[Federal Register Volume 77, Number 154 (Thursday, August 9, 2012)]
[Notices]
[Pages 47641-47652]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-19572]
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FEDERAL HOUSING FINANCE AGENCY
[No. 2012-N-10]
Privacy Act of 1974; System of Records
AGENCY: Federal Housing Finance Agency.
[[Page 47642]]
ACTION: Notice of proposed revision of system of records, establishment
of new systems of records, and the removal of systems of records
notices; request for comments.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, as amended (Privacy Act), the Federal Housing Finance Agency
(FHFA) gives notice of and requests comments on the proposed revision
of one existing system of records, the establishment of four new
systems of records, and the removal of three existing systems of
records notices.
The revised existing system of records is ``Fraud Reporting
System'' (FHFA-6). The proposed systems of records are: ``Visitor
Badge, Employee and Contractor Personnel Day Pass, and Trackable Mail
System'' (FHFA-17), ``Reasonable Accommodation Information System''
(FHFA-18), ``Computer Systems Activity and Access Records System''
(FHFA-19), and ``Telecommunications System'' (FHFA-20).
In addition, upon the effective date of this notice, the Office of
Federal Housing Enterprise Oversight systems of records notices,
``OFHEO-10 Reasonable Accommodation Information System'' (73 FR 19236
(April 9, 2008)), ``OFHEO-08 Computer Systems Activity and Access
Records System'' (71 FR 6085 (February 6, 2006)), and ``OFHEO-09
Telecommunications System'' (71 FR 39123 (July 11, 2006)) will be
removed.
DATES: The effective date of the notice is September 18, 2012 unless
comments necessitate otherwise. FHFA will publish a new notice if, in
order to review comments, the effective date is delayed or if changes
are made based on comments received. To be assured of consideration,
comments must be received on or before September 10, 2012.
ADDRESSES: Submit comments, identified by ``2012-N-10,'' using only one
of the following methods:
Email: Comments to Alfred M. Pollard, General Counsel, may
be sent by email to [email protected]. Please include ``2012-N-10''
in the subject line of the message.
Federal eRulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments. If you submit your
comment to the Federal eRulemaking Portal, please also send it by email
to FHFA at [email protected] to ensure timely receipt by FHFA.
Please include ``2012-N-10'' in the subject line of the message.
U.S. Mail, United Parcel Service, Federal Express, or
Other Mail Service: The mailing address for comments is: Alfred M.
Pollard, General Counsel, Attention: Comments/2012-N-10, Federal
Housing Finance Agency, 400 Seventh Street SW., Washington, DC 20024.
Please note that all mail sent to the FHFA via the U.S. Postal Service
is routed through a national irradiation facility, a process that may
delay delivery by approximately two weeks. For any time-sensitive
correspondence, please plan accordingly.
Hand Delivered/Courier: The hand delivery address is:
Alfred M. Pollard, General Counsel, Attention: Comments/2012-N-10,
Federal Housing Finance Agency, 400 Seventh Street SW., Washington, DC
20024. The package should be delivered to the Seventh Street entrance
Guard Desk, First Floor, on business days between 9 a.m. to 5 p.m.
See SUPPLEMENTARY INFORMATION for additional information on submission
and posting of comments.
FOR FURTHER INFORMATION CONTACT: Stacy Easter, Privacy Act Officer,
[email protected] or 202-649-3803, or David A. Lee, Senior Agency
Official for Privacy, [email protected] or 202-649-3803 (not toll free
numbers), Federal Housing Finance Agency, Eighth Floor, 400 Seventh
Street SW., Washington, DC 20024. The telephone number for the
Telecommunications Device for the Deaf is 800-877-8339.
SUPPLEMENTARY INFORMATION:
I. Comments
FHFA seeks public comments on the revised and proposed systems of
records, and will take all comments into consideration. See 5 U.S.C.
552a(e)(4) and (11). In addition to referencing ``Comments/2012-N-10,''
please reference the title and the system of records number your
comment addresses.
All comments received will be posted without change on the FHFA Web
site at http://www.fhfa.gov, and will include any personal information
provided, such as name, address (mailing and email), and telephone
numbers. In addition, copies of all comments received will be available
without change for public inspection on business days between the hours
of 10 a.m. and 3 p.m., at the Federal Housing Finance Agency, Eighth
Floor, 400 Seventh Street SW., Washington, DC 20024, without change. To
make an appointment to inspect comments, please call the Office of
General Counsel at 202-649-3804.
II. Introduction
This notice satisfies the Privacy Act requirement that an agency
publish a system of records notice in the Federal Register when there
is an addition or change to an agency's systems of records. Congress
has recognized that application of all requirements of the Privacy Act
to certain categories of records may have an undesirable and often
unacceptable effect upon agencies in the conduct of necessary public
business. Consequently, Congress established general exemptions and
specific exemptions that could be used to exempt records from
provisions of the Privacy Act. Congress also required that exempting
records from provisions of the Privacy Act would require the head of an
agency to publish a determination to exempt a record from the Privacy
Act as a rule in accordance with the Administrative Procedure Act. The
Acting Director of FHFA has determined that records and information in
these five systems of records are not exempt from the requirements of
the Privacy Act.
