[Federal Register Volume 77, Number 137 (Tuesday, July 17, 2012)]
[Notices]
[Pages 41993-41997]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-17364]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5613-N-07]
Privacy Act of 1974; Proposed New Routine Use--HUD's Routine Use
Inventory
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Proposal for new routine uses.
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SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), and
Office of Management and Budget (OMB), Circular No. A-130, notice is
hereby given that the Department of Housing and Urban Development,
Office of the Chief Information Officer, is establishing 24 ``blanket''
routine uses to be applicable to more than one HUD system of records.
The Department published on September 14, 2007 at 72 FR 52572 a notice
to establish 1 blanket routine use proposal applicable to all its
systems of records. This proposal provides an update to that proposal
and is one of the steps required to establish a list of comprehensive
and case specific routine uses for current and future system of records
publications. Further, publishing this system notice will permit the
Department to save cost, accomplish its mission, managerial, and other
responsibilities more efficiently and effectively.
DATES: Effective date: This proposal shall be effective without further
notice on August 16, 2012, unless comments are received on or before
that date that would result in a contrary determination.
Comments Due Date: August 16, 2012.
ADDRESSES: Interested persons are invited to submit comments regarding
this new routine use to the Rules Docket Clerk, Office of General
Counsel, Department of Housing and Urban Development, 451 Seventh
Street SW., Room 10276, Washington, DC 20410-0500. Communications
should refer to the above docket number and title. Fax comments are not
acceptable. 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: The Chief Privacy Officer, telephone
number (202) 402-8073. (This is not a toll free number.)
SUPPLEMENTARY INFORMATION: The following routine uses describe those
types of disclosures which are common to more than one HUD Privacy Act
system of records at which HUD is establishing as ``blanket'' routine
uses. Unless this or other published notice expressly provides
otherwise, these blanket routine uses shall apply, without need of
further implementation, to every HUD Privacy Act system of records.
These blanket routine uses supplement but do not replace any routine
uses that are separately published in the notices of individual record
systems to which the blanket routine uses apply. HUD proposes blanket
routine uses that will: (1) Permit the Department to accomplish its
mission, managerial, and other responsibilities more efficiently and
effectively; (2) minimize through use of standardized wording the
potential for misunderstanding or misinterpretation which might arise
from unintended variations in different versions of common routine
uses; and (3) reduce cost and duplication of effort in the publication
and maintenance of HUD's Privacy Act issuances; (4) revise and update
Privacy Act record locations for its systems of records; and (5)
present the information to the public and HUD Departmental offices in a
structure that is easier to understand and use.
Pursuant to conditions of the Privacy Act, the routine uses are
consistent with the collection of information pertaining to making such
disclosures to individuals pursuant to requirements of the Privacy Act
records, when, in doing so, it will help protect the interest of
individuals, and improve the Department's ability to take the
appropriate steps necessary to accomplish its mission and business
requirements more efficiently and effectively.
Title 5 U.S.C. 552a(e)(r) and (11) requires that the public be
afforded a 30 day period in which to comment on any new or amended use
of information in a system of records, and require published notice of
the existence and characters of the systems of records proposing the
change. The new system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act was submitted to the Committee on Homeland Security and
Governmental Affairs of the United States Senate, the Committee on
Government Reform and Oversight of the House of Representatives, and
the Office of Management and Budget (OMB) pursuant to paragraph 4c of
Appendix I to OMB Circular No. A-130, Federal Agency Responsibilities
for Maintaining Records about Individuals, dated June 25, 1993 (58 FR
36075, July 2, 1993). HUD deems the disclosure(s) made to such
agencies, entities, and persons from the following systems or records
when authorized by statute to assist in connection with its mission.
The existence and characters of HUD's completed Privacy Act systems of
records can be viewed on the agency's Web site at: http://www.hud.gov/offices/cio/privacy/pia/fednotice.cfm and currently consist of the
following:
------------------------------------------------------------------------
System code System title
------------------------------------------------------------------------
FHEO-01................................ Equal Employment Opportunity
Monitoring and Analysis
System.
HUD/ADMIN-01........................... Transit Subsidy System.
