[Federal Register Volume 75, Number 249 (Wednesday, December 29, 2010)]
[Notices]
[Pages 82053-82055]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-32767]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-5386-N-15]


Notification of a New Privacy Act System of Records, Effort to 
Outcomes--Case Management System for the Disaster Housing Assistance 
Program (DHAP-IKE)

AGENCY: Office of the Chief Information Officer, HUD.

ACTION: Notification of a New Privacy Act System of Records.

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SUMMARY: HUD proposes to create a new Privacy Act System of Records as 
required under the Privacy Act (5 U.S.C. 552a), as amended. The new 
records system is the Efforts to Outcomes (ETO) system, which contains 
the data on families transferred to HUD by the Federal Emergency 
Management Agency (FEMA) for participation in HUD's DHAP-Ike . Pursuant 
to FEMA these families are deemed eligible to receive rental housing 
assistance and on-going case management services, due to the 
catastrophic damage caused by Hurricanes Gustav or Ike . The purpose of 
the ETO application is to capture and monitor pertinent data relating 
to family self-sufficiency, permanent housing status, service needs, 
and to facilitate on-going tracking and management of these services, 
leading to greater self-sufficiency for participants when the DHAP-Ike 
ends.

DATES: Effective Date: The Effective date shall begin January 28, 2011 
or 40 days from the date the report of the new records system is 
submitted to OMB and Congress.
    Comments Due Date: January 28, 2011.

ADDRESSES: Interested persons are invited to submit comments regarding 
this notice to the Rules Docket Clerk, Office of General Counsel, 
Department of Housing and Urban Development, 451 Seventh Street, SW., 
Room 10276, Washington, DC 20410-0500. Communications should refer to 
the above docket number and title. A copy of each communication 
submitted will be available for public inspection and copying between 8 
a.m. and 5 p.m. weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Donna Robinson-Staton, Chief Privacy 
Officer, 451 Seventh Street, SW., Room 2256, Washington, DC 20410, 
Telephone Number (202) 402-8076. (This is not a toll-free number.) A 
telecommunication device for hearing-and speech-impaired individuals 
(TTY) is available at (800) 877-8339 (Federal Information Relay 
Service).

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, notice is given that HUD proposes to 
establish a new system of records, the Efforts to Outcome System. Title 
5 U.S.C. 552a(e)(4) and (11) provide that the public be afforded a 30-
day period in which to comment on the new system of records. The new 
system report was submitted to the Office of Management and Budget 
(OMB), the Senate Committee on Governmental Affairs, and the House 
Committee on Government Reform pursuant to paragraph 4c of Appendix 1 
to OMB Circular No. A-130, ``Federal Responsibilities for Maintaining 
Records About Individuals,'' July 25, 1994 (59 FR 37914).

    Authority: 5 U.S.C. 552a, 88 Stat. 1896; 42 U.S.C. 3535(d).

    Dated: December 20, 2010.
Jerry E. Williams,
Chief Information Officer.
HUD/PIH-8

SYSTEM NAME:
    Efforts to Outcome Case Management Tracking System for DHAP-Ike.

SYSTEM LOCATION:
    Baltimore, Maryland.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who are covered by this system are individuals and 
families

[[Page 82054]]

displaced by Hurricanes Gustav or Ike, who receive rental subsidy 
through the DHAP-Ike and agree to all program requirements including 
case management.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Files contain identifying information about program participants 
and their household members such as name, social security number, and 
current address. In addition, the files contain information about 
education level, employment and training needs, elderly and disability 
status, social service needs and service referrals. The client provides 
information regarding education level, employment and training, 
disability status and social service needs as information that the case 
manager may use to assess any barriers to permanent housing attainment 
and/or increased self-sufficiency. The case manager uses this 
information in order to identify appropriate service referrals, to help 
prepare clients for the eventual end of the DHAP-Ike in March 2011.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Legal authority for DHAP is based on the Department of Homeland 
Security's general grant authority under section 102(b)(2) of the 
Homeland Security Act, 6 U.S.C. 112, and sections 408(b)(1), 426 and 
306(a) of the Robert T. Stafford Disaster Relief and Emergency 
Assistance Act (Stafford Act), 42 U.S.C. 5174(b)(1), 5189(d) and 
5149(a), and HUD's 2009 Appropriations Act modified Section 904 of the 
Stewart B. McKinney Act of 1988, as amended, to include Disaster 
Housing Assistance Program Ike (DHAP-Ike) as a ``program'' of HUD, 
respectively.