As required by the Privacy Act, 5 U.S.C. 552a(r), and pursuant to
paragraph 4c of Appendix I to OMB Circular No. A-130, ``Federal Agency
Responsibilities for Maintaining Records About Individuals,'' dated
February 8, 1996 (61 FR 6427, 6435 February 20, 1996), FHFA has
submitted a report describing the five systems of records covered by
this notice to the Committee on Oversight and Government Reform of the
House of Representatives, the Committee on Homeland Security and
Governmental Affairs of the Senate, and the Office of Management and
Budget.
III. Proposed Systems of Records
The system of records ``Fraud Reporting System'' (FHFA-6) is being
revised to address new records that will be collected, to update the
routine uses of such records, and to make non-substantive edits.
The proposed new system ``Visitor Badge, Employee and Contractor
Personnel Day Pass, and Trackable Mail System'' (FHFA-17), will contain
records related to members of the public and employees and contractor
personnel from other Federal agencies who visit FHFA; FHFA employees
and contractor personnel who require a day pass to access FHFA
facilities; and FHFA employees who pre-register or authorize visitors
to enter FHFA facilities. The system also covers individuals or
organizations that send or deliver trackable mail to FHFA (e.g.,
express mail, courier mail, or other forms of
[[Page 47643]]
mail that are tracked from the sender to the recipient).
The other three proposed systems of records notices will revise and
replace three existing systems of records notices issued by one of
FHFA's predecessor agencies, the Office of Federal Housing Enterprise
Oversight (OFHEO). The underlying systems remain intact. New notices,
with additional information collected, and routine uses identified, are
being issued to reflect that OFHEO no longer exists and that the new
notices are issued by FHFA. These three proposed systems are described
below.
The ``Reasonable Accommodation Information System'' (FHFA-18) will
contain information related to requests for reasonable accommodation
from employees, applicants, or others. This new system of records
notice will replace the system of records notice issued by OFHEO,
``OFHEO-10 Reasonable Accommodation Information Systems'' (73 FR 19236
(April 9, 2008)), which will be removed on the effective date of this
notice.
The ``Computer Systems Activity and Access Records System'' (FHFA-
19) will contain information related to use of FHFA computer systems.
This system of records notice will replace the system of records notice
issued by OFHEO, ``OFHEO-08 Computer Systems Activity and Access
Records Systems'' (71 FR 6085 (February 6, 2006)), which will be
removed on the effective date of this notice.
The ``Telecommunications System'' (FHFA-20) will contain
information related to the use of FHFA telecommunication systems. This
system of records notice will replace the system of records notice
issued by OFHEO, ``OFHEO-9 Telecommunications Systems'' (71 FR 39123
(July 11, 2006)), which will be removed on the effective date of this
notice.
The revised and proposed systems of records notices are set out in
their entirety and described in detail below.
FHFA-6
System Name:
Fraud Reporting System.
Security Classification:
Unclassified but sensitive.
System Location:
Federal Housing Finance Agency, 400 7th Street SW., Washington, DC
20024; and any alternate work site utilized by employees of the Federal
Housing Finance Agency or by individuals assisting such employees.
Categories of Individuals Covered by the System:
Information about individuals who are suspected of or have been
found to have engaged in fraud or possible fraud in connection with the
origination, funding, sale, purchase or insurance of a mortgage loan,
or the related real estate transaction, or a financial instrument
involving the Federal National Mortgage Association, the Federal Home
Loan Mortgage Corporation, or the Federal Home Loan Banks (individually
``regulated entity'', and collectively, ``regulated entities''), or who
are suspected of or have been found to have engaged in other financial
misconduct. Such records may also include information on individuals:
(a) Who have or are currently engaged in a transaction with a regulated
entity; (b) who have performed or are currently performing services
that relate to transactions with a regulated entity; (c) who are
directors, officers, employees, agents of a regulated entity, or other
institution engaged in financial transactions or mortgage services; (d)
who are actual or potential victims of fraud or possible fraud; (e) who
are named as possible witnesses; (f) who have or might have information
about reported matters; (g) who are named as preparers of any reports;
and (h) who are named as persons to be contacted by FHFA.
Categories of Records in the System:
Records may include name, address, telephone number, electronic
mail address, Social Security number, name of institution(s) involved,
financial information (such as account number, mortgage loan amount,
amount of suspected fraud, and other loan or financial information),
online profile or account information, and information pertaining to
criminal prosecutions, civil actions, enforcement proceedings, and
investigations resulting from or relating to the fraud or suspected
fraud.
Authority for Maintenance of the System:
The system is established and maintained pursuant to 12 U.S.C.
4513, 4513b, 4514, 4526 and 4642 and 12 CFR part 1233.
Purpose(s):
The information in this system of records will be used by FHFA in
carrying out the statutory authorities of the Director to require the
regulated entities to report fraud or suspected fraud involving a
mortgage loan, financial instrument purchased or sold by a regulated
entity, or other financial misconduct consistent with the safety and
soundness responsibilities of FHFA under the Federal Housing
Enterprises Financial Safety and Soundness Act of 1992, as amended.
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, these records or information contained
therein may specifically be disclosed outside FHFA as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) When (a) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) FHFA has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by FHFA or another agency or entity) that rely upon the
compromised information; and (c) the disclosure is made to such
agencies, entities, and persons who are reasonably necessary to assist
in connection with FHFA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(2) Where there is an indication of a violation or potential
violation of law, whether civil, criminal or regulatory in nature, and
whether arising by general statute or particular program 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, tribal, foreign or a
financial regulatory organization, including the Financial Crimes
Enforcement Network and other law enforcement and government entities,
as determined by FHFA to be appropriate and that are charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing a statute, or rule, regulation
or order issued pursuant thereto.
