# Privacy Act of 1974; Annual Publication of Systems of Records > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A02-23965 ## Record - **Collection:** Federal Register - **Document type:** Notice - **Published:** September 26, 2002 - **Citation:** 67 FR 60742 ## Text DEPARTMENT OF HEALTH AND HUMAN SERVICES National Institutes of Health Privacy Act of 1974; Annual Publication of Systems of Records AGENCY: National Institutes of Health, HHS. ACTION: Privacy Act: Annual Re-publication of Notices of Revised Systems of Records. SUMMARY: The National Institutes of Health (NIH) has conducted a comprehensive review of all Privacy Act systems of records and is publishing the resulting revisions. None of the revisions meet the OMB criteria for a new or altered system of records requiring an advance period for public comment. These changes are in compliance with Circular A-130, Appendix 1. The notices re-published below are complete and accurate as of August 31, 2002 SUPPLEMENTARY INFORMATION: The following information summarizes the current status of systems of records which had minor modifications during 1998 and lists all systems maintained by NIH: A. System Name The following systems have been updated to reflect a change in the name of the system. 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/OER and HHS/NIH/CMO 09-25-0054, Administration: Property Accounting, HHS/NIH/ORS 09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC 09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD 09-25-0168, Invention, Patent, and Licensing Documents Submitted to the Public Health Service by its Employees, Grantees, Fellowship Recipients, and Contractors, HHS/PHS/FDA/NIH/OTT 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health (NIH), HHS/NIH/OD 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA 09-25-0213, Administration: Employee Conduct Investigative Records, HHS/NIH/OM/OA/OMA B. Security Classification None. C. System Location The following systems have been updated to reflect a change in the system location or location address. These changes do not affect the access by the individual to the individual's records. 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0007, Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0033, International Activities: Fellowships Awarded by Foreign Organizations, HHS/NIH/FIC 09-25-0034, International Activities: Scholars-in-Residence Program, HHS/NIH/FIC 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/OER and HHS/NIH/CMO 09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK 09-25-0054, Administration: Property Accounting, HHS/NIH/ORS 09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI 09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID 09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC 09-25-0105, Administration: Health Records of Employees, Visiting Scientists, Fellows, and Others Who Receive Medical Care Through the Employee Health Unit, HHS/NIH/ORS 09-25-0106, Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD 09-25-0108, Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM 09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID 09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC 09-25-0168, Invention, Patent, and Licensing Documents Submitted to the Public Health Service by its Employees, Grantees, Fellowship Recipients, and Contractors, HHS/PHS/FDA/NIH/OTT 09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC 09-25-0203, National Institute on Drug Abuse, Intramural Research Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/NIDA 09-25-0210, Shipment Records of Drugs of Abuse to Authorized Researchers, HHS/NIH/NIDA D. Categories of Individuals Covered by the System The following systems have been updated to reflect a change in the categories of individuals covered by the system. 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health, (NIH), HHS/NIH/OD 09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs of Abuse and on Treatment Medications, HHS/NIH/NIDA 09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/NIH/NIDA 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA E. Categories of Records in the System The following systems have been updated to reflect a change in the categories of records in the system. 09-25-0011, Clinical Research: Blood Donor Records, HHS/NIH/CC 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK F. Legal Authority for Maintenance of the System None of the systems have been updated to reflect a change in the legal authority for the maintenance of the system. G. Purpose The following systems have been updated to reflect a change in the purpose of the system. 09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health (NIH), HHS/NIH/OD 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA H. Routine Uses of Records The following systems have been updated to reflect a change in the routine uses of the system. 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC 09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA I. Storage The following systems have been updated to reflect a change in the storage of the system. 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/OER and HHS/NIH/CMO 09-25-0108, Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM 09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD 09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC 09-25-0202, Patient Records on PHS Beneficiaries (1935-1974) and Civilly Committed Drug Abusers (1967-1976) Treated at the PHS Hospitals in Fort Worth, Texas, or Lexington, Kentucky, HHS/NIH/NIDA J. Retrieval The following system has been updated to reflect a change in the retrieval of the system. 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK K. Safeguards The following systems have been updated to reflect a change in the safeguards of the system. 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/OER and HHS/NIH/CMO 09-25-0106, Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD 09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK 09-25-0202, Patient Records on PHS Beneficiaries (1935-1974) and Civilly Committed Drug Abusers (1967-1976) Treated at the PHS Hospitals in Fort Worth, Texas, or Lexington, Kentucky, HHS/NIH/NIDA 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA 09-25-0210, Shipment Records of Drugs of Abuse to Authorized Researchers, HHS/NIH/NIDA L. Retention and Disposal The following systems have been updated to reflect a change in the retention and disposal of the system. 09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs of Abuse and on Treatment Medications, HHS/NIH/NIDA 09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/NIH/NIDA 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA M. System Manager(s) and Address The following systems have been updated to reflect a change in the name and/or address of the system manager(s). 