[Federal Register Volume 77, Number 17 (Thursday, January 26, 2012)]
[Notices]
[Pages 4002-4004]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-1596]
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DEPARTMENT OF COMMERCE
[Docket No. 111115678-1670-01]
RIN 0605-XA37
Privacy Act of 1974; System of Records
AGENCY: U.S. Census Bureau, Department of Commerce.
ACTION: Notice of Amendment, Privacy Act System of Records; COMMERCE/
CENSUS-3, Individual and Household Statistical Surveys and Special
Studies Records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, Title
5 United States Code (U.S.C.) 552a(e)(4) and (11); and Office of
Management and Budget (OMB) Circular A-130, Appendix I, ``Federal
Agency Responsibilities for Maintaining Records About Individuals,''
the Department of Commerce is issuing notice of intent to amend the
system of records COMMERCE/CENSUS-3, Individual and Household
Statistical Surveys and Special Studies Records. This amendment would
change the name of the system of records to ``Special Censuses,
Surveys, and Other Studies;'' amend certain provisions concerning the
purpose of the system of records; update categories of individuals and
records covered by the system; change procedures governing retrieval,
storage, retention, disposal, and safeguards of the records in the
system; and make other minor administrative updates. Accordingly, the
system notice for COMMERCE/CENSUS-3, Individual and Household
Statistical Surveys and Special Studies Records published in the
Federal Register on November 01, 2002 (67 FR 66608) is amended as
below. We invite public comment on the system amendment announced in
this publication.
DATES: Comment Date: To be considered, written comments on the proposed
amended system must be submitted on or before February 27, 2012.
Effective Date: Unless comments are received, the amended system of
records will become effective as proposed on the date of publication of
a subsequent notice in the Federal Register.
ADDRESSES: Please address comments to: Chief Privacy Officer, Room
8H115, U.S. Census Bureau, Washington, DC 20233-3700.
SUPPLEMENTARY INFORMATION: This update makes four program-related
changes. The first of four proposed changes to program-related
provisions updates the purpose of the system of records to include
collection of statistical data from respondents, as well as the
methodological research previously included in the original System of
Record Notice (SORN). This update is a result of a re-alignment of the
Census Bureau's systems of records to separate Census Bureau surveys
protected by Title 13 confidentiality provisions from reimbursable
surveys not protected by Title 13 confidentiality provisions. Census
Bureau surveys protected by Title 13 confidentiality are now covered in
this system of records, and reimbursable surveys are covered in
COMMERCE/Census-7, ``Other Agency Surveys and Reimbursables.'' The
second proposed change updates the categories of individuals in the
system to include administrative records and cognitive interviews. The
third change updates the categories of records in the system to provide
additional information and details surrounding the records. The last
change updates the policies and practices for storing, retaining,
disposing, and safeguarding the records in the system to include
recordings of survey and cognitive interviews and comprehensively cover
the safeguards provided at the U.S. Census Bureau. The entire resulting
system of records notice, as amended, appears below.
COMMERCE/CENSUS-3
System Name:
Special Censuses, Surveys, and Other Studies.
Security Classification: None.
System Location:
Bowie Computer Center, U.S. Census Bureau, 17101 Melford Blvd.,
Bowie, Maryland 20715, and U.S. Census Bureau, National Processing
Center, 1201 East 10th Street, Jeffersonville, Indiana 47103; and
National Archives and Records Administration, Washington National
Records Center, Washington, DC 20409.
Categories of Individuals Covered by the System:
This system covers the population of the United States. Survey
respondents typically are individuals aged 15 years old or over. Data
collected directly from respondents may be supplemented with data from
administrative record files received from other federal, state, or
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local agencies, or commercial sources. These files are collected and
processed under the Statistical Administrative Records system.
Administrative record files are from agencies including, the
Departments of Agriculture, Education, Health and Human Services,
Homeland Security, Housing and Urban Development, Labor, Treasury,
Veterans Affairs, and from the Office of Personnel Management, the
Social Security Administration, the Selective Service System, and the
U.S. Postal Service. Comparable data may also be sought from State
agencies and commercial sources. Please see the COMMERCE/CENSUS-8,
Statistical Administrative Records System SORN for more information.