(3) To any individual during the course of any inquiry or
investigation conducted by FHFA, or in connection with civil
litigation, if FHFA has reason to believe that the individual to whom
the record is disclosed may have further information about the matters
related therein, and those matters appeared to be relevant at the time
to the subject matter of the inquiry.
(4) To any individual with whom FHFA contracts to reproduce, by
typing, photocopy or other means, any record
[[Page 47644]]
within this system for use by FHFA and its employees in connection with
their official duties or to any individual who is utilized by FHFA to
perform clerical or stenographic functions relating to the official
business of FHFA.
(5) To members of advisory committees that are created by FHFA or
by Congress to render advice and recommendations to FHFA or to
Congress, to be used solely in connection with their official,
designated functions.
(6) 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.
(7) To contractor personnel, grantees, volunteers, interns, and
others performing or working on a contract, service, grant, cooperative
agreement, or project for FHFA.
(8) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations, or in connection with criminal law
proceedings, or in response to a subpoena from a court of competent
jurisdiction.
(9) To the Office of Management and Budget, Department of Justice
(DOJ), Department of Labor, Office of Personnel Management, Equal
Employment Opportunity Commission, Office of Special Counsel,
Department of Homeland Security, or other Federal agencies to obtain
advice regarding statutory, regulatory, policy, and other requirements
related to the purpose for which FHFA collected the records.
(10) To DOJ, (including United States Attorney Offices), or other
Federal agencies conducting litigation or in proceedings before any
court, adjudicative or administrative body, when it is necessary to the
litigation and one of the following is a party to the litigation or has
an interest in such litigation:
1. FHFA;
2. Any employee of FHFA in his/her official capacity;
3. Any employee of FHFA in his/her individual capacity where DOJ or
FHFA has agreed to represent the employee; or
4. The United States or any agency thereof, is a party to the
litigation or has an interest in such litigation, and FHFA determines
that the records are both relevant and necessary to the litigation and
the use of such records is compatible with the purpose for which FHFA
collected the records.
(11) To the National Archives and Records Administration or other
Federal agencies pursuant to records management inspections being
conducted under the authority of 44 U.S.C. 2904 and 2906.
(12) To a Federal agency, organization, or individual for the
purpose of performing audit or oversight operations as authorized by
law, but only such information as is necessary and relevant to such
audit or oversight function.
(13) To a regulated entity.
(14) To a federal, state, local, tribal, foreign, or international
agency in response to its request for information concerning 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.
(15) To a Bar Association, Accountancy Board, or other federal,
state, local, tribal, or foreign licensing or oversight authority; or
professional association or self-regulatory authority to the extent
that it performs similar functions (including the Public Company
Accounting Oversight Board) for investigations or possible disciplinary
action.
Disclosure to Consumer Reporting Agencies:
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)).
Policies and Practice for Storing, Retrieving, Accessing, Retaining and
Disposing of Records in the System:
Storage:
Records in this system are stored in paper and electronic format.
Retrievability:
Records may be retrieved by name, address, or other unique
identifier.
Safeguards:
Records are safeguarded in a secured environment. Buildings where
records are stored have security cameras and 24-hour security guard
service. Computerized records are safeguarded through use of access
codes and other information technology security measures. Paper records
are safeguarded by locked file rooms, locked file cabinets, or locked
safes. Access to the records is restricted to those who require the
records in the performance of official duties related to the purposes
for which the system is maintained.
Retention and Disposal:
Records are maintained in accordance with National Archives and
Records Administration and FHFA retention schedules. Records are
disposed of according to accepted techniques.
System Manager(s) and Address:
Office of General Counsel, and Divisions of Enterprise Regulation
and Bank Regulation, Federal Housing Finance Agency, 400 7th Street
SW., Washington, DC 20024.
Notification Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Access Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Contesting Record Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your
[[Page 47645]]
electronic submission, letter, or facsimile and the subject line,
envelope, or facsimile cover sheet ``Privacy Act Request'' in
accordance with the procedures set forth in 12 CFR part 1204.
Record Source Categories:
The information is obtained from the regulated entities and other
sources.
Exemptions Claimed for the System:
Information in this system is exempt from disclosure under
subsections 552a(d)(5), and 552a(k)(2) of the Privacy Act.
FHFA-17
System Name:
Visitor Badge, Employee and Contractor Personnel Day Pass, and
Trackable Mail System.
Security Classification:
Sensitive but unclassified.
System Location:
Federal Housing Finance Agency, 400 Seventh Street SW., Washington,
DC 20024, and any alternate work site utilized by employees of the
Federal Housing Finance Agency (FHFA) or individuals assisting such
employees.
Categories of Individuals Covered by the System:
Members of the public and employees/contractor personnel from other
Federal agencies who visit FHFA; FHFA employees and contractor
personnel who require a day pass; and FHFA employees who pre-register
or authorize visitors to enter FHFA office space. The system also
covers individuals or organizations that send or deliver trackable mail
to FHFA (e.g., express mail, courier mail, or other forms of mail that
are tracked from the sender to the recipient).
