh Street SW, Washington, DC 20410. Record source categories: Subject individual and supervisor, Federal Government agencies; law enforcement agencies; current or previous employers; accident investigation officers. #.. HUD/DEPT-2 #....System name: Accounting Records. System location: Headquarters and field offices. For a complete listing of these offices, with addresses, see appendix A. Categories of individuals covered by the system: Mortgagors; mortgagees; grant/project and loan applicants and recipients; HUD personnel; vendors; brokers; bidders; managers; tenants; individuals within Disaster Assistance Programs: builders, developers, contractors, and appraisers; individuals writing to the Department; employees on HUD/FHA projects; investors; subjects of audits; closing agents; former mortgagors and purchasers of HUD-owned properties; manufactured (mobile) home and home improvement loan debtors who are delinquent or in default on their loans; and, rehabilitation loan debtors who are delinquent or in default on their loans. Categories of records in the system: Lease and collection register; schedules of payments receivable and received; premiums due; claims files and fee billing statements; escrow and Certificates of Deposit files; cash flow and budget control files; earnest money register; purchase order log; imprest fund; Field managers' accounting records: Restitution, maintenance, and market expresses; distributive shares records; salary; savings bonds; bills of lading; vouchers; invoices; receipts; cancelled checks; mortgages, builders' and contractors' financial statements, records and audit reports; requests for termination for home mortgage insurance; deposit and receipt records; detailed accounting reports concerning diversified payments, disbursements, and cancelled checks; repurchases of mortgages; adjustments from recoveries, manual adjustments, and defaults; acquired home property records; sales closing papers; statement of accounts; tax records; notes; records of claims and chargeoffs; repayment agreements; credit reports; financial statements; records of foreclosures; and, collection and field reports. Authority for maintenance of the system: Sec. 113 of the Budget and Accounting Act of 1950 31 U.S.C. 66a. (Pub. L. 81-784). 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 are as follows: (a) To the U.S. Treasury--for disbursements and adjustments thereof. (b) To the Internal Revenue Service--for reporting of sales commissions and for reporting of discharge indebtedness. (c) To the General Accounting Office, General Services Administration, Department of Labor, Labor housing authorities, and taxing authorities--for audit, accounting and financial reference purposes. (d) To mortgage lenders--for accounting and financial reference purposes, for verifying information provided by new loan applicants and evaluating creditworthiness. (e) To HUD contractors--for debt and/or mortgage note servicing. (f) To financial institutions that originated or serviced loans-- to give notice of disposition of claims. (g) To title insurance companies--for payment of liens. (h) To local recording offices--for filing assignments of legal documents, satisfactions, etc. (i) To the Defense Manpower Data Center (DMDC) of the Department of Defense and the U.S. Postal Service to conduct computer matching programs for the purpose of identifying and locating individuals who are receiving Federal salaries or benefit payments and are delinquent in their repayment of debts owed to the U.S. Government under certain programs administered by HUD in order to collect the debts under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment, or by administrative or salary offset procedures. (j) To any other Federal agency for the purpose of effecting administrative or salary offset procedures against a person employed by the agency or receiving or eligible to receive some benefit payments from the agency when HUD as a creditor has a claim against that person. (k) With other agencies; such as, Departments of Agriculture, Education, Justice and Veteran Affairs, and the Small Business Administration--for use of HUD's Credit Alert Interactive Voice Response System (CAIVRS) to prescreen applicants for loans or loans guaranteed by the Federal Government to ascertain if the applicant is delinquent in paying a debt owed to or insured by the Government. (l) To the Internal Revenue Service by computer matching to
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