HUD/ADM-02............................. HUD's Direct Distribution
Center System.
HUD/ADMIN-03........................... One Touch Student Response
System.
HUD/ADMIN-04........................... Training Information System.
HUD/ADMIN-05........................... Training Announcement,
Nomination, and Confirmation
System.
HUD/ADMIN-06........................... Personal Security Files.
HUD/ADMIN-08........................... Grants Interface Management
System.
HUD/ADMIN-09........................... Correspondence Tracking System.
HUD/CFO/01............................. HUD Central Accounting and
Program System.
[[Page 41994]]
HUD/CFO-02............................. Audit Resolution and Corrective
Action Tracking System.
HUD/CFO-03............................. Line of Credit Control Systems.
HUD/CFO-04............................. Integrated Automated Travel
System.
HUD/CFO-05............................. Personal Services Cost
SubSystem.
HUD/CFO-06............................. Financial Data Mart.
HUD/CPD-1.............................. Rehabilitation Loans-Delinquent/
Default.
HUD/CPO-1.............................. HUD Integrated Acquisition
Management System.
HUD/DEPT-1............................. Accidents, Employees and/or
Government Vehicles.
HUD/DEPT-2............................. Accounting Records.
HUD/DEPT-4............................. Fee Inspectors and Appraisers.
HUD/DEPT-5............................. Architects and Engineers.
HUD/DEPT-10............................ Single Family Construction
Complaints Files.
HUD/DEPT-15............................ Equal Opportunity Housing
Complaints.
HUD/DEPT-20............................ Single Family Homeownership
Assistance Application and
Recertification.
HUD/DEPT-22............................ Housing Counseling.
HUD/DEPT-23............................ Single-Family Research Files.
HUD/DEPT-24............................ Investigation File.
HUD/DEPT-25............................ Legal Actions Files.
HUD/DEPT-28............................ Property Improvement and
Manufactured (Mobile) Home
Loans--Default.
HUD/DEPT-29............................ Rehabilitation Grants and Loans
Files.
HUD/DEPT-32............................ Mortgages--Delinquent/Default/
Assigned/Temporary Mortgage
Assistance Payments (TMAP)
Program.
HUD/DEPT-34............................ Pay and Leave Records of
Employees.
HUD/DEPT-37............................ Personnel Travel System.
HUD/DEPT-42............................ Rent Subsidy Program Files.
HUD/DEPT-43............................ Property Disposition Files
(A43; A43C; A80S).
HUD/DEPT-44............................ Relocation Assistance Files
(Revalidate Deletion).
HUD/DEPT-46............................ Single Family Case Files.
HUD/DEPT-51............................ Standards of Conduct Files.
HUD/DEPT-52............................ Privacy Act Requesters.
HUD/DEPT-53............................ Consumer Complaint Handling
System.
HUD/DEPT-54............................ Parking Permit Application
Files.
HUD/DEPT-56............................ Telephone Numbers of HUD
Officials.
HUD/DEPT-62............................ Claims Collection Records.
HUD/DEPT-63............................ Secretary's Correspondence
Control System.
HUD/DEPT-64............................ Congregate Housing Services
Program Data Files.
HUD/DEPT-65............................ IDEAS Program Case Files.
HUD/DEPT-66............................ Grievance Records.
HUD/DEPT-67............................ Employee Counseling and
Occupational Health Records.
HUD/DEPT-68............................ HUD Government Motor Vehicle
Operators Records.
HUD/DEPT-69............................ Intergovernmental Personnel Act
Assignment Records.
HUD/DEPT-71............................ Identity Management System.
(IDMS) formerly Employee
Identification File
HUD/DEPT-72............................ Congressional Correspondence
Files (Communication Control
System).
HUD/DEPT-73............................ Government Property on Personal
Charge Files.
HUD/DEPT-74............................ Executive Emergency Cascade
Alerting System.
HUD/DEPT-75............................ Priority Consideration/Special
Reassignment Files.
HUD/DEPT-76............................ HUD Employee Locator File.
HUD/DEPT-77............................ Audit Planning and Operations
System (APOS).
HUD/DEPT-78............................ Government National Mortgage
Association Registry of
Foreclosure Attorneys.