Categories of Records in the System:
Records may include name, photograph, signature, company name, the
number of the printed badges issued, visitor category, phone number,
facsimile number, address, electronic mail address; and location, date,
and time of entry into the FHFA facility. Records may also include the
following information from identification (ID) cards: Identification
card number, date of birth, height, weight, color of hair and eyes,
date of ID card expiration, and issuing jurisdiction. Records may also
include the following information from HSPD-12 PIV cards: Name,
photograph, biometric data, date of ID card expiration, agency and
other information stored on the microchip. Further information
contained within the system may be the name and title of the person
being visited; the reason for the visit to the facility; notation of
approved parking; and the name, phone number and electronic mail
address of FHFA personnel requesting authorization for the visitor
access. The system may maintain check-in and check-out times, current
status of visitor, and ID number assigned for each visitor record.
For trackable mail, records may include package check in time,
number of packages, name of employee or contractor personnel to whom
the package is addressed, location of package, sender's name and
address, type of package, added description (if appropriate), carrier
or agent delivering the package, time and name of person to whom
package is delivered, final destination within FHFA, and mail tracking
number assigned to the package.
Authority for Maintenance of the System:
12 U.S.C. 4513(a)(2)B) and Executive Order 13231, Critical
Infrastructure Protection in the Information Age (October 16, 2001).
Purpose(s):
The purpose of the system is to permit access to FHFA facilities by
public visitors and representatives from other Federal agencies. It is
also used to issue day passes for FHFA employees or contractor
personnel who are not presently in possession of their Federal
Government-issued ID card (i.e., HSPD-12) and need to enter the
workplace to perform their duties. The system is further used to record
and monitor the status of trackable mail.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purpose of such Uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside FHFA as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) When (a) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) FHFA has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by FHFA or another agency or entity) that rely upon the
compromised information; and (c) the disclosure is made to such
agencies, entities, and persons who are reasonably necessary to assist
in connection with FHFA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(2) Where there is an indication of a violation or potential
violation of law, whether civil, criminal or regulatory in nature, and
whether arising by general statute or particular program 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, tribal, foreign or a
financial regulatory organization charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute, or rule, regulation or order issued pursuant
thereto.
(3) To any individual during the course of any inquiry or
investigation conducted by FHFA, or in connection with civil
litigation, if FHFA has reason to believe that the individual to whom
the record is disclosed may have further information about the matters
related therein, and those matters appeared to be relevant at the time
to the subject matter of the inquiry.
(4) To any individual with whom FHFA contracts to reproduce, by
typing, photocopy or other means, any record within this system for use
by FHFA and its employees in connection with their official duties or
to any individual who is utilized by FHFA to perform clerical or
stenographic functions relating to the official business of FHFA.
(5) To members of advisory committees that are created by FHFA or
by Congress to render advice and recommendations to FHFA or to
Congress, to be used solely in connection with their official,
designated functions.
(6) 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.
(7) To contractor personnel, grantees, volunteers, interns, and
others performing or working on a contract, service, grant, cooperative
agreement, or project for FHFA.
(8) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations, or in connection with criminal law
proceedings, or in response to a subpoena from a court of competent
jurisdiction.
[[Page 47646]]
(9) To the Office of Management and Budget, Department of Justice
(DOJ), Department of Labor, Office of Personnel Management, Equal
Employment Opportunity Commission, Office of Special Counsel,
Department of Homeland Security, or other Federal agencies to obtain
advice regarding statutory, regulatory, policy, and other requirements
related to the purpose for which FHFA collected the records.
(10) To DOJ, (including United States Attorney Offices), or other
Federal agency conducting litigation or in proceedings before any
court, adjudicative or administrative body, when it is necessary to the
litigation and one of the following is a party to the litigation or has
an interest in such litigation:
1. FHFA;
2. Any employee of FHFA in his/her official capacity;
3. Any employee of FHFA in his/her individual capacity where DOJ or
FHFA has agreed to represent the employee; or
4. The United States or any agency thereof, is a party to the
litigation or has an interest in such litigation, and FHFA determines
that the records are both relevant and necessary to the litigation and
the use of such records is compatible with the purpose for which FHFA
collected the records.
(11) To the National Archives and Records Administration or other
Federal agencies pursuant to records management inspections being
conducted under the authority of 44 U.S.C. 2904 and 2906.
(12) To an agency, organization, or individual for the purpose of
performing audit or oversight operations as authorized by law, but only
such information as is necessary and relevant to such audit or
oversight function.
Disclosure to Consumer Reporting Agencies:
None.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records are maintained in electronic format, paper form, and
magnetic disk or tape. Electronic records are stored in computerized
databases. Paper and magnetic disk or tape records are stored in locked
file rooms, locked file cabinets, or locked safes.
Retrievability:
Records may be retrieved by name, address, visitor ID number,
trackable mail tracking number, or some other unique identifier.
Safeguards:
Records are safeguarded in a secured environment. Buildings where
records are stored have security cameras and 24-hour security guard
service. Computerized records are safeguarded through use of access
codes and other information technology security measures. Paper records
are safeguarded by locked file rooms, locked file cabinets, or locked
safes. Access to the records is restricted to those who require the
records in the performance of official duties related to the purposes
for which the system is maintained.
Retention and Disposal:
Records are retained and disposed of in accordance with the
appropriate National Archives and Records Administration General
Records Schedules and FHFA Records Retention and Disposition Schedules.
Disposal is by shredding or other appropriate disposal system.
System Manager(s) and Address:
Office of the Chief Operating Officer, Federal Housing Finance
Agency, 400 Seventh Street SW., Washington, DC 20024.
