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System
name: Correspondence Control System,
HHS/HRSA/OMPS.
Security
classification: None.
System location:
- Executive
Secretariat, Division of Policy Review and
Coordination, Office of Management and Program
Support, Health Resources and Services Administration
(HRSA), 5600 Fishers Lane, Room 14A-08, Rockville,
MD 20857.
-
Office of Program Support, Bureau of Health
Professions, HRSA, 5600 Fishers Lane, Room
8-15, Rockville, MD 20857.
-
Executive Secretariat, HIV/AIDS Bureau and
Office of Special Programs, HRSA, 5600 Fishers
Lane, Room 7-08, Rockville, MD 20857
-
Office of Program and Policy Development,
Bureau of Primary Health Care, HRSA, 4350
East West Highway, Room 7-2B3, Bethesda, MD
20814.
-
Office of the Director, Material and Child
Health Bureau, HRSA, 5600 Fishers Lane, Room
18-05, Rockville, MD 20857.
-
Washington National Records Center, 4205 Suitland
Road, Suitland, MD 20746-8001.
Categories
of
individuals
covered
by
the
system:
Individuals
who
have
contacted
the
Administrator,
HRSA,
the
Deputy
Administrator,
an
associate
administrator,
or
a
bureau
director,
or
individuals
who
have
been
contacted
by
one
of
these
officials.
Categories of records in the system:
Hard copies of the actual correspondence
and computer printout and disk control system
records of that correspondence.
Authority for maintenance of the system:
5 U.S.C. 301 “Departmental Regulations.
Purpose(s): To control and
track all correspondence documents addressed
or directed to the Administrator, HRSA, or his/her
subordinates as indicated above, as well as
documents initiated by them, to assure timely
and appropriate attention.
Routine uses of records maintained in
the system, including categories of users and
the purposes of such uses:
-
Disclosure may be made to a congressional
office from the record of an individual in
response to a verified inquiry from the congressional
office made at the request of that individual.
-
The Department of Health and Human Services
(DHHS) may disclose information from this
system of records to the Department of Justice,
or to a court or other tribunal, when:
- DHHS,
or any component thereof; or
- Any
DHHS employee in his or her official capacity;
or
-
Any DHHS employee in his or her individual
capacity where the Department of Justice
(or DHHS, where authorized’ to do
so) has agreed to represent the employee;
or
-
The United States, or any agency thereof
where DHHS determines that the litigation
is likely to affect DHHS or any of its
components, is a party to litigation or
has an interest in such litigation, and
DHHS determines that the use of such records
by the Department of Justice, the court
or other tribunal is relevant and necessary
to the litigation and would help in the
effective representation of the governmental
party, provided, however, that in each
case, DHHS determines that such disclosure
is compatible with the purpose for which
the records were collected.
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
-
Storage: Correspondence records are maintained
in hard copy. Control records are maintained
on computer disks.
-
Retrievability: Hard-copy records are indexed
by name of addressee and date of outgoing
correspondence; or by name of sender and date
of incoming correspondence; or by subject.
Records may also be cross-referenced.
-
Safeguards:
-
Authorized users: Office directors, correspondence
assistants, and professional and support
staff with designated functional responsibilities
directly relating to the purpose of the
correspondence.
-
Procedural safeguards: Confidential and/or
sensitive documents are either hand carried
or transmitted in sealed envelopes. Employees
who handle correspondence are instructed
to observe established office procedures
to protect correspondence documents from
unauthorized access. The computerized
subsystem is protected by passwords assigned
to specific correspondence assistants;
passwords are changed periodically; the
password is changed when a correspondence
assistant terminates employment.
-
Physical safeguards: Rooms where records
are stored are locked when not in use.
During regular business hours, rooms are
unlocked but are controlled by on-site
personnel. Security guards perform random
physical security checks.
Retention and disposal: Hard-copy
records are cut off at the end of each calendar
year, retained two years, transferred to the
Washington National Records Center, and destroyed
five years later. Control records are cut off
at the end of each calendar year, retained two
years, and destroyed. Computer records are purged
after correspondence is finalized to a history
file.
System manager(s) and address:
- Policy
Coordinator: Director, Division of Policy
Review and Coordination, Office of Management
and Program Support, Health Resources and
Services Administration (HRSA), 5600 Fishers
Lane, Room 14-08, Rockville, MD 20857.
-
System Manager: Chief, Executive Secretariat,
Division of Policy Review and Coordination,
Office of the Management and Program Support,
HRSA, 5600 Fishers Lane, Room 14A-08, Rockville,
MD 20857.
-
System Manager: Executive Secretariat, Office
of Program Support, HIV/AIDS Bureau and Office
of Special Programs, HRSA, 5600 Fishers Lane,
Room 7-08, Rockville, MD 20857.
-
System Manager: Information Systems Specialist,
Office of Program and Policy Development,
Bureau of Primary Health Care, HRSA, 4350
East West Highway, Room 7-2B3, Bethesda, MD
20814.
-
System Manager: Correspondence Coordinator,
Office of the Director, Maternal and Child
Health Bureau, HRSA, 5600 Fishers Lane, Room
18-05, Rockville, MD 20857.
Notification procedure: Inquiries
should indicate the name of the individual with
whom the HRSA corresponded, the date of the
incoming correspondence, if any, and the date
of the outgoing correspondence. Inquiries should
be addressed to the appropriate system manager,
listed above, not to the policy coordinator.
Record access procedures: Same
as notification procedures. Requesters must
state that they are who they claim to be and
understand that obtaining information under
false pretenses is subject to a maximum statutory
penalty of $5,000. Requesters may also ask for
an accounting of disclosures that have been
made of their records, if any.
Contesting record procedures:
Contact the appropriate system manager at the
address for that official specified under "System
Location’’ above, and reasonably
identify the record, specify the information
to be contested, the corrective action sought,
and the reason for seeking the correction, with
supporting information to show how the record
is inaccurate, incomplete, untimely, or irrelevant.
Record source categories: Records
are derived from incoming correspondence to,
and the outgoing correspondence of, the Administrator,
HRSA, or his/her subordinates as indicated above.
Systems exempted from certain provisions
of the act: None.
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