System Notice: 09-30-0029 3
SYSTEM NAME:
Record of Guest Workers. HHS/SAMHSA/OPS.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Director
Division of Management Systems
Office of Program Services
Substance Abuse and Mental Health Services Administration
1 Choke Cherry Road
Room, 3-1017
Rockville, Maryland 20857
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals using SAMHSA facilities who are not employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal information including name, address, date and place of birth, education, employment, purpose for which SAMHSA facilities are desired, outside sponsor and SAMHSA sponsor.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Health Service Act, Section 301, (42 U.S.C. 241).
PURPOSE(S) OF THE SYSTEM:
To document individual's presence at SAMHSA and as a record that the individual is not performing services for SAMHSA and is therefore not an employee.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made to the U.S. Office of Personnel Management for program evaluation purposes.
2. Disclosure may be made to institutions providing financial support for subject individual.
3. 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.
4. 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 official capacity; or (c) 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.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Stored in file folders.
RETRIEVABILITY:
Retrieved by name.
SAFEGUARDS:
1. Authorized Users: Authorized employees of the Division of Human Resources Management and SAMHSA managers and supervisors with legitimate interest in guest workers.
2. Physical Safeguards: Records are stored in locked rooms.
3. Procedural Safeguards: Authorized individuals have been trained in accordance with the Privacy Act.
4. Implementation Guidelines: DHHS Chapter 45-13 of the General Administration Manual.
RETENTION AND DISPOSAL:
Records are held 1 year after guest worker separates and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director,
Division of Management Systems
Office of Program Services
Substance Abuse and Mental Health Services Administration
1 Choke Cherry Road
Room, 3-1017
Rockville, Maryland 20857
NOTIFICATION PROCEDURE:
To determine if a record exists, contact the System Manager at the address above. Individuals who request notification in person must supply one proof of identity containing individual's complete name and one other identifier with picture (e.g., driver's license, building pass). Individuals who request notification by mail must supply notarized signature as proof of identity.
RECORD ACCESS PROCEDURES:
Same as notification procedures. Requesters should also reasonably specify the record contents being sought. An individual may also request an accounting of disclosures of his/her record, if any.
CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification Procedures above and reasonably identify the record, specify the information to be contested, and state the corrective action sought, with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant.
RECORD SOURCE CATEGORIES:
Subject individual and SAMHSA sponsor.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
3 Published in the Federal Register, Vol. 64, No. 11, Tuesday, January 19, 1999 (pages 2909-2918).
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