270-15-0459_Attach_7_System_Notice.pdf

SYSTEM NOTICE

09-30-0049

09-30-0049

SYSTEM NAME:

Consultant Records Maintained By SAMHSA Contractors, HHS/SAMHSA/OA.

Minor alterations have been made to this system of records notice.

The following categories should be revised in their entirety:

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. SAMHSA proposes to contract with private firms 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. Information in this system of records is used routinely to prepare W-2 and 1099 Forms to submit to the Internal Revenue Service and applicable State and local governments those items to be included as income to an individual.

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 and supplementary Chapter PHS.hf: 45- 13 of the General Administration Manual, and Part 6, "Automated Information Systems Security" in the HHS Information Resources Management Manual.

Readers who notice any errors or omissions in the SAMHSA systems of records notices are invited to bring them to my attention at the following address: Substance Abuse and Mental Health Services Administration, 1 Choke Cherry Road, Rockville, Maryland 20857.

Dated: October 13, 1994 Michael Etzinger, Executive Officer, Substance Abuse and Mental Health Services Administration.

[FR Doc. 94-27615 Filed 12-27-94;

8:45 am]

System Notice No. 09-30-0049 as printed in the Federal Register, Vol. 58, No. 248, Wednesday, December 29 1993, Beginning on 69002.

09-30-0049

System Name:

Consultant Records Maintained by SAMHSA Contractors, HHS/SAMHSA/OA

SECURITY CLASSIFICATION:

None

SYSTEM LOCATION:

Records are located at various contractor sites. A list of specific contractor sites is a available from the appropriate system manager.

CATEGORIES OF INDIVIDUALS

COVERED BY THE SYSTEM:

Consultants who participate in Substance Abuse and Mental Health Services Administration (SAMHSA) conferences, meeting, 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, sections 301 (42 U.S.C 241), 332

(U.S.C. 249(c)), and 501-05 (42 U.S.C. 290aa et seq.). CSAT: Center for Substance Abuse Treatment, section 507-12 (42 U.S.C. 290bb et eg.). CSAP: Center for Substance Abuse Prevention Section 515-8 (42 U.S.C. 290aa-5 et seq). CMHS:

Center for Mental Health Services, sections 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), Pub L.

96-442; Executive Order 12341; and Disaster Relief Act of 1974, section 413, Pub L. 93-288, as amended by section 416 of the Robert T.

Stafford Disaster Relief and Emergency Assistance Act, Pub L.

100-107.

PURPOSE(s):

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 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 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. SAMHSA proposes to contract with private firms 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. Information in this system of records is used routinely to prepare W-2 and 1099 Forms to submit to the Internal Revenue Service and applicable State and local governments those items to be included as income to and 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 this project 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 and supplementary Chapter PHS.hf: 45- 13 of the General Administration Manual, and Part 6, "ADP System Security" in the HHS Information Resource Management Manual.

RETENTION AND DISPOSAL:

Records will be destroyed 3 years after they are no longer used or if payment in involved, 3 years after closeout of the contract.

SYSTEM MANAGER(s) AND

ADDRESS:

The policy coordinating official for this system of records is also the System Manager. SAMHSA Contracts Officer, Substance Abuse and Mental Health Services Administration, Office of the Administrator, Office of Management, Planning, and Communications, 1 Choke Cherry Road, 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 form assignment or travel documents.

SYSTEMS EXEMPTED FORM

CERTAIN PROVISIONS OF THE ACT:

None.

Readers who notice any errors or omissions in the SAMHSA systems of records notices are invited to bring them to my attention at the following address:

Substance Abuse and Mental Health Services Administration, 1 Choke Cherry Road, Rockville, Maryland 20857

-Dated: December 17, 1993

Michael Etzinger, Executive Officer, Substance Abuse and Mental Health Services Administration

(FR DOC 93-31242 Filed 12-28-93;

8:45 am)