PURPOSES:
    ETO captures pertinent data relating to family self-sufficiency, 
permanent housing status and service needs. ETO supports DHAP-Ike 
grantees in their case management efforts and HUD staff in their 
program monitoring activities and providing required reports to FEMA in 
fulfillment of its responsibilities outlined within the Inter Agency 
Agreement (IAA). The system was procured through contract number: C-
DEN-02332. The system allows DHAP-Ike grantees to implement and report 
case management services for FEMA's DHAP-Ike program, for which HUD is 
the servicing agent. This system will assist with the administration of 
rental housing assistance and case management services to individuals 
and families whose residences have been rendered uninhabitable as a 
result of Hurricanes Gustav and Ike. The data stored in this system of 
records may be used for research and statistical purposes. In such 
cases, data presented in any research report will be aggregated to a 
level that does not disclose information that can be used to identify 
any individual represented in the system.

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 include:
    (a) To Case Managers--for caseload management and to track progress 
and outcomes of individuals enrolled in the DHAP-Ike;
    (b) To PHAs to monitor outcomes and monitor case management 
activities provided at the local level;
    (c) To FEMA--quarterly data reporting as required under the IAA to 
monitor program activities at the national level;
    (d) To HUD or individuals under contract, grant or cooperative 
agreement with HUD, to monitor PHA efforts and compliance requirements, 
facilitate technical assistance and for research and evaluation of 
national program outcomes; and
    (e) To HUD or individuals under contract, grant or cooperative 
agreement with HUD to monitor PHA activities and facilitate technical 
assistance to DHAP-Ike grantees.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
    Records are stored electronically on a computer server located at 
SunGard, 1500 Spring Garden St., 3rd Floor, Philadelphia, PA 19130.

RETRIEVABILITY:
    Records are retrieved by PHA name, participant name, Social 
Security Number, FEMA Number, city, zip code, or general demographic 
characteristics. However, the general search method is by last name.

SAFEGUARDS:
    Records are maintained on a secure computer network protected by a 
firewall. Access to the system is restricted to authorized users only, 
requires a user ID and is password protected. Manual files without 
unique identifier information will be safeguarded and accessed by staff 
on a need-to-know basis only. HUD and Social Solutions, Inc. (SSI, the 
Software Provider) will maintain manual files of ETO data without 
unique identifiers, information that does not allow an individual to be 
linked to the information in the file in the same manner as personally 
identifiable information, with proper administrative, and physical 
controls required to secure, protect, and preserve the integrity of all 
system generated data, as required under the Privacy Act of 1974. 
Additionally, hard copy files are stored by grantees (PHAs) in 
locations that are locked and secured, with access granted to only to a 
limited number of authorized users.

RETENTION AND DISPOSAL:
    Information is archived electronically and stored. Records will be 
retained and disposed of in accordance with the General Records 
Schedule included in HUD Handbook 2228.2, appendix 14, items 21-26.

SYSTEM MANAGER(S) AND ADDRESS:
    Iyabo Morrison, Public and Indian Housing, Office of Public Housing 
and Voucher Programs, Department of Housing and Urban Development, 451 
Seventh Street, SW., Room 4232, Washington, DC 20410.

NOTIFICATION AND RECORDS ACCESS PROCEDURES:
    The Department's rules for providing access to records to the 
individual concerned are in accordance with 24 CFR part 16--
Implementation of the Privacy Act of 1974. Individuals seeking 
information, assistance, or inquiry about the existence of records 
should contact the Departmental Privacy Act Officer, Department of 
Housing and Urban Development, 451 Seventh Street, SW., Room 2256, 
Washington, DC 20410. Written requests must include the full name, 
current address, and telephone number of the individual making the 
request, as well as proof of identity, including a description of the 
requester's relationship to the information in question.

CONTESTING RECORDS PROCEDURES:
    The procedures for contesting the contents of records and appealing 
initial denials appear in 24 CFR part 16--Implementation of the Privacy 
Act of 1974. If additional information or assistance is required, 
contact: (i) The Chief Privacy Officer, Department of Housing and Urban 
Development, 451 Seventh Street, SW, Room 2256, Washington, DC 20410, 
if contesting the content of record; or (ii) The Departmental Privacy 
Appeals Officer, Office of General Counsel, Department of Housing and 
Urban Development, 451 Seventh Street, SW., Washington, DC 20410, for 
appeals of initial denials.

[[Page 82055]]

RECORD SOURCE CATEGORIES:
    DHAP-Ike housing agency grantees, case managers, HUD contractors, 
sub-contractors, and HUD employees.

EXEMPTION(S):
    None.

[FR Doc. 2010-32767 Filed 12-28-10; 8:45 am]
BILLING CODE 4210-67-P