[Federal Register Volume 64, Number 134 (Wednesday, July 14, 1999)]
[Notices]
[Pages 37990-37992]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-17762]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Program Support Center
Privacy Act of 1974; New System of Records
AGENCY: Program Support Center (PSC), HHS.
ACTION: Notification of a new system of records.
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SUMMARY: In accordance with the requirements of the Privacy Act, the
PSC is publishing a notice of a new system of records, 09-40-0013,
``PSC Parking Program and PSC Transhare Program Records, HHS/PSC/AOS.''
We are also proposing routine uses for this new system.
DATES: The PSC invites interested parties to submit comments on the
proposed internal and routine uses on or before August 18, 1999. The
PSC has sent a Report of a New System to the Congress and to the Office
of Management and Budget (OMB) on July 2, 1999. The new system of
records will be effective 40 days from the date submitted to OMB unless
PSC receives comments which would result in a contrary determination.
ADDRESSES: Address comments to the Privacy Act Officer, Program Support
Center, 5600 Fishers Lane, Room 17A-08, Rockville, Maryland 20857. We
will make comments received available for public inspection at the
above address during normal business hours, 8:30 a.m.-5 p.m.
FOR FURTHER INFORMATION CONTACT: Irene West, Room 17A-08, Parklawn
Building, 5600 Fishers Lane, Rockville, Maryland 20857, telephone (301)
443-2045. This is not a toll-free number.
SUPPLEMENTARY INFORMATION: The Program Support Center (PSC) proposes to
establish a new system of records: 09-40-0013, ``PSC Parking Program
and PSC Transhare Program Records, HHS/PSC/AOS.'' This system of
records will be used by PSC staff to: (1) Administer the parking
program at the Parklawn Building complex; (2) manage the PSC Transhare
Program, including receipt and processing of employee applications, and
coordination of the fare media distribution to employees; and (3)
monitor the use of funds used to support the PSC Transhare Program.
The system will contain records that contain information such as
participant's name; pay plan; grade level; employing organization;
building and room; duty hours and location; name of supervisor; home
address; office telephone number; assigned parking space number;
vehicle information, i.e., tag number and State; make and model of car;
physician's statement in support of handicapped parking assignments and
query to supervisors in support of handicapped parking assignments,
where applicable; Transhare commuter card number; commute mode to work;
and type of fare media used.
The amount of information recorded on each individual will be only
that which is necessary to accomplish the purpose of the system. Each
record is established from an application form that has been submitted
to the Parking and Information Office, Building Management Branch,
Division of Property Management, Administrative Operations Service,
PSC, by the applicant.
Authorities: The Federal Property and Administrative Services
Act of 1949, as amended; and, Pub. L. 101-509 section 629, as
amended, (5 U.S.C. 7905, ``Programs to encourage commuting by means
other than single-occupancy motor vehicles'').
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The routine uses proposed for this system are compatible with the
stated purposes of the system, i.e., to administer and manage the PSC
Parking and Transhare Programs and to monitor the use of funds used to
support the PSC Transhare Program.
The PSC will disclose relevant information to third parties outside
the Department as follows: Routine use 1: PSC may disclose information
from this system of records to city, county, State, and Federal law
enforcement agencies should PSC become aware of evidence of a potential
violation of civil or criminal law. Routine use 2: Disclosure may be
made to a congressional office from the record of an individual upon
the written request of the record subject to obtain assistance from
his/her congressional representative. Individuals sometimes request the
help of a Member of Congress in resolving some issue relating to a
matter before HHS. The Member of Congress then writes HHS and HHS must
be able to give sufficient information to be responsive to the inquiry.
Routine use 3: Disclosure may be made to the Department of Justice, or
to a court or other tribunal, in case of litigation where HHS
determines that such disclosure is relevant and necessary 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
[[Page 37991]]
collected. Routine use 4: Disclosure may be made to a contractor for
the purpose of collating, analyzing, aggregating or otherwise refining
records in this system. HHS occasionally contracts out certain of its
functions when this would contribute to effective and efficient
operations. HHS must be able to give a contractor whatever information
is necessary for the contractor to fulfill its duties. Routine use 5:
Disclosure may be made to officials of labor organizations when
relevant and necessary to their duties of exclusive representation
concerning practices and matters affecting working conditions. Routine
use 6: Disclosure may be made to organizations deemed qualified by the
Secretary to carry out quality assessments or utilization review.
SAFEGUARDS:
The PSC has instituted extensive safeguards to protect both the
automated and non-automated records. The PSC Systems Security Officer
has certified that the safeguards for the system are commensurate with
the sensitivity and criticality of the records. The system notice
describes: (1) The safeguards that are in effect to ensure that only
authorized users have access to the records; (2) the physical security
measures used to protect the records; (3) the procedural safeguards to
ensure data integrity and prevent unauthorized access and disclosure;
and (4) security guidelines for contractors, as applicable.
The system notice is written in the present rather than future
tense to avoid the unnecessary expenditure of public funds to republish
the notice after the new system becomes effective.
Dated: July 2, 1999.
Lynda M. Regan,
Director, Program Support Center.