Additionally, subjects of cognitive interviews (to test understanding
of a new survey form, for example) are covered in this system of
records.
Categories of Records in the System:
Records in this system of records consist of working statistical
files (i.e., those files being analyzed to produce survey results),
survey data files (i.e., those files containing answers directly from
the respondent), and/or data contact files (i.e., those files used for
contacting respondents). Records in this system of records may contain
information such as: Respondent contact information--telephone number,
email address; Demographic information--date of birth, sex, race,
ethnicity, household and family characteristics, mobility status,
education, marital status, tribal affiliation, veteran's status,
disability status; Geographical information--address and geographic
codes; Health information--health problems, type of provider, services
provided, cost of services, quality indicators; Economic information--
housing and institutional characteristics, income, occupation,
employment and unemployment information, health insurance coverage,
federal and state program participation, assets and wealth; Activity
and event related information--commuting, travel, childcare,
recreation, consumer expenditures, community service, drug and alcohol
use, and crime victimization; Field Representative (FR) related
information--U.S. Census Bureau FR code, which is used only as an
administrative control item for each record. Some records in this
system of records may be obtained from datasets maintained by the
COMMERCE/CENSUS-8, Statistical Administrative Records System where
direct identifiers have been replaced with a unique non-identifying
code prior to delivery to this system of records, and, therefore are
not on the working statistical files. These categories of records are
maintained on unique data sets that are extracted or combined on an as
needed basis using the unique non-identifying codes but with the
original identifiers removed. These records may contain: Demographic
information--date of birth, sex, race, ethnicity, household and family
characteristics, education, marital status, Tribal affiliation, and
veteran's status; Geographical information--address and geographic
codes; Mortality information--cause of death and hospitalization
information; Health information--type of provider, services provided,
cost of services, and quality indicators; Economic information--housing
characteristics, income, occupation, employment and unemployment
information, health insurance coverage, Federal program participation,
assets, and wealth. Another category of records contains two types of
records that are maintained on unique data sets that are extracted or
combined on an as-needed basis using the unique non-identifying codes
but with some name information retained. One type of records contains:
Business information--business name, revenues, number of employees, and
industry codes in support of economic statistical products. The other
type contains: Respondent contact information--name, address, telephone
number, age, and sex in support of survey and census data collection
efforts. See the COMMERCE/CENSUS-8, Statistical Administrative Records
System SORN for more information. However, for limited short-term
projects, some records obtained from datasets maintained by the
COMMERCE/CENSUS-8, Statistical Administrative Records System may
contain some direct identifiers (such as name, Social Security Number
(SSN)) that have been retained in working statistical files for this
collection. These short-term projects must present project and use
proposal documentation to a team of high level managers, and obtain
approval to use direct identifiers in these working statistical files.
Additionally, direct identifiers collected from survey respondents are
routinely maintained on data contact files in order to facilitate
respondent contact or to pre-load data for a data collection
instrument.
Authorities for Maintenance of the System:
Title 13 U.S.C. 8(b), 182, and 196 provide the authority for the
U.S. Census Bureau to conduct statistical surveys.
Purpose(s):
The purpose of this system of records is to collect statistical
information from respondents through survey instruments or other means
and to conduct methodological research on improving various aspects of
surveys authorized by Title 13, U.S.C. 8(b), 182, and 196, such as:
survey sampling frame design; sample selection algorithms;
questionnaire development, design, and testing; usability testing of
computer software and equipment; post data collection processing; data
quality review; and non-response research.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes Of Such Uses:
None. The data will be used only for statistical purposes. No
disclosures which permit the identification of individual respondents,
and no determinations affecting individual respondents are made.
