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:

1. 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.
2. 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:
   
   
   1. DHHS, or any component thereof; or
   2. Any DHHS employee in his or her official capacity; or
   3. 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
   4. 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:
  
  
  1. Authorized users: Office directors, correspondence assistants, and professional and support staff with designated functional responsibilities directly relating to the purpose of the correspondence.
  2. 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.
  3. 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.