[Federal Register Volume 89, Number 150 (Monday, August 5, 2024)]
[Notices]
[Pages 63440-63442]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-17181]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7092-N-35]


Privacy Act of 1974; System of Records

AGENCY: Office of Administration, HUD.

ACTION: Notice of a modified system of records.

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SUMMARY: Under the Privacy Act of 1974, as amended, the Department of 
Housing and Urban Development (HUD), Office of Administration, Office 
of the Executive Secretariat (Exec Sec) is issuing a public notice of 
its intent to modify the Privacy Act system of records titled 
``Correspondence Tracking System (CTS)''. This system of records is 
being revised to make clarifying changes within: System Location, 
System Manager, Record Authority for Maintenance of the System, Purpose 
of the System, Categories of Individuals Covered by the System, 
Categories of Records in the System, Records Source Categories, Routine 
Uses of Records Maintained in the System, Retrieval of Records, and 
Retention and Disposal of Records, and make general updates to the 
remaining sections to accurately reflect management of the system of 
records in accordance with the Office of Management and Budget (OMB) 
Circular A108, Federal Agency Responsibilities for Review, Reporting, 
and Publication under the Privacy Act.

DATES: Comments will be accepted on or before September 4, 2024. This 
action shall be effective August 5, 2024. Routine uses will become 
effective on the date following the end of the comment period unless 
comments are received which result in a contrary determination.

ADDRESSES: You may submit comments, identified by docket number or 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: Attention: Privacy Office; LaDonne White, Chief Privacy 
Officer; the Executive Secretariat; 451 Seventh Street SW, Room 10139, 
Washington, DC 20410-0001.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to http://www.regulations.gov. including any 
personal information provided.

[[Page 63441]]

    Docket: For access to the docket to read background documents or 
comments received go to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: LaDonne White, the Privacy Office; 451 
Seventh Street SW, Room 10139, Washington, DC 20410; telephone number 
(202) 708-3054 (this is not a toll-free number). HUD welcomes and is 
prepared to receive calls from individuals who are deaf or hard of 
hearing, as well as individuals with speech or communication 
disabilities. To learn more about how to make an accessible telephone 
call, please visit https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs.

SUPPLEMENTARY INFORMATION: HUD, the Office of the Executive Secretariat 
(Exec Sec) maintains the Correspondence Tracking System (CTS) system. 
HUD is publishing this revised notice to reflect new and modified 
routine uses, and new source protocols implemented to support HUD's 
updates. Additionally, administrative updates are being added to the 
remaining SORN sections to reflect the system in its current state. The 
change to the system of records will have no undue impact on the 
privacy of individuals and updates will be consistent with the records 
collected.
    The following are updates since the previous SORN publication:
    1. System Number: Updated to classify new system of records number 
designation to alignment with HUD's system of records inventory.
    2. System Manager: Updated to identify a new system manager.
    3. Purpose of the System: Updated to apply non-substantive changes 
to identify system functions with clarity and conciseness for public 
awareness.
    4. Categories of Individuals Covered: Updated to add existing 
system user groups and purpose the user group serves.
    5. Records Source Categories: Updated, with record sources for 
internal and external systems, to cover all record sources for system 
programs.
    6. Records Retention and Disposition: Updated to reflect current 
retention requirements.
    7. Policy and Practice for Retrieval of Records: Updated to include 
minor changes and format.

SYSTEM NAME AND NUMBER:
    Correspondence Tracking System (CTS), HUD/ADM-09.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    HUD Headquarters location, 451 7th Street SW, Washington, DC 20410-
0001.

SYSTEM MANAGER(S):
    Juanita Johnson, System Manager, Office of Systems and Technology, 
451 Seventh Street SW, Room 2242, Washington, DC 20410, telephone 
number (202) 402-5348.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sections 2 and 7(d) of the Department of Housing and Urban 
Development Act of 1965, Public Law 89-174.

PURPOSE(S) OF THE SYSTEM:
    CTS will allow users and management to track and report on 
correspondence throughout the workflow process. HUD uses information in 
CTS to provide appropriate responses to inquiries. CTS will streamline 
the collection of inquiries from the public regarding their requests 
for assistance with HUD funded programs.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who correspond with HUD's Secretary, Deputy Secretary, 
or Assistant Secretaries, Individuals whose correspondence has been 
referred by the White House, other federal agencies, or Members of 
Congress to the Secretary or Deputy Secretary.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence: name, home address, email address(es), home 
telephone number(s), work telephone number(s), legal documents and 
records, requesters, attorneys or representatives' names, fax number, 
office information, case identifier.

