Attachment 4 - System of Records Notice 09-25-0118.pdf

10/16/2020 09-25-0118 SYSTEMS LISTING

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09-25-0118 SYSTEMS LISTING

SYSTEM NAME:

Contracts: Professional Services Contractors, HHS/NIH/NCI.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATION:

Write to System Manager at the address below for the address of the Federal Records Center where records may be stored.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals under contract with the National Cancer Institute.

CATEGORIES OF RECORDS IN THE SYSTEM:

Professional services contracts.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

42 U.S.C. 241(d), 281.

PURPOSE(S):

Used by staff for general administrative purposes to assure compliance with contract program requirements.

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 an inquiry from the congressional office made at the request of that individual.

2. In the event of litigation where the defendant is (a) the Department, any component of the Department, or any employee of the Department in his or her official capacity; (b) the United States where the Department determines that the claim, if successful, is likely to directly affect the operations of the Department or any of its components; or (c) any Department employee in his or her individual capacity where the Justice Department has agreed to represent such employee, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided 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.

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SAFEGUARDS:

1. Authorized Users: Access is limited to authorized personnel (system manager and staff).

2. Physical Safeguards: Records are maintained in offices which are locked when not in use.

3. Procedural Safeguards: Access to files is strictly controlled by system manager and staff.

RETENTION AND DISPOSAL:

Records are retained and disposed of under the authority of the NIH Records Control Schedule contained in NIH Manual Chapter 1743, Appendix 1 - "Keeping and Destroying Records" (HHS Records Management Manual, Appendix B-361), item 2600-A-4, which allows records to be destroyed after a maximum period of six years and three months after final payment. Refer to the NIH Manual Chapter for specific disposition instructions.

SYSTEM MANAGER(S) AND ADDRESS(ES):

ARC Manager, Division of Cancer Treatment and Diagnosis (DCTD), National Cancer Institute (NCI), Building 31, Room 3A44, 31 Center Drive, Bethesda, MD 20892.

ARC Manager, Office of the Director (OD), National Cancer Institute (NCI), Building 31, Room 11A35, 31 Center Drive, Bethesda, MD 20892.

ARC Manager, Executive Plaza (EP), National Cancer Institute (NCI), Building 6116, Room 220, 6116 Executive Boulevard, Bethesda, MD 20892.

ARC Manager, Building 6116, National Cancer Institute (NCI), 6116 Executive Boulevard, Room 200, Bethesda, MD 20892.

ARC Manager, Division of Cancer Prevention (DCP), National Cancer Institute (NCI), Executive Plaza North, Room 3060, 6130 Executive Boulevard, Bethesda, MD 20892.

ARC Manager, Division of Cancer Biology (DCB), National Cancer Institute (NCI), Executive Plaza North, Room 500, 6130 Executive Boulevard, Bethesda, MD 20892.

ARC Manager, Division of Cancer Control and Population Sciences (DCCPS), National Cancer Institute (NCI), Executive Plaza North, Room 3038, 6130 Executive Boulevard, Bethesda, MD 20892.

ARC Manager, Building 41, National Cancer Institute (NCI), Building 41, Room A101, 41 Medlars Drive, Bethesda, MD 20892.

ARC Manager, Building 37, National Cancer Institute (NCI), Building 37, Room 5A15, 37 Convent Drive, Bethesda, MD 20892.

ARC Manager, Frederick Cancer Research and Development Center (FCRDC), National Cancer Institute (NCI), Building 578, Room 23, Frederick, MD 21702.

ARC Manager, Division of Cancer Epidemiology and Genetics (DCEG), National Cancer Institute (NCI), Executive Plaza South, Room 8086, 6120 Executive Boulevard, Bethesda, MD 20892.

ARC Manager, Center for Cancer Research (CCR), National Cancer Institute (NCI), Building 31, Room 3A19, 31 Center Drive, Bethesda, MD 20892.

ARC Manager, Building 10A, National Cancer Institute (NCI), Building 10, Room 12N210, 10 Center Drive, Bethesda, MD 20892.

ARC Manager, Building 10B, National Cancer Institute (NCI), Building 10, Room 12N210, 10 Center Drive, Bethesda, MD 20892.

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ARC Manager, Information Technology (IT), National Cancer Institute (NCI), Building 6116, Room 503, 6116 Executive Boulevard, Bethesda, MD 20892.

NOTIFICATION PROCEDURE:

Write to the appropriate System Manager listed above to determine if a record exists. The requester must also verify his or her identity by providing either a notarization of the request or a written certification that the requester is who he or she claims to be and understands that the knowing and willful request for acquisition of a record pertaining to an individual under false pretenses is a criminal offense under the Act, subject to a five thousand dollar fine.

RECORD ACCESS PROCEDURE:

Same as Notification Procedures. Requesters should also reasonably specify the record contents being sought.

Individuals may also request listings of accountable disclosures that have been made of their records, if any

CONTESTING RECORD PROCEDURE:

Contact the official under Notification Procedures above, and reasonably identify the record and specify the information to be contested, and state the corrective action sought and the reasons for the correction, with supporting justification. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete).

RECORD SOURCE CATEGORIES:

Individuals in the system.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

None.