[Federal Register Volume 79, Number 148 (Friday, August 1, 2014)]
[Notices]
[Pages 44852-44854]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2014-18274]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5763-N-06]
Implementation of the Privacy Act of 1974, as Amended;
Republication and Alteration to System of Records--moveLINQS (mLINQS)
Previously the Integrated Automated Travel System (IATS)
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Re-establish and amended system of records.
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SUMMARY: Pursuant to the Privacy Act of 1974 (U.S.C. 552a (e)(4)), as
amended, and Office of Management and Budget (OMB), Circular No. A-130,
notice is hereby given that the Department of Housing and Urban
Development (HUD), Office of the Chief Financial Officer (OCFO)
proposes to re-establish coverage and provide a name update for a
system of records removed from its repository (March 26, 2014, at 79 FR
16805), entitled ``Integrated Automated Travel System (IATS).'' This
system was unintentionally removed from the Department's repository and
subsequent notice is being filed to re-establish coverage for the
system of records, and rename the system ``mLINQS.'' Additional
alterations made of the system include new and revised routine uses,
and various other alterations, some of which are updates to the
categories of records in the system, the authority for maintenance of
the system, and the retention and disposal captions. Major changes are
summarized in the introductory portion of the ``Supplementary
Information'' caption. Moreover, mLINQS is a web-based application
utilized by the Department to generate documents associated with
permanent Change of Station moves for employees that have been approved
for relocation entitlements, and to manage and track relocation
obligations and payments for employee moves. This notification
supersedes the above mentioned notice requirements set forth by HUD's
system of records publication (March 26, 2014 at 79 FR 16805).
DATES: Effective Date: The proposed modification will be effective
immediately, with the exception of the new and revised routine uses,
categories of records, and the authority for maintenance of the system,
which will become effective 30 days after publication of this notice,
on September 2, 2014, unless comments are received that would result in
a contrary determination.
Comments Due Date: September 2, 2014.
ADDRESSES: Interested persons are invited to submit comments regarding
this notice to the Rules Docket Clerk, Office of the General Counsel,
Department of Housing and Urban Development, 451 Seventh Street SW.,
Room 10276, Washington, DC 20410-0500. Communication should refer to
the above docket number and title. A copy of each communication
submitted will be available for public inspection and copying between
8:00 a.m. and 5:00 p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: Donna Robinson-Staton, Chief Privacy
Officer, 451 Seventh Street SW., Washington, DC 20410 (Attention:
Capitol View Building, 4th Floor), telephone number: (202) 402-8073.
[The above telephone number is not a toll free number.] A
telecommunications device for hearing- and speech-impaired
[[Page 44853]]
persons (TTY) is available by calling the Federal Information Relay
Service's toll-free telephone number (800) 877-8339.
SUPPLEMENTARY INFORMATION: This system of records is maintained by
HUD's Office of the Chief Financial Officer and includes HUD employees'
personally identifiable information that is retrieved by a name or
unique identifier. Alteration to this system of records include: The
addition of new and updated routine uses that authorize the Department
to disclosure records to contractors and providers of service to assist
in accomplishing Departmental activities related to travel relocation
functions; updates to the entities' locations responsible for
preserving records within the system, and the rationales for the period
of times and destruction methods for proper disposition of records
within the system; and updates to the agency's authority to maintain
the system. Hence, this system of records encompasses programs and
services of the Department's data collection and management practices.
Publication of this notice allows HUD to satisfy its reporting
requirement and keep an up-to-date accounting of its system of records
publications. The re-established and altered system will incorporate
Federal privacy requirements and HUD policy requirements. The Privacy
Act provides certain safeguards for an individual against an invasion
of personal privacy by requiring Federal agencies to protect records
contained in an agency system of records from unauthorized disclosure,
by ensuring that information is current and collected only for its
intended use, and by providing adequate safeguards to prevent misuse of
such information. Additionally, this demonstrates the Department's
focus on industry best practices in protecting the personal privacy of
the individuals covered by this system notification. This notice states
the name and location of the record system, the authority for and
manner of its operations, the categories of individuals that it covers,
the type of records that it contains, the sources of the information
for the records, the routine uses made of the records, and the type of
exemptions in place for the records. In addition, this notice includes
the business address of the HUD officials who will inform interested
persons of the procedures whereby they may gain access to and/or
request amendments to records pertaining to them.
This publication does meet the threshold requirements for a new
system and a report was submitted to the Office of Management and
Budget (OMB), the Senate Committee on Homeland Security and
Governmental Affairs, and the House Committee on Government Reform as
instructed by Paragraph 4c of Appendix l to OMB Circular No. A-130,
``Federal Agencies 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: July 28, 2014.
Rafael C. Diaz,
Chief Information Officer.
SYSTEM OF RECORDS NO.: CFO/FY.05
SYSTEM NAME:
mLINQS.