Notification Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Access Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Contesting Record Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Source Categories:
Information is provided by visitors seeking access to FHFA
facilities to meet with FHFA employees or contractor personnel, or to
attend FHFA sponsored events; by FHFA employees who pre-register
visitors; by FHFA employees or contractors who do not have their
Federal Government-issued ID card (i.e., HSPD-12) and need access to
FHFA facilities; by individuals sending trackable mail; and by carriers
or agents that deliver such mail.
Exemptions Claimed for the System:
None.
FHFA-18
System Name:
Reasonable Accommodation Information System.
Security Classification:
Sensitive but unclassified.
System Location:
Federal Housing Finance Agency, 400 Seventh Street SW., Washington,
DC 20024, and any alternate work site utilized by employees of the
Federal Housing Finance Agency (FHFA) or individuals assisting such
employees.
Categories of Individuals Covered by the System:
Applicants for employment, employees (current and former), and any
other individuals who request or receive a reasonable accommodation
under Sections 501, 504, and 701 of the Rehabilitation Act of 1973, and
the Americans with Disabilities Act, as amended. This also includes
authorized individuals or representatives (e.g., family member or
attorney) who file requests for reasonable accommodation on behalf of
an applicant for
[[Page 47647]]
employment, employee, or other individual, as well as former employees
who requested or received reasonable accommodation during their
employment with FHFA.
Categories of Records in the System:
Records may include requester's name, contact information (i.e.,
address, telephone number, email address and any other information
provided), or other unique identifier; requester's authorized
representative's name and contact information (i.e., address, telephone
number, email address and any other information provided); requester's
status (i.e., applicant, employee, or other); request date; job(s)
(occupational series, grade level, and agency component) for which a
reasonable accommodation had been requested; other reasons for
requesting a reasonable accommodation; information concerning the
nature of any disability and the need for accommodation; and
appropriate medical or other documentation provided in support of the
request. Records may also include details of a reasonable accommodation
request to include type(s) of accommodation requested; whether the
accommodation requested was pre-employment or during employment, or for
some other reason; how the requested accommodation would assist the
individual in applying for a job, performing current job functions, or
meeting some other need/requirement; the amount of time taken to
process the request; whether the request was granted or denied and, if
denied, the reason for the denial; and the sources of any assistance
consulted in trying to identify possible reasonable accommodations.
Authority for Maintenance of the System:
The Rehabilitation Act of 1973 (29 U.S.C. 791); Americans with
Disabilities Act, as amended; 29 CFR part 1630; Executive Orders 13163,
13164 and 13548; Equal Employment Opportunity Commission (EEOC) Policy
Guidance on Executive Order 13164; and EEOC Enforcement Guidance:
Application of the American with Disabilities Act (ADA) to Contingent
Workers Placed by Temporary Agencies and Other Staffing Firms.
Purpose(s):
The purpose of the system is to allow FHFA to collect and maintain
records on applicants for employment, employees (including former
employees), and others who request a reasonable accommodation under
Sections 501, 504, and 701 of the Rehabilitation Act of 1973 and the
Americans with Disabilities Act, as amended, and to In addition, the
purpose of the System is to track and report to appropriate entities
the processing of requests for reasonable accommodation to ensure
compliance with applicable laws and regulations, and to preserve and
maintain the confidentiality of medical information. Information in
this system will be used to evaluate, approve, deny, and/or implement a
request for reasonable accommodation.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purpose of such Uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside FHFA as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) When (a) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) FHFA has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by FHFA or another agency or entity) that rely upon the
compromised information; and (c) the disclosure is made to such
agencies, entities, and persons who are reasonably necessary to assist
in connection with FHFA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(2) Where there is an indication of a violation or potential
violation of law, whether civil, criminal or regulatory in nature, and
whether arising by general statute or particular program 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, tribal, foreign or a
financial regulatory organization charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute, or rule, regulation or order issued pursuant
thereto.
(3) To any individual during the course of any inquiry or
investigation conducted by FHFA, or in connection with civil
litigation, if FHFA has reason to believe that the individual to whom
the record is disclosed may have further information about the matters
related therein, and those matters appeared to be relevant at the time
to the subject matter of the inquiry.
(4) To any individual with whom FHFA contracts to reproduce, by
typing, photocopy or other means, any record within this system for use
by FHFA and its employees in connection with their official duties or
to any individual who is utilized by FHFA to perform clerical or
stenographic functions relating to the official business of FHFA.
(5) To members of advisory committees that are created by FHFA or
by Congress to render advice and recommendations to FHFA or to
Congress, to be used solely in connection with their official,
designated functions.
(6) 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.
(7) To contractor personnel, grantees, volunteers, interns, and
others performing or working on a contract, service, grant, cooperative
agreement, or project for FHFA.
(8) To FHFA employees and others, including persons, consultants,
contractor personnel, entities, vendors or suppliers, employees of
other government agencies, whether federal, state, or local, as
necessary to make a decision on a request for accommodation or to
implement the decision.
(9) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations or in connection with criminal law proceedings
or in response to a subpoena from a court of competent jurisdiction.
(10) To another Federal agency or commission with responsibility
for labor or employment relations or other issues, including equal
employment opportunity and reasonable accommodation issues, when that
agency or commission has jurisdiction over reasonable accommodation.
(11) To the Office of Management and Budget, Department of Justice
(DOJ), Department of Labor, Office of Personnel Management, Equal
Employment Opportunity Commission, or Office of Special Counsel to
obtain advice regarding statutory, regulatory, policy, and other
requirements related to reasonable accommodation.
