[Federal Register: August 14, 2007 (Volume 72, Number 156)]
[Notices]
[Page 45442-45443]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr14au07-79]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-5130-N-08]
Privacy Act; Proposed New Systems of Records, Real Estate
Management System/Integrated Real Estate Management System (REMS/iREMS)
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Establish a new Privacy Act System of Records.
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SUMMARY: HUD proposes to establish a new record system to add to its
inventory of systems of records subject to the Privacy Act of 1974 (5
U.S.C. 552a), as amended. The proposed new system of records is the
Real Estate Management System (REMS/iREMS). The new record system is
sponsored by HUD's Office of Multifamily Housing and will be used to
provide regulatory control over HUD's multifamily housing portfolio,
and to ensure compliance with HUD program requirements. REMS/iREMS will
also serve as the Department's repository for HUD's property portfolios
of insured, subsidized, HUD-held, HUD-owned, co-insured, elderly and
disabled properties, and provides portfolio management for Section 8
contracts, physical property inspection follow-up, and financial
assessment reviews.
DATES: Effective Date: This action shall be effective without further
notice on September 13, 2007 unless comments are received during or
before this period that would result in a contrary determination.
Comments Due Date: September 13, 2007.
ADDRESSES: Interested persons are invited to submit comments regarding
this notice 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. A copy of each communication
submitted will be available for public inspection and copying between 8
a.m. and 5 p.m. weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: The Departmental Privacy Act Officer,
451 Seventh Street, SW., Room 4178, Washington, DC 20410, telephone
Number (202) 708-2374 or the System Owner, 451 Seventh Street, SW.,
Room 6232, Washington, DC 20410, telephone number (202) 402-3297.
(These are not toll-free numbers.) Telecommunication device for hearing
and speech-impaired individuals (TTY) is available at (800) 877-8339
(Federal Information Relay Service).
SUPPLEMENTARY INFORMATION: Title 5 U.S.C. 552a(e)(4) and (11) provide
that the public be afforded a 30-day period in which to comment on the
new system of records, and require published notice of the existence
and character of the system of records.
The new system report was submitted to the Office of Management and
Budget (OMB), the Senate Committee on Homeland Security and
Governmental Affairs, and the House Committee on Oversight and
Government Reform pursuant to paragraph 4c of Appendix 1 to OMB
Circular No. A-130, ``Federal Responsibilities for Maintaining Records
About Individuals,'' July 25, 1994 (59 FR 37914).
Authority: 5 U.S.C. 552a, 88 Stat. 1896; 42 U.S.C. 3535(d).
Dated August 7, 2007.
Bajinder Paul,
Acting, Chief Information Officer.
HUD/MFH-10
System Name:
Real Estate Management System (REMS), effective Fiscal Year 2008
the new system name will be Integrated Real Estate Management System
(iREMS).
System Location:
Charleston West Virginia, Philadelphia Pennsylvania (back-up
facility).
Categories of individuals covered by the system:
External business partners approved to do Multifamily business with
HUD (e.g., property owners, management agents, contract administrators,
and owner/agent contacts. (Address, phone, fax, and e-mail)
Categories of Records in the System:
Loan Servicing information, Section 8 subsidy contract renewals,
property management reviews, physical condition of multifamily
properties and ownership data, workload tracking of HUD staff,
Departmental Enforcement Center tracking for corrective actions/
referrals, and participant/partner information. Within the participant
data (owners, lessees, management agents, and sponsor/developers), the
name, address, telephone number, fax number, e-mail address, and Tax ID
Number or Social Security Number are stored.
Authority for maintenance of the system:
42 U.S.C. 3543, Section 165 of the Housing and Community
Development Act, 24 CFR part 5(b).
Purposes:
REMS/iREMS is HUD's multifamily property management tool for the
Office of Multifamily Housing (MFH), the Departmental Enforcement
Center (DEC), and the Real Estate Assessment Center (REAC). REMS
provides regulatory control over HUD's Multifamily housing portfolio,
and ensures compliance with HUD program requirements. REMS/iREMS data
is the repository of HUD's data that define the property portfolio of
insured, subsidized, HUD-held, HUD-owned, co-insured, elderly and
disabled properties, and provides portfolio management for Section 8
contracts, physical property inspection follow-up, and financial
assessment reviews.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, other routine uses of the data are to
ensure compliance with HUD regulations and business agreements:
(1) Office of Multifamily Housing--to define the portfolio of
insured, subsidized, HUD-held, HUD-owned, co-insured, elderly and
disabled properties; Provides portfolio management for Section 8
contracts, physical inspection follow-up and financial assessment
reviews; Track property status, loan status and characteristics,
Section 8 contract renewals, and financial status of property owners.