SYSTEM LOCATION:
Records are located in the HUD CFO Regional Office, 801 Cherry
Street, Fort Worth, TX 76102. Backup, recovery, and archived digital
media is stored by Amazon Web Services.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Records cover current and former HUD employees and HUD employees'
spouses and children.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee Information: Name, Social Security Number, Tax
Identification Number, Home Address (prior/new), Phone Numbers (work,
home, cell), Title, Salary Information (grade/rank), Retirement Plan,
W-2 Tax Information, Employee Email Address. Family Information: Names
of Family Members (spouse/children), Birth Dates of Family Members
(spouse, children), Salary Information of Spouse (if available). This
information is entered based on a questionnaire that the employee
submits. The Social Security Number is pulled from HUDCAPS.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sec. 113 of the Budget and Accounting Act of 1951 (31 U.S.C. 66a);
The Chief Financial Officers Act of 1990 (31 U.S.C. Sec. 501, et.
seq.); Executive Order 9397, as amended by Executive Order 13478.
PURPOSE(S):
The purpose of the system of records is to process and manage
official HUD relocation obligations and payments, to maintain records
on current HUD employees who are relocating to another office location
within HUD and have been approved for relocation entitlements, and to
record relocation disbursements in order to compute and record taxes
and W-2s.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may also be disclosed as a routine use
to:
1. IRS and the SSA to generate quarterly 941's and annual W-2's to
fulfill HUD's statutory reporting of wage and income reporting
requirements to IRS and SSA.
2. GSA in the form of invoices to enable the GSA to perform post
audit of the invoices paid by HUD directly to the Household Good
Shippers.
3. An authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other duly authorized official engaged in investigation or settlement
of a grievance, complaint, or appeal filed by an employee to whom the
information pertains. If HUD denies claims, HUD employees can appeal to
the GSA Civilian Board of Contract Appeals.
4. 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.
5. A relocation travel services provider for billing and refund
purposes.
6. A carrier or an insurer for settlement of an employee claim for
loss of or damage to personal property incident to service under 31
U.S.C. 3721, or to a party involved in a tort claim against the Federal
government resulting from an accident involving a traveler.
7. HUD contractors who have been engaged to assist the agency in
the performance of a contract service, grant, cooperative agreement
with HUD, when necessary to accomplish an agency function or other
activity related to this system of records considered relevant to
accomplishing an agency function.
8. Amazon Web Services for backup, recovery, and archived digital
media storage.
9. Appropriate agencies, entities, and persons when: (a) HUD
suspects or has confirmed that the security or confidentiality of
information in a system of records has been compromised; (b) HUD 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 systems or
programs (whether maintained by HUD or another agency or entity) that
rely upon the compromised information; and (c) the disclosure made to
such
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agencies, entities, and persons is reasonably necessary to assist in
connection with HUD's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm for purposes of
facilitating responses and remediation efforts in the event of a data
breach.
10. Appropriate agencies, entities, and persons to the extent such
disclosures are compatible with the purpose for which the records in
this system were collected, as set forth by Appendix I \1\--HUD's
Library of Routine Uses published in the Federal Register on (July 17,
2012 at 77 FR 41996).
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\1\ http://portal.hud.gov/hudportal/documents/huddoc?id=append1.pdf.
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POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Each individual relocatee has a folder with hard copies of these
documents which are stored in secure cabinets in the file room under
lock and key. Electronic files are stored on a server.
RETRIEVABILITY:
Electronic file records are retrieved by name and social security
number.
SAFEGUARDS:
All HUD employees have undergone background investigations. HUD
buildings are guarded and monitored by security personnel, cameras, ID
checks, and other physical security measures. Access to electronic
records is restricted to authorized personnel or contractors whose
responsibilities require access by Contractor ID or HUD ID and
password. Hard copy files are stored in secure cabinets in the file
room under lock and key. Additionally, users must also sign a Rules of
Behavior form certifying they agree to comply with the requirements
before they are granted access to the system.
RETENTION AND DISPOSAL:
Retention and disposal is in accordance with Records Disposition
Schedule 21, HUD Handbook 2225.6. Records are destroyed or deleted when
no longer necessary for agency business in accord with applicable
federal standards or in no less than seven years after last action in
accord with limitations on civil actions by or against the U.S.
Government (28 U.S.C. 2401 and 2415). Paper based records are destroyed
by shredding or burning. Electronic Backup and Recovery digital media
will be destroyed or otherwise rendered irrecoverable per NIST SP 800-
88 ``Guidelines for Media Sanitization'' (September 2006). This
complies with all federal regulations.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Chief Financial Officer for Systems, Office of the Chief
Financial Officer, Department of Housing and Urban Development, 451
Seventh Street SW., Room 3100, Washington, DC 20410.
NOTIFICATION AND RECORD ACCESS PROCEDURES:
For information, assistance, or inquiries about the existence of
records contact the Chief Privacy Officer, Department of Housing and
Urban Development, 451 Seventh Street SW., Room 4156, Washington, DC
20410. Verification of your identity must include original signature
and be notarized with two proofs of identity. Written request must
include the full name, date of birth, current address, and telephone
number of the individual making the request.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting contents of records and
appealing initial denials appear in 24 CFR Part 16. Additional
assistance may be obtained by contacting: U.S. Department of Housing
and Urban Development, Chief Privacy Officer, 451 Seventh Street SW.,
Washington, DC 20410 or the HUD Departmental Privacy Appeals Officers,
Office of General Counsel, Department of Housing and Urban Development,
451 Seventh Street SW., Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Information in this system of records is provided by the subject of
the record, the documents created from this information to facilitate
the relocation, household goods carriers, and document information from
HUDCAPS.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2014-18274 Filed 7-31-14; 8:45 am]
BILLING CODE 4210-67-P