(12) To appropriate third parties contracted by FHFA to facilitate
mediation or other dispute resolution procedures or programs.
[[Page 47648]]
(13) To the Department of Defense for purposes of procuring
assistive technologies and services through the Computer/Electronic
Accommodation Program in response to a request for reasonable
accommodation.
(14) To DOJ, (including United States Attorney Offices), or other
Federal agency conducting litigation or in proceedings before any
court, adjudicative or administrative body, when it is necessary to the
litigation and one of the following is a party to the litigation or has
an interest in such litigation:
1. FHFA;
2. Any employee of FHFA in his/her official capacity;
3. Any employee of FHFA in his/her individual capacity where DOJ or
FHFA has agreed to represent the employee; or
4. The United States or any agency thereof, is a party to the
litigation or has an interest in such litigation, and FHFA determines
that the records are both relevant and necessary to the litigation and
the use of such records is compatible with the purpose for which FHFA
collected the records.
(15) To the National Archives and Records Administration or other
Federal agencies pursuant to records management inspections being
conducted under the authority of 44 U.S.C. 2904 and 2906.
(16) To an agency, organization, or individual for the purpose of
performing audit or oversight operations as authorized by law, but only
such information as is necessary and relevant to such audit or
oversight function.
Disclosure to Consumer Reporting Agencies:
None.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records are maintained in electronic format, paper form, and
magnetic disk or tape. Electronic records are stored in computerized
databases. Paper and magnetic disk or tape records are stored in locked
file rooms, locked file cabinets, or locked safes.
Retrievability:
Records may be retrieved by name, or some other unique identifier.
Safeguards:
Records are safeguarded in a secured environment. Buildings where
records are stored have security cameras and 24-hour security guard
service. Computerized records are safeguarded through use of access
codes and other information technology security measures. Paper records
are safeguarded by locked file rooms, locked file cabinets, or locked
safes. Access to the records is restricted to those who require the
records in the performance of official duties related to the purposes
for which the system is maintained.
Retention and Disposal:
Records are retained and disposed of in accordance with the
appropriate National Archives and Records Administration General
Records Schedules and FHFA Records Retention and Disposition Schedules.
Disposal is by shredding or other appropriate disposal system.
System Manager(s) and Address:
Office of the Minority and Women Inclusion, Federal Housing Finance
Agency, 400 Seventh Street SW., Washington, DC 20024.
Notification Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Access Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Contesting Record Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Source Categories:
Information is provided by applicants for employment, employees,
other individuals requesting a reasonable accommodation, or their
authorized representatives, as well as individuals who are responsible
for processing such requests.
Exemptions Claimed for the System:
None.
FHFA-19
System Name:
Computer Systems Activity and Access Records System.
Security Classification:
Sensitive but unclassified.
System Location:
Federal Housing Finance Agency, 400 Seventh Street SW., Washington,
DC 20024, and any alternate work site utilized by employees of the
Federal Housing Finance Agency (FHFA) or by individuals assisting such
employees.
Categories of Individuals Covered by the System:
Employees and contractor personnel of FHFA, members of the public,
employees and contractor personnel from other Federal agencies, and
individuals or organizations who provide information to FHFA via
electronic mail, text message, instant message, facsimile, social
media, Web site feedback forms, smart phone, laptops, desktops,
tablets, or similar devices or methods.
Categories of Records in the System:
Records may include the name, address, telephone number, electronic
mail address, instant message ID, and similar identifiers of the
individual accessing FHFA information systems; the source Internet
Protocol (IP) address used to access the information system, the date
and time of log-on and log-off to the information system, the
information resources which were accessed to include the file or page
name, and a description of actions
[[Page 47649]]
performed by the individual; the destination IP address of the system,
which may include the Uniform Resource Locator address, date and time
of the connection and disconnection, and size of the transmission;
keywords propagated by Internet/Intranet Web sites; technical machine
data as the system may generate, such as machine-name field and media
access control address, and browser type and version; electronic mail
systems, including the electronic mail address of the sender and
receiver of the electronic mail message, and the subject, date,
content, and time of the electronic mail; user access to FHFA office
automation networks, including wireless networks, as well as denials of
access; information relating to mainframe/enterprise server and
wireless access; and verification and authorization records, such as
successful logins and failed login attempts and password changes.
Authority for Maintenance of the System:
The Computer Security Act of 1987, 40 U.S.C. 11331, and 12 U.S.C.
4513(a)(2)(B).
Purpose(s):
The underlying data in this system of records is used by FHFA
computer systems and security employees or persons authorized to assist
these employees to plan and manage computer system services and to
otherwise perform their official duties. Authorized FHFA employees or
contractor personnel may use the records in the system to monitor an
individual's use of FHFA information systems, and to ensure compliance
with the FHFA information systems guidelines and procedures, including
those for wireless or remote access. Authorized FHFA employees or
contractor personnel may use the records in this system to investigate
improper access or use related to the computer system; to initiate
disciplinary or other actions related to improper access or use; or,
where the record(s) may appear to indicate a violation or potential
violation of law, to refer such record(s) to the appropriate
investigative office within FHFA, or law enforcement agencies for
investigation.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purpose of such Uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside FHFA as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) When (a) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) FHFA has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by FHFA or another agency or entity) that rely upon the
compromised information; and (c) the disclosure is made to such
agencies, entities, and persons who are reasonably necessary to assist
in connection with FHFA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(2) Where there is an indication of a violation or potential
violation of law, whether civil, criminal or regulatory in nature, and
whether arising by general statute or particular program 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, tribal, foreign or a
financial regulatory organization charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute, or rule, regulation or order issued pursuant
thereto.