HUD/DEPT-80............................ Long Distance Telephone Call
Detail System.
HUD/DEPT-81............................ Ethics Filings.
HUD/DEPT-82............................ ADP Security Clearance
Information System.
HUD/EC-01.............................. Compliance Case Tracking
System.
HUD/EC-02.............................. Departmental Tracking System.
HUD/FHEO-06............................ Title Eight Automated Paperless
Office Tracking System
(TEAPOTs).
HUD/GNMA-01............................ Mortgage-backed Securities
Unclaimed Funds System.
HUD/GNMA-02............................ Master Subservicer System.
HUD/H-3................................ Single Family Housing
Monitoring System.
HUD/H-5................................ Single Family Computerized
Homes Underwriting Management
System.
HUD/H-6................................ Single Family Section 518 Files
(Constructed Complaints).
HUD/H-7................................ Previous Participation Review
System and Active Partners
Performance System Previous
Participation Files.
HUD/H-8................................ Property Rental Files/
Integrated Disbursement and
Information System.
HUD/H-9................................ Property Management Records.
HUD/H-11............................... Tenant Housing Assistance and
Contract Verification Data.
HUD/H-12............................... Housing Compliance Files.
HUD/HS-10.............................. Single Family Insurance System
and Home Equity Conversion
Mortgage System.
HUD/HS-15.............................. Single Family Enterprise Data
Warehouse System.
[[Page 41995]]
HUD/HS-16.............................. Single Family Neighborhood
Watch Early Warning System.
HUD/HS-22.............................. Housing Counseling System (HCS)
sub-module Client Activity
Report System (CARs).
HUD/HS-54.............................. Title I Insurance System.
HUD/HS-55.............................. Debt Collection and Asset
Management System.
HUD/HS-56.............................. Distributive Shares and Refunds
System.
HUD/HS-57.............................. Single Family Mortgage Notes
System.
HUD/HS-58.............................. Asset Disposition and
Management System.
HUD/HS-60.............................. Nonprofit Data Management
System/Institution Master
File.
HUD/HSG-01............................. Single Family Housing
Enterprise Data Warehouse.
HUD/MFH-08............................. Development Application
Processing System.
HUD/MFH-10............................. Real Estate Management System/
Integrated Real Estate
Management System.
HUD/PD&R-01............................ HUD Veterans Homelessness
Preventive Demonstration
Evaluation Data Files System.
HUD/PD&R-6............................. Real Estate Settlement Cost
Research Files.
HUD/PD&R-7............................. Section 8 Program Research Data
Files.
HUD/PD&R-8............................. Income Certification Evaluation
Data Files.
HUD/PD&R-9............................. HUD USER File for Research
Products, Services and
Publications.
HUD/PD&R-10............................ Housing Counseling Research
Data Files/Homeless Families
Impact Study Data Files.
HUD/PD&R-11............................ Rapid Re-Housing for Homeless
Data.
HUD/PIH-01............................. Inventory Management System
formerly Public and Indian
Housing Information Center
(PIC).
HUD/PIH-02............................. HUD Veterans Affairs Supportive
Housing System.
HUD/PIH-5.............................. Enterprise Income Verification.
HUD/PIH-06............................. Tracking-At-A-Glance.
HUD/PIH-07............................. Disaster Information System
(DIS).
HUD/PIH-08............................. Efforts to Outcome Case
Management System/Case
Management System for the
Disaster Housing Assistance
Program (DHAP-IKE).
HUD/OIG-1.............................. Investigative Files.
HUD/OIG-2.............................. Hotline Complaint Files.
HUD/OIG-3.............................. Name Indices System.
HUD/OIG-4.............................. Independent Auditor Monitoring
Files.
HUD/OIG-5.............................. AutoAudit.
HUD/OIG-6.............................. AutoInvestigation.
HUD/OIG-7.............................. Giglio Information Files.
HUD/REAC-2............................. Independent Public Accountant
Quality Assurance Files.
HUD/REAC-3............................. Quality Assurance/Quality
Control Administrative.
HUD/HS-52.............................. Single Family Acquired Asset
Management System.
HUD/HS-54.............................. Title I Insurance System.