09-25-0005, Administration: Library Operations and User I.D. File, HHS/NIH/OD 09-25-0007, Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS 09-25-0011, Clinical Research: Blood Donor Records, HHS/NIH/CC 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC 09-25-0014, Clinical Research: Student Records, HHS/NIH/CC 09-25-0033, International Activities: Fellowships Awarded by Foreign Organizations, HHS/NIH/FIC 09-25-0034, International Activities: Scholars-in-Residence Program, HHS/NIH/FIC 09-25-0036, Extramural Awards and Chartered Advisory Committees: IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory Committee Information), HHS/NIH/OER and HHS/NIH/CMO 09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK 09-25-0054, Administration: Property Accounting, HHS/NIH/ORS 09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI 09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID 09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC 09-25-0105, Administration: Health Records of Employees, Visiting Scientists, Fellows, and Others Who Receive Medical Care Through the Employee Health Unit, HHS/NIH/ORS 09-25-0106, Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD 09-25-0108, Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM 09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID 09-25-0118, Contracts: Professional Services Contractors, HHS/NIH/NCI 09-25-0121, International Activities: Senior International Fellowships Program, HHS/NIH/FIC 09-25-0124, Administration: Pharmacology Research Associates, HHS/NIH/NIGMS 09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC 09-25-0156, Records of Participants in Programs and Respondents in Surveys Used to Evaluate Programs of the Public Health Service, HHS/PHS/NIH/OD 09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK 09-25-0166, Administration: Radiation and Occupational Safety and Health Management Information Systems, HHS/NIH/ORS 09-25-0167, National Institutes of Health (NIH) TRANSHARE Program, HHS/NIH/OD 09-25-0168, Invention, Patent, and Licensing Documents Submitted to the Public Health Service by its Employees, Grantees, Fellowship Recipients, and Contractors, HHS/PHS/FDA/NIH/OTT 09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health (NIH), HHS/NIH/OD 09-25-0202, Patient Records on PHS Beneficiaries (1935-1974) and Civilly Committed Drug Abusers (1967-1976) Treated at the PHS Hospitals in Fort Worth, Texas, or Lexington, Kentucky, HHS/NIH/NIDA 09-25-0203, National Institute on Drug Abuse, Intramural Research Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/NIDA 09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs of Abuse and on Treatment Medications, HHS/NIH/NIDA 09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/NIH/NIDA 09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting New Drug Applications, HHS/NIH/NIDA 09-25-0210, Shipment Records of Drugs of Abuse to Authorized Researchers, HHS/NIH/NIDA 09-25-0211, Intramural Research Program Records of In- and Out-Patients with Various Types of Alcohol Abuse and Dependence, Relatives of Patients with Alcoholism, and Healthy Volunteers, HHS/NIH/NIAAA 09-25-0213, Administration: Employee Conduct Investigative Records, HHS/NIH/OM/OA/OMA 09-25-0216, Administration: NIH Electronic Directory, HHS/NIH N. Notification Procedure The following systems have been updated to reflect a change in the notification procedure of the system. 09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK 09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI 09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID 09-25-0156, Records of Participants in Programs and Respondents in Surveys Used to Evaluate Programs of the Public Health Service, HHS/PHS/NIH/OD 09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the National Institutes of Health (NIH), HHS/NIH/OD O. Record Access Procedure The following system has been updated to reflect a change in the record access procedure of the system. 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC P. Contesting Record Procedure None. Q. Record Source Categories The following systems have been updated to reflect a change in the record source categories of the system. 09-25-0012, Clinical Research: Candidate Normal Volunteer Records, HHS/NIH/CC 09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK R. Systems Exempted From Certain Provisions of the Act None. S. No Changes None. T. Edits None. U. Published Prior to Update System 09-25-0165, “NIH Office of Loan Repayment and Scholarship (OLRS) Records System, HHS/NIH/OD”was previously altered and updated. It was published in the Federal Register on February 8, 2002. V. Deleted Systems of Records The following systems have been deleted. 09-25-0093, Administration: Authors, Reviewers, Editorial Board, and Members of the Journal of the National Cancer Institute, HHS/NIH/NCI 09-25-0112, Grants and Cooperative Agreements: Research, Research Training, Fellowship and Construction Applications and Related Awards, HHS/NIH/OD 09-25-0161, Administration: NIH Consultant File, HHS/NIH/CSR Dated: September 13, 2002. Timothy J. Wheeles, Director, Division of Management Support, OMA/OA/OM/OD/NIH. 09-25-0005 SYSTEM NAME: Administration: Library Operations and NIH Library User I.D. File, HHS/NIH. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: This system of records is an umbrella system comprising separate sets of records located in National Institutes of Health (NIH) facilities in Bethesda, Maryland, or facilities of contractors of the NIH. Write to the appropriate System Manager listed below for list of current contractor locations. Clinical Center (CC), Building 10, Room 1L07, 10 Center Drive, Bethesda, MD 20892. National Library of Medicine (NLM), Building 38, Room 1S33, 8600 Rockville Pike, Bethesda, MD 20894. National Library of Medicine (NLM), Building 38, Room 1N21, 8600 Rockville Pike, Bethesda, MD 20894. National Library of Medicine (NLM), Building 38, Room B1E21, 8600 Rockville Pike, Bethesda, MD 20894. National Technical Information Service (NTIS), Accounting Department, 8001 Forbes Place, Room 208F, Springfield, VA 22151. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Users of library services. CATEGORIES OF RECORDS IN THE SYSTEM: Name, organization, address, phone number, photographs, issue date, email address, signature, user code and identification number; and when applicable, credit card number and billing information. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Section 301 of the Public Health Service Act, describing the general powers and duties of the Public Health Service relating to research and investigation (42 U.S.C. 241). PURPOSE(S): 1. To monitor library material, services, and circulation control. 2. To provide user documentation. 3. To provide copying services (duplication of library materials). 4. To manage invoice and billing transactions for library services. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 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. 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, 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. Disclosure may be made to contractors and staff to monitor library material, services, circulation control; to provide user documentation; and to process or refine the records. Recipients are required to maintain Privacy Act safeguards with respect to those records. Disclosure may be made for billing purposes to: (a) contractors providing copying services and (b) NTIS for document delivery services. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored on computer tape and disk, paper and file cards. RETRIEVABILITY: Records are retrieved by name, user code and/or identification number. SAFEGUARDS: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to Library staff members who need to verify that Library identification cards have been issued to those Library users requesting services such as reference and interlibrary loans. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. The contractor maintains a list of personnel having authority to access records to perform their duties. 2. Physical Safeguards: The offices housing the cabinets and file drawers for storage of records are locked during all library off-duty hours. During all duty hours offices are attended by employees who maintain the files. The contractor has secured records storage areas which are not left unattended during the working hours and file cabinets which are locked after hours. 3. Procedural Safeguards: Access to the file is strictly controlled by employees who maintain the files. Records may be removed from files only at the request of the system manager or other authorized employees. Access to computerized records is controlled by the use of security codes known only to authorized users. Contractor personnel receive instruction concerning the significance of safeguards under the Privacy Act. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 8000-D-2, which allows records to be kept until superseded or for a maximum period of six years. Refer to the NIH Manual Chapter for specific conditions on disposal. SYSTEM MANAGER(S) AND ADDRESS: Management Analyst, Office of Administration, National Library of Medicine (NLM), Building 38A, Room B2N12, 8600 Rockville Pike, Bethesda, MD 20894. Chief, Reference and Bibliographic Services Section, Library Branch, Office of Research Services, Office of the Director (OD), Building 10, Room 1L21, 10 Center Drive, Bethesda, MD 20892. Head, Quality Assurance Unit, Preservation and Collection Management Section, Public Services Division, Library Operations, National Library of Medicine (NLM), Building 38, Room B1E21, 8600 Rockville Pike, Bethesda, MD 20894. Chief, Public Services Division, Library Operations, National Library of Medicine (NLM), Building 38, Room 1S33, 8600 Rockville Pike, Bethesda, MD 20894. Librarian, History of Medicine Division, National Library of Medicine (NLM), Building 38, Room 1N21, 8600 Rockville Pike, Bethesda, MD 20894. NOTIFICATION PROCEDURE: Write to the System Manager 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 an accounting of disclosures that have been made of their records, if any. CONTESTING RECORD PROCEDURE: Write to the official at the address specified under Notification Procedures above, and reasonably identify the record and specify the information to be contested, the corrective action sought, and the reasons for the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Individual, NIH Library ID card data. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0007 SYSTEM NAME: Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Health Unit, Occupational Medical Service, Division of Safety, Office of Research Services (ORS), Building 13, Room G904, 13 South Drive, Bethesda, MD 20892. Write to the System Manager at the address below for the address of any Federal Records Center where records from this system may be stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: NIH employees who apply for safety glasses. CATEGORIES OF RECORDS IN THE SYSTEM: Explanation of eye impact and hazard occupation. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5. U.S.C. 7902. PURPOSE(S): Records are used for proper distribution of safety glasses and for proof of delivery. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 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. 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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: Records are stored in file folders. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical and procedural safeguards such as the following: 1. Authorized Users: Access is limited to personnel involved in safety glasses issuance program, to supervisors of employees who have requested glasses, and to personnel involved in accounting. 2. Physical Safeguards: Record storage locations are locked when unattended. 3. Procedural Safeguards: Access to file rooms and files is controlled by system manager or designee. 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 1300-B-3, which allows records to be kept for a maximum period of five years. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Deputy Director, Division of Safety, Office of Research Services (ORS), Building 31, Room 1C02, 31 Center Drive, Bethesda, MD 20892. NOTIFICATION PROCEDURE: Write to the System Manager 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: Write to the official at the address specified under Notification Procedures above, and reasonably identify the record and specify the information to be contested, the corrective action sought, and the reasons for the correction, with supporting information to how the record is inaccurate, incomplete, untimely or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Previous employer and education institutions. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0011 SYSTEM NAME: Clinical Research: Blood Donor Records, HHS/NIH/CC. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Transfusion Medicine Department, Clinical Center (CC), Building 10, Room 1C711, 10 Center Drive, Bethesda, MD 20892-1184. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Donors of blood and blood components to be used in the NIH Clinical Center for patient infusions. CATEGORIES OF RECORDS IN THE SYSTEM: Past donations, blood types, phenotypes. Laboratory results of infectious disease testing, serologic reactions on all blood samples, donations of blood or blood components. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: “Preparation of Biological Products” of the Public Health Service Act (42 U.S.C. 263). PURPOSE(S): 1. To provide a means for contacting blood donors for patient care and research. 2. To provide a medical history of all donors for the transfusion records of each blood unit. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Disclosure may be made to HHS contractors and their staff in order to accomplish the purposes for which the records are collected. The recipients are required to comply with the requirements of the Privacy Act with respect to such records. 2. Certain diseases and conditions, including infectious diseases, may be reported to State or Federal government as required by State or Federal law. 3. 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. 4. 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, for example in defending against a claim based upon an individual's mental or physical condition and alleged to have arisen because of activities of the Public Health Service in connection with such individual, the Department may disclose such records as it deems desirable or necessary to the Department of Justice or other appropriate Federal agency to enable that agency to present an effective defense, provided that such disclosure is compatible with the purpose for which the records were collected. 