(3) To any individual during the course of any inquiry or
investigation conducted by FHFA, or in connection with civil
litigation, if FHFA has reason to believe that the individual to whom
the record is disclosed may have further information about the matters
related therein, and those matters appeared to be relevant at the time
to the subject matter of the inquiry.
(4) To any individual with whom FHFA contracts to reproduce, by
typing, photocopy or other means, any record within this system for use
by FHFA and its employees in connection with their official duties or
to any individual who is utilized by FHFA to perform clerical or
stenographic functions relating to the official business of FHFA.
(5) To members of advisory committees that are created by FHFA or
by Congress to render advice and recommendations to FHFA or to
Congress, to be used solely in connection with their official,
designated functions.
(6) 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.
(7) To contractor personnel, grantees, volunteers, interns, and
others performing or working on a contract, service, grant, cooperative
agreement, or project for FHFA.
(8) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations or in connection with criminal law proceedings
or in response to a subpoena from a court of competent jurisdiction.
(9) To the Office of Management and Budget, Department of Justice
(DOJ), Department of Labor, Office of Personnel Management, Equal
Employment Opportunity Commission, Office of Special Counsel,
Department of Homeland Security, or other Federal agencies to obtain
advice regarding statutory, regulatory, policy, and other requirements
related to the purpose for which FHFA collected the records.
(10) To DOJ, (including United States Attorney Offices), or other
Federal agency conducting litigation or in proceedings before any
court, adjudicative or administrative body, when it is necessary to the
litigation and one of the following is a party to the litigation or has
an interest in such litigation:
1. FHFA;
2. Any employee of FHFA in his/her official capacity;
3. Any employee of FHFA in his/her individual capacity where DOJ or
FHFA has agreed to represent the employee; or
4. The United States or any agency thereof, is a party to the
litigation or has an interest in such litigation, and FHFA determines
that the records are both relevant and necessary to the litigation and
the use of such records is compatible with the purpose for which FHFA
collected the records.
(11) To the National Archives and Records Administration or other
Federal agencies pursuant to records management inspections being
conducted under the authority of 44 U.S.C. 2904 and 2906.
(12) To an agency, organization, or individual for the purpose of
performing audit or oversight operations as authorized by law, but only
such information as is necessary and relevant to such audit or
oversight function.
Disclosure to Consumer Reporting Agencies:
None.
[[Page 47650]]
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records are maintained in electronic format, paper form, and
magnetic disk or tape. Electronic records are stored in computerized
databases. Paper and magnetic disk, or tape records are stored in
locked file rooms, locked file cabinets, or locked safes.
Retrievability:
Records may be retrieved by name, address, email address, telephone
number, IP or MAC address, or some other unique identifier.
Safeguards:
Records are safeguarded in a secured environment. Buildings where
records are stored have security cameras and 24-hour security guard
service. Computerized records are safeguarded through use of access
codes and other information technology security measures. Paper records
are safeguarded by locked file rooms, locked file cabinets, or locked
safes. Access to the records is restricted to those who require the
records in the performance of official duties related to the purposes
for which the system is maintained.
Retention and Disposal:
Records are retained and disposed of in accordance with the
appropriate National Archives and Records Administration General
Records Schedules and FHFA Records Retention and Disposition Schedules.
Disposal is by shredding or other appropriate disposal system.
System Manager(s) and Address:
Office of Technology and Information Management, Federal Housing
Finance Agency, 400 Seventh Street SW., Washington, DC 20024.
Notification Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Access Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Contesting Record Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Source Categories:
Most records are generated internally from computer activity logs,
individuals covered by the system who submit information to FHFA, and
FHFA employees and contractor personnel.
Exemptions Claimed for the System:
None.
FHFA-20
System Name:
Telecommunications System.
Security Classification:
Sensitive but unclassified.
System Location:
Federal Housing Finance Agency, 400 Seventh Street SW., Washington,
DC 20024, and any alternate work site utilized by employees of the
Federal Housing Finance Agency (FHFA) or by individuals assisting such
employees.
Categories of Individuals Covered by the System:
Employees and contractor personnel of FHFA and other individuals
who use, or are assigned FHFA telecommunications devices, including
Voice over Internet Protocol (VOIP), landline, and cellular telephones;
wireless devices including wireless hand-held devices; and facsimile
machines. Members of the public, employees, and contractor personnel
from other Federal agencies, and other individuals who provide
information to FHFA via electronic mail, text message, instant message,
facsimile, social media, Web site feedback forms, telephone (landline,
VOIP, and cellular), or other similar methods.
Categories of Records in the System:
Records may include name, photograph, signature, company name,
telephone number, cellular number, facsimile number, BlackBerry PIN and
number, home or work address, electronic mail address, instant message
identification, voice recordings, pager number, and similar
information. In addition, records may include information relating to
the use of FHFA telecommunication devices such as, name, address,
source, target, duration, and date; charges billed to telecommunication
devices; assignment of telecommunication devices to individuals covered
by this system and telecommunication device number; and the results of
administrative inquiries to determine responsibility for the use or
misuse of a telecommunication device or telecommunication resources,
including the placement of local and long distance telephone calls.
Authority for Maintenance of the System:
The Computer Security Act of 1987, 40 U.S.C. 1441, and 12 U.S.C.