HUD/HS-59.............................. Single Family Mortgage Notes
Recovery Technology System.
HUD/HS-60.............................. Institution Master File/
Nonprofit Data Management
System.
HUD/OHHLHC-1........................... Compliance Investigation and
Enforcement Files (``CHIEF'').
HUD/SFH-01............................. Single Family Default
Monitoring System.
HUD/SF-02.............................. Single Family Insurance System
CLAIMS SubSystem.
HUD/SF01.2502.......................... Lender Electronic Assessment
Portal.
ODEEO-1................................ Equal Employment Opportunity
Monitoring and Analysis
System.
OFHEO-1................................ Financial Management System.
OFHEO-2................................ Pay and Leave System.
OFHEO-3................................ Employee Identification Card
System.
OFHEO-4................................ Property Inventory System.
OFHEO-5................................ Senior Staff Biography System.
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Accordingly, this notice establishes routine uses for all records
within HUD's systems of records inventory, which is subject to the
Privacy Act of 1974, as amended. Additionally, the text of many of
these routine uses model best practices that have already been adopted
by several agencies; including the Department of Justice for the same
purpose described in this notice. Records contained in this system
notice that have been placed on HUD's Public Record domain are
available upon request.
In addition to the disclosures generally permitted under 5 U.S.C.
552a(b), and the routine uses specifically described in each system of
records notice, records or information in the systems of records
maintained by the Department may be disclosed pursuant to 5 U.S.C.
552a(b)(3) as described below under Appendix I, provided that no
routine use specified herein shall be construed to limit or waive any
other routine use or exemption specified in the text of the individual
system of records notice.
Pursuant to 5 U.S.C. 552a(k)(2), records in these system notices,
and any others which reflect records that are designated as exempt,
from the requirements of certain subsections of (c)(3), (d), (e)(1),
(e)(4)(G), (H), (I), and/or (f) of 5 U.S.C. 552a under a promulgated
Rule, or those that are restricted from release by statutory or
regulatory requirements are prohibited from disclosure (to which shall
apply only to those exemptions established in the records system notice
for the particular system).
Authority: 5 U.S.C. 552a.
[[Page 41996]]
Dated: June 27, 2012.
Kevin R. Cooke,
Deputy Chief Information Officer.
Appendix I
HUD's Library of Routine Uses
Authorized disclosures applicable to one or more HUD Privacy Act
system of records. The Privacy Act allows HUD to disclose its
Privacy Act records in the following manner to appropriate agencies,
entities, and persons below to the extent such disclosures are
compatible with the purpose for which the record was collected, as
set forth in each system of records notice and in the following
paragraphs (1)-(19), provided that no routine use specified herein
shall be construed to limit or waive any other routine use or
exemption specified either herein or in the text of the individual
system of records notice. (These routine uses are not meant to
exclude prior routine use publications and may overlap in some
cases.)
(1) To a recipient who has provided the agency with advance
adequate written assurance that the record will be used solely as a
statistical research or reporting record, and the record is to be
transferred in a form that is not individually identifiable.
(2) To the National Archives and Records Administration (NARA)
and the General Services Administration (GSA) for records having
sufficient historical or other value to warrant its continued
preservation by the United States Government, or for inspection
under authority of Title 44, Chapter 29, of the United States.
(3) 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.
(4) To appropriate Federal, state, local government, or person
pursuant to a showing of compelling circumstances affecting the
health or safety or vital interest of an individual or data subject,
including assisting such agency(ies) or organizations in preventing
the exposure to or transmission of a communicable or quarantinable
disease or to combat other significant public health threats; if
upon such disclosure appropriate notice is transmitted to the last
known address of such individual identify the health threat or risk.
(5) To a consumer reporting agency, when trying to collect a
claim of the Government, in accordance with 31 U.S.C. 3711(e).
(6) To contractors, grantees, experts, consultants, and the
agents of thereof, and others performing or working on a contract,
service, grant, cooperative agreement with HUD, when necessary to
accomplish an agency function related to its system of records,
limited to only those data elements considered relevant to
accomplishing an agency function. Individuals provided information
under this routine use is subject to the same Privacy Act
requirements and limitations on disclosure as are applicable to HUD
officers and employees.