RECORD SOURCE CATEGORIES:
    Records are provided by individuals.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    (1) 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.
    (2) To contractors, grantees, experts, consultants and their 
agents, or others performing or working under a contract, service, 
grant, or cooperative agreement with HUD, when necessary to accomplish 
an agency function related to a system of records. Disclosure 
requirements are limited to only those data elements considered 
relevant to accomplishing an agency function. Contractors provided 
information under these routine use conditions are subject to Privacy 
Act requirements and disclosure limitations imposed on the Department.
    (3) To contractors, experts, and consultants with whom HUD has a 
contract, service agreement, or other assignment of the Department, 
when necessary to utilize data to test new technology and systems 
designed to enhance program operations and performance.
    (4) To appropriate agencies, entities, and persons when (1) HUD 
suspects or has confirmed there has breached the system of records; (2) 
HUD has determined that because 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.
    (5) To another Federal agency or Federal entity, when HUD 
determines that information from this system of record 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 resulting from a suspected 
or confirmed breach.
    (6) To appropriate Federal, State, local, tribal, or other 
governmental agencies or multilateral governmental organizations 
responsible for investigating or prosecuting the violations of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license, where HUD determines that the information would assist in the 
enforcement of civil or criminal laws and when such records, either 
alone or in conjunction with other information, indicate a violation or 
potential violation of law.
    (7) To a court, magistrate, administrative tribunal, or arbitrator 
in the course of presenting evidence, including disclosures to opposing 
counsel or witnesses in the course of civil discovery, litigation, 
mediation, or settlement negotiations, or in connection with criminal 
law proceedings; when HUD determines that use of such records is 
relevant and necessary to the litigation and when any of the following 
is a party to the litigation or have an interest in such litigation: 
(1) HUD, or any component thereof; or (2) any HUD employee in his or 
her official capacity; or (3) any HUD

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employee in his or her individual capacity where HUD has agreed to 
represent the employee; or (4) the United States, or any agency 
thereof, where HUD determines that litigation is likely to affect HUD 
or any of its components.
    (8) To any component of the Department of Justice or other Federal 
agency conducting litigation or in proceedings before any court, 
adjudicative, or administrative body, when HUD determines that the use 
of such records is relevant and necessary to the litigation and when 
any of the following is a party to the litigation or have an interest 
in such litigation: (1) HUD, or any component thereof; or (2) any HUD 
employee in his or her official capacity; or (3) any HUD employee in 
his or her individual capacity where the Department of Justice or 
agency conducting the litigation has agreed to represent the employee; 
or (4) the United States, or any agency thereof, where HUD determines 
that litigation is likely to affect HUD or any of its components.
    (9) 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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic and Paper.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Name and case number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Destroyed upon verification of successful creation of the final 
document or file or when no longer needed for business use, whichever 
is later.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    For Electronic Records: All personal data will be maintained on a 
secure workstation or virtual server that is protected by a firewall 
and complex passwords in a directory that can only be accessed by the 
system administrators and the analysts actively working on the data; 
the system used to process or store data have Federal security controls 
applied to them; the data will be backed up on a regular basis to 
safeguard against system failures or disasters; and, unencrypted data 
will not be stored on a laptop or on removable media such as CDs, 
diskettes, or USB flash drives. Electronic Records are maintained and 
stored in an electronic encryption database system. These records can 
only be accessed based on the user's rights and privileges to the 
system. A multifactor identification method is required which consists 
of the several layers of security to access the records, such as a 
valid common access card, access to HUD's network with a valid User ID 
and password.
    For Paper Records: The analysts will securely store any hard copy 
forms with personal identifiers until they are archived; all hard copy 
forms with personal identifying data will be stored securely in a 
locked cabinet that can only be accessed by authorized individuals 
working on the data.

RECORD ACCESS PROCEDURES:
    Individuals requesting records of themselves should address written 
inquiries to the Department of Housing and Urban Development 451 7th 
Street SW, Washington, DC 20410-0001. For verification, individuals 
should provide their full name, current address, and telephone number. 
In addition, the requester must provide either a notarized statement or 
an unsworn declaration made under 24 CFR 16.4.

CONTESTING RECORD PROCEDURES:
    The HUD rule for contesting the content of any record pertaining to 
the individual by the individual concerned is published in 24 CFR 16.8 
or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals requesting notification of records of themselves should 
address written inquiries to the Department of Housing Urban 
Development, 451 7th Street SW, Washington, DC 20410-0001. For 
verification purposes, individuals should provide their full name, 
office or organization where assigned, if applicable, and current 
address and telephone number. In addition, the requester must provide 
either a notarized statement or an unsworn declaration made under 24 
CFR 16.4.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Docket Citation: 72 FR-55801 (October 1, 2007).

LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2024-17181 Filed 8-2-24; 8:45 am]
BILLING CODE 4210-67-P