5. (a) PHS may inform the sexual and/or needle-sharing partner(s) of a subject individual who is infected with the human immunodeficiency virus (HIV) of their exposure to HIV, under the following circumstances: (1) The information has been obtained in the course of clinical activities at PHS facilities carried out by PHS personnel or contractors; (2) The PHS employee or contractor has made reasonable efforts to counsel and encourage the subject individual to provide the information to the individual's sexual or needle-sharing partner(s); (3) The PHS employee or contractor determines that the subject individual is unlikely to provide the information to the sexual or needle-sharing partner(s) or that the provision of such information cannot reasonably be verified; and (4) The notification of the partner(s) is made, whenever possible, by the subject individual's physician or by a professional counselor and shall follow standard counseling practices. (b) PHS may disclose information to State or local public health departments, to assist in the notification of the subject individual's sexual and/or needle-sharing partner(s), or in the verification that the subject individual has notified such sexual or needle-sharing partner(s). POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored in a computer file, on donor cards, and on microfilm. RETRIEVABILITY: Records are retrieved by a unique control number assigned to each individual donor. SAFEGUARDS: Access is granted only to authorized employees in the Department of Transfusion Medicine including physicians, nurses, technologists, computer operators, and the department's administrative officer. 1. Authorized Users: Access is granted only to authorized employees of the Department of Transfusion Medicine including physicians, nurses technologists, computer operators and the secretary to the Chief. 2. Physical Safeguards: Record facilities are locked when system personnel are not present. 3. Procedural Safeguards: Access to manual files is limited to authorized users. Access to computerized records is controlled by the use of security codes known only to the authorized users. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 3000-E-50. Refer to the NIH Manual Chapter for specific conditions on disposal. SYSTEM MANAGER(S) AND ADDRESS: Chief, Transfusion Medicine Department, Clinical Center (CC), Building 10, Room 1C711, 10 Center Drive, Bethesda, MD 20892-1184. NOTIFICATION PROCEDURE: Write to the System Manager 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. An individual who requests notification of or access to a medical record shall, at the time the request is made, designate in writing, a responsible representative, who may be a physician, who will be willing to review the record and inform the subject individual of its contents at the representative's discretion. RECORD ACCESS PROCEDURE: To obtain access to a record, contact the System Manager at the address specified above. Requesters should provide the same information as is required under the Notification Procedures above. Individuals may also request listings of accountable disclosures that have been made of their records, if any. CONTESTING RECORD PROCEDURE: Write to the official specified under Notification Procedures above, and reasonably identify the record and specify the information being contested, the corrective action sought, and your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Data are collected from the individual. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0012 SYSTEM NAME: Clinical Research: Candidate Healthy Volunteer Records, HHS/NIH/CC. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Clinical Research Volunteer Program, Building 61, 10 Cloister Court, Bethesda, MD 20892-4754. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Normally healthy individuals who volunteer to participate in NIH studies. CATEGORIES OF RECORDS IN THE SYSTEM: Program application, health questionnaire and record of participation. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241, 263. PURPOSE(S): 1. To determine suitability for participation in the normal volunteer program. 2. To document remuneration of normal volunteers. 3. To provide a record of participation to be used (a) in writing letters of recommendation/reference for the volunteer, and (b) preparing reports on the normal volunteer program. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Clinical research data are made available to approved or collaborating researchers, including HHS contractors and grantees. 2. Certain diseases and conditions, including infectious diseases, may be reported to appropriate representatives of State or Federal Government as required by State or Federal law. 3. Information may be used to respond to congressional inquiries for constituents concerning admission to the NIH Clinical Center. 4. 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. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Program applications and health questionnaires are stored in file folders. Records of participation are stored in databases and date files. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical, procedural safeguards such as the following: 1. Authorized Users: Access is granted only to the Healthy Volunteer Program staff and to NIH physicians who have requested the recruitment of volunteers for their clinical research projects. 2. Physical Safeguards: Access to the files is strictly controlled by the files staff. Records may be removed from the file only at the request of the system manager or other authorized employees. Record facilities are locked when system personnel are not present. 3. Procedural Safeguards: Access to the files is strictly controlled by the files staff. Records may be removed from the file only at the request of the system manager or other authorized employees. 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 3000-E-61, which allows records to be kept for a maximum period of three years after the volunteer period ends. Refer to the NIH Manual Chapter for specific conditions on disposal. SYSTEM MANAGER(S) AND ADDRESS: Director, Clinical Research Volunteer Program, Building 61,10 Cloister Court, Bethesda, MD 20892-4745. NOTIFICATION PROCEDURE: Write to the System Manager 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. An individual who requests notification of or access to a medical record shall, at the time the request is made, designate in writing, a responsible representative, who may be a physician, who will be willing to review the record and inform the subject individual of its contents at the representative's discretion. A parent or guardian who requests notification of, or access to, a child's or incompetent person's medical record shall designate a family physician or other health professional (other than a family member) to whom the record, if any, will be sent. The parent or guardian must verify relationship to the child or incompetent person as well as his or her own identity. RECORD ACCESS PROCEDURE: To obtain access to a record, contact: Clinical Research Volunteer Program, National Institutes of Health, 10 Cloister Court, Building 61, Bethesda, MD 20892-4754 and provide the information described under notification procedures above. 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: Write to the official at the address specified under notification procedures above, and reasonably identify the record and specify the information to be contested, 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: Volunteer. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0014 SYSTEM NAME: Clinical Research: Student Records, HHS/NIH/OD/OIR/OE. