[Federal Register Volume 84, Number 57 (Monday, March 25, 2019)]
[Notices]
[Pages 11117-11121]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-05676]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-6146-N-04]


Privacy Act of 1974; System of Records; Inventory Management 
System, Also Known as the Public and Indian Housing Information Center

AGENCY: Office of Public and Indian Housing, HUD.

ACTION: Notice of a modified system of records.

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SUMMARY: The Inventory Management System, also known as the Public and 
Indian Housing Information Center (IMS/PIC) serves as a national 
repository of information related to Public Housing Authorities (PHAs), 
HUD-assisted families, HUD-assisted properties, and other HUD programs 
for the purpose of monitoring and evaluating the effectiveness of HUD 
rental housing assistance programs. In accordance with the Privacy Act 
of 1974, the Department of Housing and Urban Development, Office of 
Public and Indian Housing (PIH) proposes to modify the system of 
records titled, Inventory Management System (IMS), also known as Public 
and Indian Housing Information Center (PIC), HUD/PIH.01. This system of 
records allows the Department of Housing and Urban Development, Office 
of Public and Indian Housing to collect and maintain records on 
individuals and organizations administering, participating in, or 
potentially affected by, housing assistance programs administered by 
HUD. This proposed modification of the IMS/PIC system would allow the 
system to contain additional categories of records and types of 
individuals. Specifically, IMS/PIC will store information about 
applicants for disaster recovery assistance from the Federal Emergency 
Management Agency (FEMA), provided pursuant to a computer matching 
agreement. Storing these records will enable HUD to aid individuals 
affected by natural disasters and prevent improper payments.

DATES: Comments are due on April 24, 2019. Unless comments are received 
that warrant a revision, this modification will become effective on 
April 24, 2019.

ADDRESSES: You may submit comments, identified by docket number and 
title, by one of the following methods:
    Federal e-Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions provided on that site to submit comments electronically.
    Fax: 202-619-8365.
    Email: [email protected].
    Mail: John Bravacos, Senior Agency Official for Privacy, Privacy 
Office, Department of Housing and Urban Development, Washington, DC 
20410.

FOR FURTHER INFORMATION CONTACT: For general questions please contact: 
The Privacy Office, 451 Seventh Street SW, Room 10139, Washington, DC 
20410, telephone number 202-708-3054. Individuals who are hearing- and 
speech-impaired may access this number via TTY by calling the Federal 
Relay Service at 800-877-8339 (this is a toll-free number).

SUPPLEMENTARY INFORMATION: The existing system known as the Inventory 
Management System/Public and Indian Housing Information Center (IMS/
PIC), HUD/PIH.01, is being updated to include additional categories of 
records and individuals and to permit the storage of information shared 
by the Federal Emergency Management Agency (FEMA). This update also 
reorganizes the routine uses, eliminates some routine uses that are 
already identified in HUD's Routine Use Inventory Notice and allows 
disclosure to state, local, and tribal governments to ensure effective 
and non-duplicative delivery of disaster recovery aid.

System Name and Number:

    Inventory Management System, Also Known as Public and Indian 
Housing Information Center (IMS/PIC), HUD/PIH.01.

Security Classification:
    Unclassified.

System Location:
    The files are maintained at the following locations: U.S. 
Department of Housing and Urban Development, 451 Seventh Street SW, 
Washington, DC 20410; and IMS/PIC servers are located in Charleston, 
WV; and are accessed through the internet. The servers are maintained 
by HUD Information Technology Services (HITS) contractor, and HUD's 
information technology partners: Perspecta. 15052 Conference Center 
Drive, Chantilly, VA 20151.

System Manager(s):
    Office of Public and Indian Housing (PIH), Donald J. Lavoy, Deputy 
Assistant Secretary, Real Estate Assessment

[[Page 11118]]

Center, 550 12th Street SW, Suite 100, Washington, DC 20410. 202-475-
7949.

Authority for Maintenance of the System:
    The U.S. Housing Act of 1937, as amended, 42 U.S.C. 1437; Title VI 
of the Civil Rights Act of 1962 (42 U.S.C. 2000d); The Fair Housing Act 
(42 U.S.C. 3601-3619); The Housing Community Development Act of 1981, 
Public Law 97-35, 85 stat., 348,408; and The Housing and Community 
Development Act of 1987, 42 U.S.C. 3543.