4513(a)(2)(B).
Purpose(s):
The records in this system are maintained to facilitate management
of telecommunication systems and devices; to analyze information to
verify usage; to determine responsibility for use of telecommunications
systems or devices including placement of specific local and long
distance calls; to prevent and detect the misuse of telecommunication
resources; and to serve as the basis for appropriate disciplinary
action in the event those resources are being or have been misused.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purpose of such Uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside FHFA
[[Page 47651]]
as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(1) When (a) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (b) FHFA has determined that as a result of the suspected
or confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs (whether
maintained by FHFA or another agency or entity) that rely upon the
compromised information; and (c) the disclosure is made to such
agencies, entities, and persons who are reasonably necessary to assist
in connection with FHFA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
(2) Where there is an indication of a violation or potential
violation of law, whether civil, criminal or regulatory in nature, and
whether arising by general statute or particular program 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, tribal, foreign or a
financial regulatory organization charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing a statute, or rule, regulation or order issued pursuant
thereto.
(3) To any individual during the course of any inquiry or
investigation conducted by FHFA, or in connection with civil
litigation, if FHFA has reason to believe that the individual to whom
the record is disclosed may have further information about the matters
related therein, and those matters appeared to be relevant at the time
to the subject matter of the inquiry.
(4) To any individual with whom FHFA contracts to reproduce, by
typing, photocopy or other means, any record within this system for use
by FHFA and its employees in connection with their official duties or
to any individual who is utilized by FHFA to perform clerical or
stenographic functions relating to the official business of FHFA.
(5) To members of advisory committees that are created by FHFA or
by Congress to render advice and recommendations to FHFA or to
Congress, to be used solely in connection with their official,
designated functions.
(6) 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.
(7) To contractor personnel, grantees, volunteers, interns, and
others performing or working on a contract, service, grant, cooperative
agreement, or project for FHFA.
(8) To a court, magistrate, or administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations or in connection with criminal law proceedings
or in response to a subpoena from a court of competent jurisdiction.
(9) To the Office of Management and Budget, Department of Justice
(DOJ), Department of Labor, Office of Personnel Management, Equal
Employment Opportunity Commission, Office of Special Counsel,
Department of Homeland Security, or other Federal agencies to obtain
advice regarding statutory, regulatory, policy, and other requirements
related to the purpose for which FHFA collected the records.
(10) To DOJ, (including United States Attorney Offices), or other
Federal agency conducting litigation or in proceedings before any
court, adjudicative or administrative body, when it is necessary to the
litigation and one of the following is a party to the litigation or has
an interest in such litigation:
1. FHFA;
2. Any employee of FHFA in his/her official capacity;
3. Any employee of FHFA in his/her individual capacity where DOJ or
FHFA has agreed to represent the employee; or
4. The United States or any agency thereof, is a party to the
litigation or has an interest in such litigation, and FHFA determines
that the records are both relevant and necessary to the litigation and
the use of such records is compatible with the purpose for which FHFA
collected the records.
(11) To the National Archives and Records Administration or other
Federal agencies pursuant to records management inspections being
conducted under the authority of 44 U.S.C. 2904 and 2906.
(12) To an agency, organization, or individual for the purpose of
performing audit or oversight operations as authorized by law, but only
such information as is necessary and relevant to such audit or
oversight function.
Disclosure to Consumer Reporting Agencies:
None.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records are maintained in electronic format, paper form, and
magnetic disk or tape. Electronic records are stored in computerized
databases. Paper and magnetic disk, or tape records are stored in
locked file rooms, locked file cabinets, or locked safes.
Retrievability:
Records may be retrieved by name, address, email address, telephone
number, or some other unique identifier.
Safeguards:
Records are safeguarded in a secured environment. Buildings where
records are stored have security cameras and 24-hour security guard
service. Computerized records are safeguarded through use of access
codes and other information technology security measures. Paper records
are safeguarded by locked file rooms, locked file cabinets, or locked
safes. Access to the records is restricted to those who require the
records in the performance of official duties related to the purposes
for which the system is maintained.
Retention and Disposal:
Records are retained and disposed of in accordance with the
appropriate National Archives and Records Administration General
Records Schedules and FHFA Records Retention and Disposition Schedules.
Disposal is by shredding or other appropriate disposal system.
System Manager(s) and Address:
Office of Technology and Information Management, Federal Housing
Finance Agency, 400 Seventh Street SW., Washington, DC 20024.
Notification Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
[[Page 47652]]
Record Access Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Contesting Record Procedures:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Officer either
electronically, or by regular mail, or facsimile. Submit electronic
requests at https://publicaccesslink.fhfa.gov/palMain.aspx. The regular
mail address is: Privacy Act Officer, Federal Housing Finance Agency,
400 7th Street SW., Washington, DC 20024. The facsimile number is: 202-
649-1073. For the quickest possible handling, mark your electronic
submission, letter, or facsimile and the subject line, envelope, or
facsimile cover sheet ``Privacy Act Request'' in accordance with the
procedures set forth in 12 CFR part 1204.
Record Source Categories:
Information is provided by individuals accessing or using FHFA
telecommunication resources or devices.
Exemptions Claimed for the System:
None.
Dated: August 1, 2012.
Edward J. DeMarco,
Acting Director, Federal Housing Finance Agency.
[FR Doc. 2012-19572 Filed 8-8-12; 8:45 am]
BILLING CODE 8070-01-P