dcl9643.htm

Certification of Securing FPLS Information

AUG 21 1996 DC96-43

TO STATE IV-D DIRECTORS

Dear Colleague:

The Federal Parent Locator Service (FPLS) annually requires all States to submit certifications of compliance with safeguard and security requirements relating to locate information received from the FPLS. Managers of local offices with direct access to the FPLS are equally responsible for safeguarding and securing this data; therefore,annual certifications are required from IV-D Directors and managers for each jurisdiction with on-line access to the FPLS.

We are requesting that you complete the certification form and return it to the FPLS by December 1,1996. This will cover the period of October 1, 1996 through September 30, 1997.

In addition, if you submit cases via computer tape, hardcopy, NDM (Network Data Movers) or MITRON, a separate transmittal must accompany each tape transaction or batch of hardcopy requests. Currently, on Guam and the Virgin Islands are authorized to submit hardcopy requests.

We have enclosed three samples of transmittal certifications and guidelines on good security practices developed by our computer security officer. Please share the guidelines with your staff. Sample "A" provides an example of the annual transmittal certification required by all States and local jurisdictions with on-line access. Sample "B" provides an example of a transmittal that can be used by States submitting cases on tape. If you submit cases via MITRON and NDM, sample "C" is an example of a transmittal that must be facsimiled to the FPLS. Sample "C" is also used by States submitting hardcopy requests. All forms should be on State letterhead with the signature of the State IV-D Director or designee.

If your state has additional local users send one certification with an attached listing of each local users (local office name and city) and have the IV-D Director or designee sign it.

Assurance that information is used only for the intended purposes is an action of prudence and governmental responsibility. We appreciate your assistance. Please send the annual transmittal certification to the following address: Federal Parent Locator Service, 370 L'Enfant Promenade, S.W., 4th Floor, Attn: Joan O'Conner, Washington, D.C. 20447. If you have any questions,please call Joan O'Connor at (202) 401-9268.

Sincerely,

David Gray Ross

Deputy Director

Office of Child Support Enforcement

Enclosures

(USE STATE LETTERHEAD) SAMPLE A

TRANSMITTAL CERTIFICATION

TO: Federal Parent Locator Service

Office of Child Support Enforcement

Department of Health and Human Services

370 L'Enfant Promenade, SW - 4th Floor

Washington, DC 20447

FROM: Name and Title of Certifying Official - (Under

Federal Regulations, 45 CFR 303.70(d), this must be the IV-D Director or designee.)

The State of _________________ requests permission to enter locate requests to the Federal Parent Locator Service (FPLS) from October 1, 19__ through September 30, 19__. I certify that every request submitted to the FPLS meets the following requirements:

(1)It is being made solely to locate an absent parent for the purpose of establishing paternity or securing child support, or, where applicable, to locate an absent parent in a parental kidnapping case or child custody determination, and for no other purpose.

(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.

(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.

(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7212 (a)(2)).

(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information obtained through the FPLS could result in civil or criminal penalties under States' laws.

_____________________ ________________________________

STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL

JURISDICTION (if applicable)

(USE STATE LETTERHEAD) SAMPLE B

TRANSMITTAL CERTIFICATION

TO:Federal Parent Locator Service

Office of Child Support Enforcement

Department of Health and Human Services

370 L'Enfant Promenade, SW - 4th Floor

Washington, DC 20447

FROM:Name and Title of Certifying Official - (Under Federal Regulations, 45 CFR 303.70(d), this must be the IV-D Director or designee.)

Enclosed is a tape/cartridge number __________, from the State of ________. I certify that every request submitted to the FPLS meets the following requirements:

(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.

(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.

(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7213 (a)(2)).

(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information obtained through the FPLS could result in civil or criminal penalties under State's laws.

____________________ ________________________________

STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL JURISDICTION (if applicable

(USE STATE LETTERHEAD) SAMPLE C

TRANSMITTAL CERTIFICATION

TO:Federal Parent Locator Service

Office of Child Support Enforcement

Department of Health and Human Services

370 L'Enfant Promenade, SW - 4th Floor

Washington, DC 20447

FROM:Name and Title of Certifying Official - (Under Federal Regulations, 45 CFR 303.70(d), this must be the IV-D Director or designee.)

I certify that every request submitted to the FPLS meets the following requirements:

(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.

(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.

(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7213 (a)(2)).

(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information obtained through the FPLS could result in civil or criminal penalties under State's laws.

____________________ ________________________________

STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL JURISDICTION (if applicable)