Purpose(s) of the System:
    IMS/PIC serves as a national repository of information related to 
Public Housing Authorities (PHAs), Tribally Designated Housing Entities 
(TDHE), HUD-assisted families, HUD-assisted properties, and other HUD 
programs, for the purpose of monitoring and evaluating the 
effectiveness of PIH rental housing assistance programs. IMS/PIC allows 
PHAs, TDHEs, and their-hired management agents to electronically submit 
information to HUD that is related to the administration of HUD's PIH 
programs. It collects data for PIH operations, including data submitted 
via the internet from HUD's field offices, and accurately tracks 
activities and processes. IMS/PIC also helps to increase sharing of 
information throughout PIH and HUD, which improves staff awareness of 
activities related to the administration of HUD-subsidized housing 
programs. IMS/PIC is a flexible, scalable, internet-based integrated 
system, which enables PHA and TDHE users, and HUD personnel to access a 
common database via their web browser. IMS/PIC aids HUD and entities 
that administer HUD's assisted housing programs in: (a) Increasing the 
effective distribution of rental assistance to individuals that meet 
the requirements of federal rental assistance programs; (b) detecting 
abuses in assisted housing programs; (c) taking administrative or legal 
actions to resolve past and current abuses of assisted housing 
programs; (d) monitoring compliance with HUD program requirements; (e) 
deterring abuses by verifying the employment and income of tenants at 
the time of annual and interim reexaminations of family income and 
composition via the PIH Enterprise Income Verification (EIV) system; 
(f) evaluating program effectiveness; (g) improving PHA and TDHE IMS/
PIC reporting rates; (h) forecasting budgets; (i) controlling funds; 
(j) updating tenant information; and (k) updating building and unit 
data.

Categories of Individuals Covered by the System:
    Families residing in a HUD-assisted property and/or receiving 
rental housing assistance via programs administered by the Department 
of Housing and Urban Development; Public Housing Agencies (PHAs) and 
their hired management agents; Tribally Designated Housing Entities 
(TDHE) and their hired management agents; and individuals who have 
received or applied for housing-related disaster assistance from the 
Federal Emergency Management Agency (FEMA).

Categories of Records in the System:
    Records consist of the following information as reported to HUD by 
PHAs, TDHEs, and their hired management agents, and other governmental 
agencies:
    1. Agency information: Agency name, HUD-assigned code, HUD program 
type family participates in; project number, building number, building 
entrance number, and unit number (applicable to only the Public Housing 
program).
    2. Agency point of contact information for individuals that work 
for, and access IMS/PIC and oversee the agency's administration (i.e., 
Mayors, board members, managers, directors, etc.: Individual's name, 
agency's physical address, agency's mailing address, agency's telephone 
numbers, and email addresses for point of contacts).
    3. Action information: Type of action (new admission, annual 
reexamination, interim reexamination, portability move-in, portability 
move-out, end of participation, other change of unit, FSS/WTW addendum 
only, annual reexamination searching (Section 8 program only), issuance 
of voucher (Section 8 program only), expiration of voucher (Section 8 
program only), flat rent annual updated (Public Housing program only), 
annual HQS inspection (Section 8 program only), historical adjustment, 
and void); effective date of action, indication of correction of 
previous submitted information, type of correction, date family was 
admitted into a PIH rental assistance program, projected effective date 
of next reexamination of family income and/or composition, projected 
date of next flat rent annual updated (applicable only to the Public 
Housing program), indication of whether or not the family is or has 
participated in the Family Self-sufficiency (FSS) program within the 
last year, identification of special Section 8 program (applicable only 
to the Section 8 program), identification of other special HUD rental 
program(s) the family is participating in, and ``PHA Use Only'' fields 
which are used by PHAs for general administrative purposes or other 
uses as prescribed by HUD.
    4. Family composition (which includes the following personally 
identifiable information) as reported by the family and verified by 
PHAs, TDHEs, and their -hired management agents: Last name, first name, 
middle initial, date of birth, age on effective date of action, sex, 
relationship to head of household, citizenship status, disability 
status, race, ethnicity, social security number, alien registration 
number, compliance with community service or self-sufficiency 
requirement for public housing tenants, total number of household 
members, family subsidy status under the noncitizens rule, eligibility 
effective date, and former head of household's social security number.
    5. Geographical and unit information:
    a. Background at admission information as reported by the family: 
Date family entered the waiting list, zip code before admission, 
whether or not the family was homeless at time of admission, whether or 
not the family qualifies for admission over the very low-income limit, 
whether or not the family is continuously assisted under the 1937 
Housing Act, whether or not there is a HUD-approved income targeting 
disregard.
    b. Subsidized Unit information: Unit number and street address, 
city, state and zip code in which the subsidized unit is located, city, 
state and zip code in which the subsidized unit is located, whether or 
not the family's mailing address is the same address of the unit to be 
occupied by the family, family's mailing address (unit number and 
street address, city, state, and zip code) if different from the 
address of the subsidized unit, number of bedrooms, whether or not the 
unit is an accessible unit (applicable to the Public Housing program 
only), whether or not the family has requested accessibility features 
(applicable to the Public Housing program only), whether or not the 
family has received the requested accessibility features (applicable to 
the Public Housing program only), date the unit last passed Housing 
Quality Standards (HQS) inspection (applicable to the Section 8 program 
only, except Homeownership and Project-Based Vouchers programs), date 
of last annual HQS inspection (applicable to the Section 8 program 
only, except Homeownership and Project-Based Vouchers programs), year 
the unit was built (applicable to the Section 8 program only), and the 
structure type of the unit (applicable to the Section 8 program only).