(7) To other Federal agencies or non-Federal entities with whom
HUD has an approved computer matching effort, limited to only those
data elements considered relevant to determine eligibility under a
particular benefit programs administered by those agencies or
entities or by HUD or any component thereof, to improve program
integrity, and to collect debts and other monies owed under those
programs.
(8) To contractors, experts, consultants with whom HUD has a
contract, service agreement or other assignment of the Department,
when necessary to utilize relevant data for purposes of testing new
technology and systems designed to enhance program operations and
performance.
(9) To contractors, grantees, experts, consultants, Federal
agencies, and non-Federal entities including but not limited to
state and local governments, and other research institutions or
their parties entities and their agents with whom HUD has a
contract, service agreement, grant, cooperative agreement with HUD,
when necessary to accomplish an agency function related to a system
of records for the purposes of statistical analysis and research in
support of program operations, management, performance monitoring,
evaluation, risk management, and policy development, or to otherwise
support the Department's mission. Records under this routine use may
not be used in whole or in part to make decisions that affect the
rights, benefits or privileges of specific individuals. The results
of the matched information may not be disclosed in identifiable
form.
(10) To other Federal agencies or non-Federal entities,
including but not limited to state and local government entities
with whom HUD has a contract, service agreement, grant, cooperative
agreement, or computer matching agreement to assist such agencies
with preventing and detecting improper payments, or fraud, or abuse
in major programs administered by the Federal government, or abuse
by individuals in their operations and programs, but only to the
extent that the information is necessary and relevant to preventing
improper payments for services rendered under a particular Federal
or non-federal benefits programs of HUD or any of their components
to verify pre-award and pre-payment requirements prior to the
release of Federal Funds.
(11) To 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 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.
Case Specific Actions, HUD may disclose records compatible to
one of its system of records notices during case specific
circumstances, when appropriate, as follows:
(12) To appropriate Federal, state, local, tribal, or
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.
(13) To third parties during the course of a law enforcement
investigation to the extent necessary to obtain information
pertinent to the investigation, provided disclosure is appropriate
to the proper performance of the official duties of the officer
making the disclosure.
(14) 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 or to a prosecution request
when such records to be released are specifically approved by a
court provided order.
(15) To appropriate Federal, state, local, tribal, or
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.
(16) To third parties during the course of a law enforcement
investigation to the extent necessary to obtain information
pertinent to the investigation, provided disclosure is appropriate
to the proper performance of the official duties of the officer
making the disclosure.
(17) To the Department of Justice (DOJ) when seeking legal
advice for a HUD initiative or in response to DOJ's request for the
information, after either HUD or DOJ determine that such information
is relevant to DOJ's representatives of the United States or any
other components in legal proceedings before a court or adjudicative
body, provided that, in each case, the agency also determines prior
to disclosure that disclosure of the records to the DOJ is a use of
the information contained in the records that is compatible with the
purpose for which HUD collected the records. HUD on its own may
disclose records in this system of records in legal proceeding
before a court or administrative body after determining that the
disclosure of the records to the court of administrative body is a
use of the information contained in the records that is compatible
with the purpose for which HUD collected the records.
(18) To another agency or to an instrumentality of any
governmental jurisdiction within or under the control of the United
States for a civil or criminal law enforcement activity if the
activity is authorized by law, and if the head of the agency or
instrumentality has made a written request to the agency which
maintains the record specifying the particular portion desired and
the law enforcement activity for which the record is sought.
(19) To contractors, grantees, experts, consultants, Federal
agencies, and non-Federal entities including but not limited to
[[Page 41997]]
state and local governments, with whom HUD has a contract, service
agreement, grant, cooperative agreement with the Department of
Housing and Urban Development for statistical analysis to advance
the goals of the nation's federal strategic plan to prevent and end
veterans homelessness. The records may not be used to make decisions
concerning the rights, benefits, or privileges of specific
individuals, or providers of services with respect to homeless
veteran's efforts.
[FR Doc. 2012-17364 Filed 7-16-12; 8:45 am]
BILLING CODE 4210-67-P