09-40-0013
SYSTEM NAME:
PSC Parking Program and PSC Transhare Program Records, HHS/PSC/AOS.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Division of Property Management, Administrative Operations Service,
Program Support Center, Room 5B-07, Parklawn Building, 5600 Fishers
Lane, Rockville, MD 20857.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current HHS employees and others who use Parklawn Building parking
facilities; HHS employees who apply for and participate in the PSC
Transhare Program.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains records relating to the administration of the
parking permit system and the PSC Transhare Program for the Parklawn
Building complex. The records include information such as name; pay
plan; grade level; employing organization; building and room; duty
hours and location; name of supervisor; home address; office telephone
number; assigned parking space number; vehicle information, i.e., tag
number and State; make and model of car; physician's statement in
support of handicapped parking assignments and query to supervisors in
support of handicapped parking assignments, where applicable; Transhare
commuter card number, commute mode to work; and type of fare media
used.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Property and Administrative Services Act of 1949, as
amended; and, Pub. L. 101-509 section 629, as amended, (5 U.S.C. 7905,
``Programs to encourage commuting by means other than single-occupancy
motor vehicles'').
PURPOSE(S):
These records are used to:
1. Administer the parking program at the Parklawn Building complex.
2. Manage the PSC Transhare Program, including receipt and
processing of employee applications, and coordination of the fare media
distribution to employees.
3. Monitor the use of funds used to support the PSC Transhare
Program.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These records or information from these records may be used:
1. To disclose pertinent information to appropriate city, county,
State and Federal law enforcement agencies responsible for
investigating, prosecuting, enforcing, or implementing statutes, rules,
regulations or orders, when HHS becomes aware of evidence of a
potential violation of civil or criminal law.
2. To disclose information to a congressional office from the
record of an individual in response to a verified inquiry from that
congressional office made at the written request of that individual.
3. To disclose information to the Department of Justice, 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 interest in such litigation, and HHS
determines that the use of such records by the Department of Justice,
the court or other tributnal 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 are collected.
4. When HHS contemplates contracting with a private firm for the
purpose of collating, analyzing, aggregating, or otherwise refining
records in this system, relevant records will be disclosed to such a
contractor. The contractor will be required to maintain Privacy Act
safeguards with respect to such records. These safeguards are explained
in the section entitled ``Safeguards.''
5. To disclose information to officials of labor organizations
recognized under 5 U.S.C. Chapter 71 when relevant and necessary to
their duties of exclusive representation, concerning personnel
policies, practices, and matters affecting working conditions.
6. Disclosure may be made to organizations deemed qualified by the
Secretary to carry out quality assessments or utilization review.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained in file folders, cabinets, on disks
and in an automated data base.
RETRIEVABILITY:
These records are retrieved by the name, parking space number,
permit number, address, vehicle information and PSC Transhare commuter
card number of the individuals on whom they are maintained.
SAFEGUARDS:
1. Authorized Users: Data on computer files is accessed by
authorized users who are PSC employees and who are responsible for
implementing the program.
2. Physical Safeguards: Rooms where records are stored are locked
when not in use. During regular business hours,
[[Page 37992]]
rooms are unlocked but are controlled by on-site personnel.
3. Procedural and Technical Safeguards: A password is required to
access the terminal, and a data set name controls the release of data
to only authorized users. All users of personal information in
connection with the performance of their jobs (see Authorized Users
above) protect information from public view and from unauthorized
personnel entering an unsupervised office.
4. Contractor Guidelines. A contractor who is given records under
routine use 4 must maintain the records in a secured area, allow only
those individuals immediately involved in the processing of the records
to have access to them, prevent unauthorized persons from gaining
access to the records, and return the records to the System Manager
immediately upon completion of the work specified in the contract.
Contractor compliance is assured through inclusion of Privacy Act
requirements in contract clauses, and through monitoring by contract
and project officers. Contractors who maintain records are instructed
to make no disclosure of the records except as authorized by the System
Manager and as stated in the contract.
RETENTION AND DISPOSAL:
Parking records are maintained for varying periods of time, in
accordance with NARA General Records Schedule 11 (parking permits).
Disposal of manual records is by shredding; electronic data is erased.
PSC Transhare records are retained for a maximum of two years
following the last month of an employee's participation in the PSC
Transhare Program. Paper copies are destroyed by shredding. Computer
files are destroyed by deleting the record from the file.
SYSTEM MANAGER(S) AND ADDRESS:
Office Manager, Parking and Information Office, Building Management
Branch, Division of Property Management, Administrative Operations
Service, PSC, Room 5B-07, 5600 Fishers Lane, Rockville, MD 20857.
NOTIFICATION PROCEDURES:
Same as Access Procedures. The requester is required to specify
reasonably the contents of the records being sought.
RECORD ACCESS PROCEDURES:
To determine whether information about themselves is contained in
this system, the subject individual should contact the System Manager
at the above address. 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.
Individuals must provide the following information for their records to
be located and identified: (a) Full name, (b) parking space number (if
appropriate); (c) vehicle license number (if appropriate) and (d) for
the PSC Transhare Program, the requester must provide the commuter card
number and the dates of participation in the Program. The requester
must also understand that the knowing and willful request for
acquisition of a record pertaining to an individual under false
pretenses is a criminal offense subject to a fine. An individual who is
the subject of records maintained in this records system may also
request an accounting of disclosures that have been made of his or her
records.
Requests by telephone: Since positive identification of the caller
cannot be established, telephone requests are not honored.
CONTESTING RECORD PROCEDURES:
Contact the System Manager specified above and reasonably identify
the record, specify the information to be contested, the corrective
action sought, and your reasons for requesting the correction, along
with supporting information to show how the record is inaccurate,
incomplete, untimely or irrelevant.
RECORD SOURCE CATEGORIES:
Records are developed from information supplied by applicants and,
for handicapped parking assignments, by physicians and supervisors.
SYSTEM(S) EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 99-17762 Filed 7-13-99; 8:45 am]
BILLING CODE 4168-17-M