[[Page 11119]]

    6. Family assets information, as reported by the family and 
verified by PHAs, TDHEs, and their hired management agents, which 
includes the type of asset, cash value of the asset, anticipated annual 
income derived from the asset, passbook rate, imputed asset income, and 
final asset income.
    7. Family income information, as reported by the family and 
verified by PHAs, TDHEs, and their hired management agents, which 
includes the income source, Income calculations, annual income derived 
from the income source, income exclusion amount in accordance with HUD 
program requirements and annual income amount after deducting allowable 
income exclusion for each household member of the family, total 
household annual income, amounts of permissible deductions and other 
deductions to annual income in accordance with HUD program 
requirements, and amount of family adjusted annual income.
    8. Total tenant payment (TTP), minimum rent amount, most recent TTP 
amount, and tenant rent calculation information in accordance with HUD 
requirements for the specific PIH rental assistance program the family 
is currently participating in.
    9. Family Self-Sufficiency (FSS) and Welfare-to-Work (WTW) program 
information: Type of self-sufficiency program the family is 
participating in, FSS report category, FSS effective date, PHA code of 
PHA administering FSS contract, WTW report category, WTW effective date 
of action, PHA code of PHA that issued the WTW voucher, PHA code of PHA 
counting the family as enrolled in its WTW voucher program if different 
than the PHA Code of PHA that issued the WTW voucher; and general 
information pertaining to the employment status of the head of 
household, date current employment began, type of employment benefits 
head of household receives from employer, number of years of school 
completed by the head of household, type of other federal assistance 
received by the family, number of children receiving childcare 
services, and optional information related to the type of family 
services the family needs, whether or not the need was met during 
participation in the FSS or WTW program, and the name of the service 
provider; FSS contract, account and exit information; and WTW voucher 
provider; FSS contract, account and exit information; and WTW voucher 
program information.
    10. PHA and TDHE IMS/PIC system user's information: Name, telephone 
number, fax number, email address, mailing address, agency website 
address.
    11. Disaster assistance information: Records from the Federal 
Emergency Management Agency (FEMA), shared with HUD pursuant to an 
approved computer matching agreement, to enable effective delivery of 
aid in the wake of a disaster. Includes information about applicants 
for FEMA assistance, including name, social security number, address, 
type and amount of disaster damage, type and amount of assistance 
provided by FEMA.

Record Source Categories:
    IMS/PIC receives data from HUD staff; HUD contractors; PHAs, TDHEs, 
and their hired management agents; the Social Security Administration; 
the Department of Veteran Affairs; the Federal Emergency Management 
Agency; and other federal, state and local agencies. The IMS/PIC data 
reported by PHAs, TDHEs, and their hired management agents is 
electronically transmitted to IMS/PIC using agency owned software or 
via HUD's Family Reporting Software (FRS).