(2) Real Estate Assessment Center--to validate financial statement
submissions and mortgagee inspections.
(3) Departmental Enforcement Center and Office of Affordable
Housing Preservation--to track property/owner corrective action
referrals.
(4) HUD Headquarters staff and Field Offices use data to uniquely
identify program participants,
(5) Government National Mortgage Association (GNMA) receives
monthly
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extracts of participant data to confirm the status of active loans.
(6) HUD Business Partners (Public Housing Authorities and Community
Development Corporations serving as Performance-Based Contract
Administrators (PBCAs)) will use the information to manage their
assigned Section 8 contracts.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The REMS/iREMS database is termed the Housing Enterprise Real
Estate Management System (HEREMS) database. There are three HEREMS
database servers: The main production DB server in Charleston WVA, a
hot-backup copy which is updated several seconds behind the Charleston
server, and a nightly created copy of the HEREMS DB from which
standardized reports (created with Actuate) and Ad hoc reports (via MS
Access) are retrieved. These files are stored on disk and backups are
stored on tape. Manual files are stored in local field office per the
records disposition schedule 18 in Handbook 2225.6 Rev-1.
Retrievability:
Information is retrieved by Property identification or Contract ID.
Within these, it is possible to use screen queries to drill down into
other layers of subordinate data. In some cases, participant/partner
information and security system access is via name, Taxpayer
Identification Number (TIN) and/or Social Security Number (SSN).
However, the Property Identification or Contract ID are the primary
sources used to retrieve information from the REMS/iREMS.
Safeguards:
Data can only be accessed via entry of a valid HUD User ID and
Password. HUD Security access to REMS is controlled by the Web Access
Subsystem (WASS), a common security module for multiple web-based
applications.
Manual records from forms and printed reports are secured and
stored in an enclosed office space that is accessible only to HUD
personnel with a need to use/know the records content. (i.e., Records
are stored in cabinets in rooms to which access is restricted to those
HUD/PBCA persons performing property asset management functions.
Background screening, limited authorization to specific property and
technical web-based restraints are employed with regard to accessing
records.
Retention and Disposal:
Property data, both current and historical is not archived or
destroyed. Owner history data is maintained indefinitely to support
enforcement actions and portfolio analysis. REMS/iREMS receives data
primarily from other computer applications at HUD. Paper records are
stored here or at the HUD Field Office. These systems follow the
records disposition schedule defined in Appendix 18 of Handbook 2225.6
Rev-1.
System Manager(s) and Address:
Stephen A. Martin, Director, Office of Program Systems Management,
Office of Multifamily Housing. Address: 451 Seventh Street, SW.,
Washington, DC 20410
Notification Procedures:
For information, assistance, or inquiry about the existence of
records, contact the Privacy Act Officer at the Department of Housing
and Urban Development, 451 Seventh Street, SW., Room 4178, Washington,
DC 20410, in accordance with the procedures in 24 CFR part 16.
Contesting Record Procedures:
Include the following standard language: Procedures for the
amendment or correction of records, and for applicants want to appeal
initial agency determination appear in 24 CFR part 16. If additional
information is needed, contact:
(i) In relation to contesting contents of records, the Privacy Act
Officer at HUD, 451 Seventh Street, SW., Room 4178, Washington, DC
20410; and,
(ii) In relation to appeals of initial denials, HUD, Departmental
Privacy Appeals Officer, Office of General Counsel, 451 Seventh Street,
SW., Washington, DC 20410.
Record Source Categories:
The sources of data are contractual agreements between HUD and
property owners (e.g., Regulatory Agreement, Section 8 Housing
Assistance Payments (HAP) contract) and memorandums to HUD from the
business partners.
Exemptions from Certain Provisions of the Act:
None.
[FR Doc. E7-15841 Filed 8-13-07; 8:45 am]
BILLING CODE 4210-67-P