Disclosure to Consumer Reporting Agencies:
None.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records (including, but not limited to, sound files of survey or
cognitive interviews or electronic datasets) will be stored in a secure
computerized system and on magnetic media; output data will be
electronic files or paper copies. Paper copies or magnetic media will
be stored in a secure area within a locked drawer or cabinet. Data sets
may be accessed only by authorized personnel. Control lists will be
used to limit access to those employees with a need to know; rights
will be granted based on job functions.
Retrievability:
A limited number of sworn U.S. Census Bureau staff will be
permitted to retrieve records containing direct identifiers (such as a
name or SSN). Staff producing final statistical products will have
access only to data sets from which direct identifiers have been
deleted and replaced by unique non-identifying codes internal to the
U.S. Census Bureau.
Safeguards:
The U.S. Census Bureau is committed to respecting respondent
privacy and protecting confidentiality. Through the Data Stewardship
Program, we have implemented management, operational, and technical
controls and practices to ensure high-level data protection to
respondents of our census and surveys. (1) An unauthorized browsing
policy
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protects respondent information from casual or inappropriate use by any
person with access to Title 13 protected data. (2) All employees
permitted to access the system are subject to the restriction,
penalties, and prohibitions of 13 U.S.C. 9 and 214, as modified by
Title 18 U.S.C. 3551, et seq.; the Privacy Act of 1974 (5 U.S.C.
552a(b)(4)); and when applicable, Title 26 U.S.C. 7213, 7213A, and
7431; as well as any additional restrictions imposed by statutory
authority of a sponsor. (3) All U.S. Census Bureau employees and
persons with special sworn status will be regularly advised of
regulations issued pursuant to Title 13 U.S.C. governing the
confidentiality of the data, and will be required to complete an annual
Title 13 awareness program; and those who have access to Federal Tax
Information data will be regularly advised of regulations issued
pursuant to Title 26 U.S.C. governing the confidentiality of the data,
and will be required to complete an annual Title 26 awareness program.
(4) All computer systems that maintain sensitive information are in
compliance with the Federal Information Security Management Act, which
includes auditing and controls over access to restricted data. (5) The
use of unsecured telecommunications to transmit individually
identifiable information is prohibited. (6) Paper copies that contain
sensitive information are stored in secure facilities in a locked
drawer or file cabinet behind a locked door. (7) Additional data files
containing direct identifiers will be maintained solely for the purpose
of data collection activities, such as respondent contact and pre-
loading an instrument for a continued interview, and will not be
transferred to, or maintained on, working statistical files. (8) Any
publications based on this system will be cleared for release under the
direction of the U.S. Census Bureau's Disclosure Review Board, which
will confirm that all the required disclosure avoidance procedures have
been implemented and no information that identifies any individual is
released.
Retention and Disposal:
Records are to be retained in accordance with the General Records
Schedule and U.S. Census Bureau's records control schedules that are
approved by the National Archives and Records Administration.
Generally, records are retained for less than 10 years, unless a longer
period is necessary for statistical purposes or for permanent archival
retention.
System Manager and Address:
Associate Director for Demographic Programs, U.S. Census Bureau,
4600 Silver Hill Road, Washington, DC 20233-8000.
Notification Procedure:
None.
Record Access Procedures:
None.
Contesting Record Procedures:
None.
Record Source Categories:
Individuals and populations covered by selected administrative
records systems and U.S. Census Bureau surveys and special censuses.
Exemptions Claimed for this System:
Pursuant to Title 5 U.S.C. 552a(k)(4), this system of records is
exempted from the notification, access, and contest requirements of the
agency procedures (under 5 Title U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I), and (f)). This exemption is applicable as the
data are maintained by the U.S. Census Bureau and required by Title 13
to be used solely as statistical records and are not used in whole or
in part in making any determination about an identifiable individual.
This exemption is made in accordance with the Department's rules, which
appear in 15 CFR part 4 subpart B, and in accordance with agency rules
published in the rules section of this Federal Register.
Dated: January 18, 2012.
Jonathan R. Cantor,
Chief Privacy Officer, Department of Commerce.
[FR Doc. 2012-1596 Filed 1-25-12; 8:45 am]
BILLING CODE 3510-07-P