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside HUD as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To the National Archives and Records Administration, Office of 
Government Information Services (OGIS), to the extent necessary to 
fulfill its responsibilities in 5 U.S.C. 552(h), to review 
administrative agency policies, procedures and compliance with the 
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of 
mediation services to resolve disputes between persons making FOIA 
requests and administrative agencies.
    2. To the HUD Geocoding Service Center (GSC) to obtain geographic 
information for records in the system.
    3. To individuals under contract to HUD or under contract to 
another agency with funds provided by HUD: For the preparation of 
studies and statistical reports directly related to the management of 
HUD's rental assistance programs, to support quality control for tenant 
eligibility efforts requiring a random sampling of tenant files to 
determine the extent of administrative errors in making rent 
calculations, eligibility determinations, etc., and for processing 
reexaminations (individuals provided information under this routine use 
are subject to Privacy Act requirements and limitation on disclosures 
as are applicable to HUD officials and employees).
    4. To PHAs, TDHEs, and their hired management agents, and auditors 
of HUD rental housing assistance programs: To verify the accuracy and 
completeness of tenant data used in determining eligibility and 
continued eligibility and the amount of housing assistance received;
    5. To PHAs, TDHEs, and their hired management agents of HUD rental 
housing assistance programs: To identify and resolve discrepancies in 
tenant data.
    6. To researchers affiliated with academic institutions, with not-
for-profit organizations, or with federal, state or local governments, 
or to policy researchers: Without personally identifiable information: 
For the performance of research and statistical activities on housing 
and community development issues (individuals provided information 
under this routine use are subject to Privacy Act requirements and 
limitation on disclosures as are applicable to HUD officials and 
employees);
    7. To HUD contractors, independent public auditors and accountants, 
PHAs, and TDHEs: For the purpose of conducting oversight and monitoring 
of program operations to determine compliance with applicable laws and 
regulations, and financial reporting requirements (individuals provided 
information under this routine use are subject to Privacy Act 
requirements and limitation on disclosures as are applicable to HUD 
officials and employees);
    8. To the U.S. Department of Veterans Affairs (VA) for statistical 
analysis to advance the goals of the nation's federal strategic plan to 
prevent and end homelessness through the collection, analysis, and 
reporting of quality and timely data on veterans homelessness to assist 
VA with the establishment and/or verification of the following: 
Reducing homelessness among our nation's veterans; identify and 
understand the needs of homeless veterans and to develop programs and 
services to address those needs; effective administration of the HUD 
Veterans Affairs Supportive Housing (VASH) program by HUD and VA 
business partners; HUD-VASH program monitoring and evaluation; and the 
production of aggregate statistical data without any personal 
identifiers, which will not be used to make decisions concerning the 
rights, benefits, or

[[Page 11120]]

privileges of specific individuals, or providers of services with 
respect to assistance provided under the HUD-VASH program;
    9. To the U.S. Department of Veterans Affairs (VA), under an 
approved computer matching agreement, or data sharing agreement 
pursuant to a Presidential Executive Order (E.O.) mandate and in 
accordance with the Federal Privacy Act and Computer Matching and 
Privacy Protection Act: To identify and recover overpayments (improper 
payments) of rental assistance, determine compliance with program 
requirements by program administrators and participants of HUD rental 
housing assistance programs, deter future abuses in rental housing 
assistance programs, reduce administrative costs associated with manual 
program evaluation and monitoring efforts, and ensure that only 
eligible participants receive rental assistance in the correct amount;
    10. To the Federal Emergency Management Agency (FEMA), under an 
approved computer matching agreement, or data sharing agreement 
pursuant to a Presidential E.O. mandate in accordance with the Federal 
Privacy Act and Computer Matching and Privacy Protection Act: To 
identify existing families which participate in a HUD rental assistance 
program and are currently receiving housing assistance;
    11. To state, local and tribal governments receiving HUD disaster 
recovery grants, and to PHAs: To ensure effective delivery of disaster 
recovery aid, to prevent duplication of benefits between HUD and other 
federal agencies, and to address unmet needs of disaster victims.
    12. To appropriate agencies, entities, and persons when (1) HUD 
suspects or has confirmed that there has been a breach of the system of 
records; (2) HUD has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, HUD (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with HUD's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    13. To another Federal agency or Federal entity, when HUD 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs, and operations), 
the Federal Government, or national security, resultingfrom a suspected 
or confirmed breach.

