System Notice: 09-30-0049 7
SYSTEM NAME:
Consultant Records Maintained By SAMHSA Contractors. HHS/SAMHSA/OPS.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
A current list of contractor sites is available by writing to the System Manager at the address below.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Consultants who participate in Substance Abuse and Mental Health Services Administration (SAMHSA) conferences, meetings, evaluation projects, or technical assistance at site locations arranged by contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names, addresses, Social Security numbers, qualifications, curricula vitae, travel records, and payment records for consultants.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SAMHSA: Public Health Service Act, as Amended, Section 301 (42. U.S.C. 241), 322 (42 U.S.C. 249(c)), and 501-05 (42 U.S.C. 290aa et. seq.). CSAP: Center for Substance Abuse Prevention, Section 515-8 (42 U.S.C. 290bb-21 et. seq.). CSAT: Center for Substance Abuse Treatment, Section 507-12 (42 U.S.C. 290bb et. seq.). CMHS: Center for Mental Health Services, Section 506 (42 U.S.C. 290aa-5) and 520-35 (42 U.S.C. 290bb-31 et. seq.). Protection and Advocacy for Individuals with Mental Illness Act of 1986 as amended (42 U.S.C. 10801 et. seq.); Refugee Education Assistance Act of 1980, Section 501(c) (8 U.S.C. 1522 note), P.L. 96-422; Executive Order 12341; and Disaster Relief Act of 1974, Section 413, P.L. 93-288, as amended by Section 416 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, P.L. 100-107.
PURPOSE(S) OF THE SYSTEM:
This umbrella system of records covers a varying number of separate sets of records used in different projects. These records are established by contractors to organize programs, obtain and pay consultants, and to provide necessary reports related to payment to the Internal Revenue Service for these programs for SAMHSA. SAMHSA personnel may use records when a technical assistance consultant is needed for a specialized area of research, review, advice, etc.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
1. The Department of Health and Human Services (HHS) may disclose information from this system of records to the Department of Justice, or to a court or other tribunal, when (a) HHS, or any component thereof; or (b) any HHS employee in his or her individual capacity where the Department of Justice (or HHS, where it is authorized to do so) has agreed to represent the employee; or (d) the United States or any agency thereof where HHS determines that the litigation is likely to affect HHS or any of its components, is a party to litigation or has an interest in such litigation, and HHS 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, HHS determines that such disclosure is compatible with the purpose for which the records were collected.
2. 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 written request of that individual.
3. Disclosure may be made to private contractors for the purposes of handling logistics for conferences, reviews, development of training materials, and of obtaining the services of consultants. Relevant records will be disclosed to such a contractor or may be developed by the contractor for use in the project. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
4. Disclosure may be made to the Department of Treasury, Internal Revenue Service, and applicable State and local governments those items to be included as income to an individual.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored in file folders, on index cards, computer tapes and disks, microfiche,microfilm.
RETRIEVABILITY:
Information will be retrieved by name.
SAFEGUARDS:
Measures to prevent unauthorized disclosures are implemented as appropriate for each location. Each site implements personnel, physical, and procedural safeguards such as the following:
1. Authorized Users: Only SAMHSA personnel working on these projects and personnel employed by SAMHSA contractors to work on these projects are authorized users as designated by the system managers.
2. Physical Safeguards: Records are stored in locked rooms, locked file cabinets, and/or secured computer facilities.
3. Procedural Safeguards: Contractors who maintain records in this system are instructed to make no further disclosure of the records except as authorized by the system manager and permitted by the Privacy Act. Privacy Act requirements are specifically included in contracts and in agreements with grantees or collaborators participating in research activities supported by this system. HHS project directors, contract officers, and project officers oversee compliance with these requirements.
4. Implementation Guidelines: DHHS Chapter 45-13 of the General Administration Manual, and Part 6, " Automated Information Systems Security" in the HHS Information Resources Management Manual.
RETENTION AND DISPOSAL:
Records are destroyed 3 years after they are no longer used, or, if payment is involved, 3 years after closeout of the contract.
SYSTEM MANAGER(S) AND ADDRESS:
Director
Division of Contracts Management
Office of Program Services
Substance Abuse and Mental Health Services Administration
1 Choke Cherry Road
Room, 7-1053
Rockville, Maryland 20857
NOTIFICATION PROCEDURE:
To determine if a record exists, write to the appropriate System Manager at the address above. Provide notarized signature as proof of identity. The request should include as much of the following information as possible: (a) full name; (b) title of project individual participated in; (c) SAMHSA project officer, and (d) approximate date(s) of participation.
RECORD ACCESS PROCEDURES:
Same as notification procedures. Requesters should also reasonably specify the record contents being sought.
Individuals may also request an accounting of disclosures of their records, if any.
CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification Procedures above and reasonably identify the record, specify the information being contested, and state the corrective action sought, with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant.
RECORD SOURCE CATEGORIES:
Information gathered from individual consultants and from assignment or travel documents.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
7 Published in the Federal Register, Vol. 64, No. 11, Tuesday, January 19, 1999 (pages 2909-2918).
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