Policies and Practices for Storage of Records:
    Records are stored manually and electronically in PHA office 
automation equipment and paper files, respectively. Records are stored 
on HUD computer servers for HUD and PHA staff to access via the 
internet. HUD's information technology partners in the Office of the 
Chief Information Officer maintain the disks and backups files of IMS/
PIC data. The servers are maintained by HUD Information Technology 
Services (HITS) contractor, and HUD's information technology partners: 
Perspecta. 15052 Conference Center Drive, Chantilly, VA 20151.

Policies and Practices for Storage of Records:
    Records are stored manually and electronically in PHA office 
automation equipment and paper files, respectively. Records are stored 
on HUD computer servers for HUD and PHA staff to access via the 
internet. HUD's information technology partners in the Office of the 
Chief Information Officer maintain the disks and backups files of IMS/
PIC data.

Policies and Practices for Retrieval of Records:
    Tenant records may be retrieved by computer search of indices by 
the Head of Household's or household member's name, date of birth, and/
or SSN of an existing or form HUD program participant. PHA records may 
be retrieved by PHA Code, User ID, and/or IMS/PIC user's last name. 
Note: A user's search capability is limited to only those program 
participants within the user's jurisdiction and assigned to his or her 
User ID.

Policies and Practices for Retention and Disposal of Records:
    Electronic records are maintained and destroyed in accordance with 
requirements of the HUD Records Disposition Schedule, 2225-6. In 
accordance with 24 CFR 908.101 and HUD record retention requirements at 
24 CFR 85.42, PHAs are required to retain at least three years' worth 
of IMS/PIC data either electronically or in paper form.

Administrative, Technical, and Physical Safeguards:
    Records are maintained at the U.S. Department of Housing and Urban 
Development in Washington, DC with limited access to those persons 
whose official duties require the use of such records. Computer files 
and printed listings are maintained in locked cabinets. User's access, 
updates access, read-only access, and approval access based on the 
user's role and security access level.

Record Access Procedures:
    For information, assistance, or inquiry about records, contact John 
Bravacos, Chief Privacy Officer, 451 Seventh Street SW, Room 10139, 
Washington, DC 20410, telephone number (202) 402-6064. When seeking 
records about yourself from this system of records or any other Housing 
and Urban Development (HUD) system of records, your request must 
conform with the Privacy Act regulations set forth in 24 CFR part 16. 
You must first verify your identity, meaning that you must provide your 
full name, address, and date and place of birth. You must sign your 
request, and your signature must either be notarized or submitted under 
28 U.S.C. 1746, a law that permits statements to be made under penalty 
of perjury as a substitute for notarization.
    If your request is seeking records pertaing to another living 
individual, you must include a statement from that individual 
certifying their agreement for you to access their records. Without the 
above information, the HUD FOIA Office may not conduct an effective 
search, and your request may be denied due to lack of specificity or 
lack of compliance with regulations.

Contesting Record Procedures:
    Since tenant information reported in IMS/PIC is submitted to HUD by 
PHAs and TDHEs based on information collected directly from the 
individual, tenants must contact the PHA or TDHE to request correction 
of any tenant supplied information reported incorrectly by the agency. 
HUD does not have the ability to modify agency reported data within 
IMS/PIC. With respect to any HUD determination based on IMS/PIC data, 
the procedures for appealing HUD's initial determination records are 
outlined in 24 CFR part 16, Additional assistance may be obtained by 
contacting John Bravacos, Chief Privacy Officer, 451 Seventh Street SW, 
Room 10139, 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.

Notification Procedures:
    Individuals seeking notification of and access to any record 
contained in

[[Page 11121]]

this system of records, or seeking to contest its content, may submit a 
request in writing to the Privacy Office at the address provided above 
or to the component's FOIA Officer, whose contact information can be 
found at http://www.hud.gov/foia under ``contact.'' If an individual 
believes more than one component maintains Privacy Act records 
concerning him or her, the individual may submit the request to the 
Senior Agency Official for Privacy, HUD, 451 Seventh Street, SW, Room 
10139, Washington, DC 20410.

Exemptions Promulgated for the System:
    None.

History:
    The most recent prior IMS/PIC SORN was published in the Federal 
Register on April 13, 2012 at 77 FR 22337-22340.

    Dated: March 18, 2019.
John Bravacos,
Senior Agency Official for Privacy.
[FR Doc. 2019-05676 Filed 3-22-19; 8:45 am]
 BILLING CODE 4210-67-P