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Office of Education, Office of Intramural Research, Office of the Director (OD), Building 2, Room 2E06, 2 Center Drive, Bethesda, MD 20892-1158. Write to the System Manager at the address below for the address of any Federal Records Center where records from this system may be stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Potential and accepted Clinical and Research Fellows, medical students, and other students in NIH training programs. CATEGORIES OF RECORDS IN THE SYSTEM: Application form, transcripts, references, evaluations. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241. PURPOSE(S): 1. To identify candidates for clinical and research fellow, clinical elective, and other training positions. 2. To maintain a permanent record of those individuals who have received clinical research training at the NIH for historical and reference uses. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Information may be used to respond to congressional inquiries regarding constituents who have applied for training programs. 2. Information may be used to respond to hospitals and other healthcare institutions seeking verification of training for physicians who trained in NIH clinical programs. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored in file folders, electronic databases and disks. RETRIEVABILITY: Records are retrieved by name and year. SAFEGUARDS: Measures to prevent the unauthorized disclosure of information covered under the Privacy Act are implemented for each training program administered through the Office of Education. 1. Authorized Users: Staff in the Office of Education are instructed to disclose information only to NIH personnel who are involved in the evaluation and selection of candidates for intramural training programs. 2. Physical Safeguards: Paper files and disks are stored in cabinets in a locked room that is under constant surveillance by security personnel. Electronic databases are accessible only with a password on secure web sites. 3. Procedural safeguards: Access to the paper files is strictly controlled by the Office of Education staff. Files may be removed only with the approval of the system manager or other authorized official(s). 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), items 2300-320-1-13, which allows records to be kept up to a maximum period of ten years. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Deputy Director, Office of Education, Office of Intramural Research, Office of the Director (OD), Building 2, Room 2E06, 2 Center Drive, Bethesda, MD 20892-1158. NOTIFICATION PROCEDURE: Write to the System Manager 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: To obtain access to a record, contact the System Manager at the above address and provide the information described under notification procedures above. 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: Write to the System Manager at the address specified above, and reasonably identify the record and specify the information to be contested, 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: Applicants, universities and teachers. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0033 SYSTEM NAME: International Activities: Fellowships Awarded by Foreign Organizations, HHS/NIH/FIC. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Fogarty International Center (FIC), Building 31, Room B2C39, 31 Center Drive, Bethesda, MD 20892. Write to System Manager at the address below for the address of any Federal Records Center where records from this system may be stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: U.S. citizens qualified in health-related sciences submitting applications through NIH for fellowships for study abroad. CATEGORIES OF RECORDS IN THE SYSTEM: Applications and associated records and reports. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: PURPOSE(S): To perform scientific reviews and evaluations of applicants' suitability of referral to awarding organization in foreign countries. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. After review by the operating agency review panel the applications and all supporting documents are forwarded to the foreign organizations or agencies making awards. 2. In addition, such application may be made available to authorized employees and agents of the Federal Government for purposes of investigations, inspections and audits, and, in appropriate cases, to the Department of Justice for prosecution under civil and criminal laws. 3. 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. 4. Disclosure may be made 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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: Records are stored in file folders. RETRIEVABILITY: Records are retrieved by name and fellowship number. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical and procedural safeguards such as the following: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to FIC program staff. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. 2. Physical Safeguards: The records are maintained in locked file cabinets, and offices are locked during off-duty hours. 3. Procedural Safeguards: Access to file rooms and files is strictly controlled by files staff. Records may be removed from files only at the request of the system manager or other authorized employees. 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), items 2300-320-5, which allows records to be destroyed after a maximum period of six years after the close of a case. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Director, Division of International Training and Research, Fogarty International Center (FIC), Building 31, Room B2C39, 31 Center Drive, Bethesda, MD 20892. NOTIFICATION PROCEDURE: Requests for notification of or access to records should be addressed to the System Manager, as listed above. 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 your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely or irrelevant. RECORD SOURCE CATEGORIES: Applicants and persons supplying references. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0034 SYSTEM NAME: International Activities: Scholars-in-Residence Program, HHS/NIH/FIC. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Fogarty International Center (FIC), Building 16, Room 202, 16 Center Drive, Bethesda, MD 20892. 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: Distinguished scientists and scholars invited to accept NIH scholarships. CATEGORIES OF RECORDS IN THE SYSTEM: Employment and education histories; references. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 2421, “International Cooperation” of the PHS Act. PURPOSE(S): To administer and award scholarships to distinguished scientists. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Information is made available to authorized employees and agents of the Federal Government for purposes of investigations, inspections and audits, and in appropriate cases, to the Department of Justice for prosecution under civil and criminal laws. 2. 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. 3. 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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: Records are stored in file folders. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical, and procedural safeguards such as the following: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to FIC program staff. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. 2. Physical safeguards: Records are kept in file cabinets. Offices are locked during off-duty hours. 3. Procedural safeguards: Access to files is strictly controlled by files staff. Files may be removed only at the request of the system manager or other authorized employee. 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), items 2300-320-7 which allows records to be destroyed after a maximum period of six years after the close of a case. Refer to the NIH Manual Chapter for specific retention instructions. SYSTEM MANAGER(S) AND ADDRESS(ES): Director, Division of Advanced Studies and Policy Analysis, Fogarty International Center (FIC), Building 16, Room 202, 16 Center Drive, Bethesda, MD 20892-6705. NOTIFICATION PROCEDURE: Requests for notification of or access to records should be addressed to the System Manager, as listed above. 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. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Information is obtained from invitees, reference sources, and persons supplying recommendations. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0036 SYSTEM NAME: Extramural Awards and Chartered Advisory Committees (IMPAC 2), Contract Information (DCIS), and Cooperative Agreement Information, HHS/NIH. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Office of Policy for Extramural Research Administration, Office of Extramural Research, Office of the Director (OD), Rockledge II, Room 2172, 6701 Rockledge Drive, Bethesda, MD 20892. Office of Federal Advisory Committee Policy, Office of the Director (OD), Building 31, Room 3B-59, 31 Center Drive, Bethesda, MD 20892. Office of Acquisition Management and Policy, Office of the Director (OD), 6100 Executive Boulevard, Room 6D01, Bethesda, MD 20892. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Principal investigators; program directors; program and projects staff and others named in the application; National Research Service Awards (NRSA) trainees and fellows; research career awardees; chartered advisory committee members; contractor personnel; subcontractor personnel; and consultants. CATEGORIES OF RECORDS IN THE SYSTEM: Funding applications, awards, associated records, trainee appointments, current and historical information pertaining to chartered advisory committees, and past performance information pertaining to contractors. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5. U.S.C. 301; 42 U.S.C. 217a, 241, 282(b)(6), 284a, and 288. 48 CFR Subpart 15.3 and Subpart 42.15. PURPOSE(S): 1. To support centralized grant programs of the Public Health Service. Services are provided in the areas of grant application assignment and referral, initial review, council review, award processing and grant accounting. The database is used to provide complete, accurate, and up-to-date reports to all levels of management. 2. To maintain communication with former fellows and trainees who have incurred a payback obligation through the National Research Service Award Program. 3. To maintain current and historical information pertaining to the establishment of chartered advisory committees of the National Institutes of Health and the appointment or designation of their members. 4. To maintain current and historical information pertaining to contracts awarded by the National Institutes of Health, and performance evaluations on NIH contracts and contracts awarded by other Federal agencies that participate in the NIH Contractor Performance System. 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 National Technical Information Service (NTIS), Department of Commerce, for dissemination of scientific and fiscal information on funded awards (abstract of research projects and relevant administrative and financial data). 2. Disclosure may be made to the cognizant audit agency for auditing. 3. 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. 4. Disclosure may be made to qualified experts not within the definition of Department employees as prescribed in Department regulations for opinions as a part of the application review process. 5. Disclosure may be made to a Federal agency, in response to its request, in connection with the issuance of a license, grant or other benefit by the requesting agency, to the extent that the record is relevant and necessary to the requesting agency's decision in the matter. 6. Disclosure of past performance information pertaining to contractors may be made to a Federal agency upon request. In addition, routine access to past performance information on contractors will be provided to Federal agencies that subscribe to the NIH Contractor Performance System. 7. A record may be disclosed for a research purpose, when the Department: (A) Has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained; (B) has determined that the research purpose (1) cannot be reasonably accomplished unless the record is provided in individually identifiable form, and (2) justifies the risk to the privacy of the individual that additional exposure of the record might bring; (C) has required the recipient to (1) establish reasonable administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record, (2) remove or destroy the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining that information, and (3) make no further use or disclosure of the record except (a) in emergency circumstances affecting the health or safety of any individual, (b) for use in another research project, under these same conditions, and with written authorization of the Department, (c) for disclosure to a properly identified person for the purpose of an audit related to the research project, if information that would enable research subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the audit, or (d) when required by law; and (D) has secured a written statement attesting to the recipient's understanding of, and willingness to abide by these provisions. 8. Disclosure may be made to a private contractor or Federal agency for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. The contractor or Federal agency will be required to maintain Privacy Act safeguards with respect to these records. 9. Disclosure may be made to a grantee or contract institution in connection with performance or administration under the conditions of the particular award or contract. 10. Disclosure may be made to the Department of Justice, or to a court or other adjudicative body, from this system of records when (a) HHS, or any component thereof; or (b) any HHS officer or employee in his or her official capacity; or (c) any HHS officer or 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 officer or employee; or (d) the United States or any agency thereof where HHS determines that the proceeding is likely to affect HHS or any of its components, is a party to proceeding or has any interest in the proceeding, and HHS determines that the records are relevant and necessary to the proceeding and would help in the effective representation of the governmental party. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored by name, application, grant or contract ID number, and contractor tax ID number. RETRIEVABILITY: Records are retrieved by name, application, grant or contract ID number, and contractor tax ID number. SAFEGUARDS: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to NIH extramural and advisory committee staff, NIH contract management staff, and Federal acquisition personnel. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the System manager. 2. Physical Safeguards: Physical access to Office of Extramural Research (OER) work areas is restricted to OER employees. Physical access to the Office of Acquisition and Policy (OAMP) work areas is restricted to OAMP employees. Physical access to Office of Federal Advisory Committee Policy (OFACP) work areas is restricted to OFACP employees. Access to the contractor performance files is restricted through the use of secure socket layer encryption and through an IBM password protection system. Only authorized government contracting personnel are permitted access. Access is monitored and controlled by OAMP. 3. Procedural Safeguards: Access to source data files is strictly controlled by files staff. Records may be removed from files only at the request of the System manager or other authorized employee. Access to computer files is controlled by the use of registered accounts, registered initials, keywords, and similar limited access systems. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 4000-A-2, which allows records to be destroyed when no longer needed for administrative purposes. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: For Extramural Awards: Director, Extramural Information Systems, Division of Grants Compliance and Oversight in the Office of Policy for Extramural Research Administration (OPERA), Office of Extramural Research, Office of the Director (OD), Rockledge II, Room 2172, 6701 Rockledge Drive, Bethesda, MD 20892. For Chartered Federal Advisory Committees of the National Institutes of Health: Director, Office of Federal Advisory Committee Policy, Office of the Director, Building 31, Room 3B-59, 31 Center Drive, Bethesda, MD 20892. For Contracts: Office of Acquisition Management and Policy, Office of the Director (OD), 6100 Executive Boulevard, Room 6D01, Bethesda, MD 20892. NOTIFICATION PROCEDURE: 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 Privacy 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: Applicant institution, individual, individual's educational institution and references, and participating Federal acquisition personnel. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0041 SYSTEM NAME: Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: National Institute of Diabetes, and Digestive Kidney Diseases (NIDDK), Democracy Plaza II, Room 693, 6707 Democracy Boulevard, Bethesda, MD 20892-5460. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Scientists requesting hormones from the National Institute of Diabetes, and Digestive Kidney Diseases. CATEGORIES OF RECORDS IN THE SYSTEM: Justification for request for hormones, including requester's competence. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241, 263, 289a, 289c. PURPOSE(S): 1. For review of applications requesting hormones and antibodies for research purposes, prior to awarding these substances. 2. To determine if the requester is qualified to receive these materials. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Disclosure may be made to NIDDK Contractors for distribution of various hormones to requesters. 2. 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. 3. 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 that such disclosure is compatible with the purpose for which the records were collected. Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for PHS who do not technically have the status of agency employees, if they need the records in the performance of their agency functions. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored in file folders. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to staff working for the contractor who need the records for hormone distribution, to NIH staff who supervise the Hormone Distribution Program, and, as approved by the system manager, to scientists and physicians who may have need of the information for research. 2. Physical Safeguards: Records are kept in cabinets in offices which are locked during off-duty hours and which have alarms. 3. Procedural Safeguards: Access to files is strictly controlled by files staff. Files may be obtained only at the request of the system manager or other authorized employee. 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 3000-G-3, which allows records to be kept as long as they are useful in scientific research. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Director, Hormone Distribution Program, National Institute of Diabetes, Digestive and Kidney Diseases (NIDDK), Democracy Plaza II, Room 693, 6707 Democracy Boulevard, Bethesda, MD 20892. NOTIFICATION PROCEDURE: To determine if a record exists write to: Administrative Officer, National Institute of Diabetes, Digestive and Kidney Diseases (NIDDK), Building 31, Room 9A46, 31 Center Drive, Bethesda, MD 20892. 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: Data is obtained from the individual. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0054 SYSTEM NAME: Administration: Property Accounting (Card Key System), HHS/NIH/ORS. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: NIH Computer Center, National Institutes of Health, Building 12A, Room 1011, 12 South Drive, Bethesda, MD 20892. Office of Research Services, Building 13, Room 215, 13 South Drive, Bethesda, MD 20892-5758. Facilities Engineering Branch, National Institute of Environmental Health Sciences (NIEHS), 102-01, PO Box 12233, Research Triangle Park, NC 27709. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Employees of the National Institutes of Health who are issued card keys. CATEGORIES OF RECORDS IN THE SYSTEM: Property management. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 301; 5 U.S.C. 5901; 5 U.S.C. 7903; 40 U.S.C. 318a; 42 U.S.C. 241. PURPOSE(S): Used for card keys issuance and control. 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 that a system of records maintained by this agency to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto. 3. 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 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: Records are stored in file folders, and on magnetic media. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to officials whose duties require use of the information. Other one-time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. 2. Physical Safeguards: Textual records are stored in offices which are locked when not in use. 3. Procedural Safeguards: Computer files are password protected. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 1300-C-14, which allows records to be destroyed after all listed credentials are accounted for or three months after the return of credentials to the issuing office. Refer to the NIH Manual Chapter for specific instructions. SYSTEM MANAGER(S) AND ADDRESS: Management Analyst, Division of Engineering Services, Office of Research Services (ORS), Building 3, Room 112, 3 Center Drive, Bethesda, MD 20892-0307. Chief, Facilities Engineering Branch, National Institute of Environmental Health Sciences (NIEHS), 102-01, PO Box 12233, Research Triangle Park, NC 27709. NOTIFICATION PROCEDURE: Write to the System Manager 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: Write to the official specified under Notification Procedures above, and reasonably identify the record and specify the information being contested, the corrective action sought, and your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Data is obtained from the individual. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0078 SYSTEM NAME: Administration: Consultant File, HHS/NIH/NHLBI. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: National Heart, Lung, and Blood Institute (NHLBI), Rockledge II, 6701 Rockledge Drive, Bethesda, MD 20892. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: List of consultants available for use in evaluation of National Heart, Lung, and Blood Institute special grants and contracts. CATEGORIES OF RECORDS IN THE SYSTEM: Names and resumes. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241(d), 281. PURPOSE(S): 1. To identify and select experts and consultants for program reviews and evaluations. 2. For use in evaluation of NHLBI special grants and contracts. 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 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: Computer disk and file folders. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: 1. Authorized Users: Data on computer files is accessed by keyword known only to authorized users. 2. Physical Safeguards: Rooms where records are stored are locked when not in use. 3. Procedural Safeguards: During regular business hours, rooms are unlocked but are controlled by on-site personnel. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 1100-G. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Chief, Review Branch, National Heart, Lung, and Blood Institute (NHLBI), Rockledge II, Room 7178, 6701 Rockledge Drive, Bethesda, MD 20892. NOTIFICATION PROCEDURE: To determine if a record exists, contact: Privacy Act Coordinator, National Heart, Lung, and Blood Institute (NHLBI), Building 31, Room 5A33, 31 Center Drive, Bethesda, MD 20892-2490. 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 also 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. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Subject individual. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0087 SYSTEM NAME: Administration: Senior Staff, HHS/NIH/NIAID. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: National Institute of Allergy and Infectious Diseases (NIAID), Building 31, Room 7A50, 31 Center Drive, Bethesda, MD 20892. Write to System Manager at the address below for the address of the Federal Records Center where records from this system may be stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former key professional employees of the Institute, and consultants. CATEGORIES OF RECORDS IN THE SYSTEM: Press releases, curricula vitae, nominations for awards, and photographs. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241(d), 289a. PURPOSE(S): For background records to provide public announcements on National Institute of Allergy and Infectious Diseases research. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 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. 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: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical, and procedural safeguards such as the following: 1. Authorized Users: Employees who maintain records in this system are instructed to grant regular access only to staff whose duties require the use of such information. Authorized users are located in the Office of the Director, NIAID. Other one time and special access by other employees is granted on a need-to-know basis as specifically authorized by the system manager. 2. Physical Safeguards: Records in this system are stored in file folders which are kept in locked cabinets. The room is locked during off-duty hours. 3. Procedural Safeguards: Access to files is strictly controlled by files staff. Records may be removed from files only at the request of the system manager or other authorized employee. 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 1100-G. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Director, Office of Communications and Public Liaison, National Institute of Allergy and Infectious Diseases (NIAID), Building 31, Room 7A-50, 31 Center Drive, Bethesda, MD 20892. NOTIFICATION PROCEDURE: To determine if a record exists, write to: Privacy Act Coordinator, National Institute of Allergy and Infectious Diseases (NIAID), 6700-B Rockledge Drive, Room 2143, Bethesda, MD 20892. 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 record 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 System Manager at the address 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 and newspaper clippings. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0099 SYSTEM NAME: Clinical Research: Patient Medical Records, HHS/NIH/CC. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Medical Record Department, Clinical Center, Building 10, Room 1N208, 10 Center Drive, Bethesda, MD 20892-1192 and at private organizations under contract. Write to the system manager for a list of current locations. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Registered Clinical Center patients and some individuals not registered as patients but seen in the Clinical Center for diagnostic tests. CATEGORIES OF RECORDS IN THE SYSTEM: Medical treatment records. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241, 248: “Research and Investigation,” and “Hospitals, Medical Examinations, and Medical Care.” PURPOSE(S): 1. To provide a continuous history of the treatment afforded individual patients in the Clinical Center. 2. To provide a data base for the clinical research conducted within the hospital. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Information may be used to respond to Congressional inquiries for constituents concerning their admission to NIH Clinical Center. 2. Social Work Department may give pertinent information to community agencies to assist patients or their families. 3. Referring physicians receive medical information for continuing patient care after discharge. 4. Information regarding diagnostic problems, or having unusual scientific value may be disclosed to appropriate medical or medical research organizations or consultants in connection with treatment of patients or in order to accomplish the research purposes of this system. For example, tissue specimens may be sent to the Armed Forces Institute of Pathology; X-rays may be sent for the opinion of a radiologist with extensive experience in a particular kind of diagnostic radiology. The recipients are required to maintain Privacy Act safeguards with respect to these records. 5. Records may be disclosed to representatives of the Joint Commission on Accreditation of Hospitals conducting inspections to ensure that the quality of the Clinical Center medical record-keeping meets established standards. 6. Certain diseases and conditions, including infectious diseases, may be reported to appropriate representatives of State or Federal Government as required by State or Federal law. 7. Medical information may be disclosed in identifiable form to tumor registries for maintenance of health statistics, e.g. , for use in epidemiologic studies. 8. The Department contemplates that it may contract with a private firm for transcribing, updating, copying, or otherwise refining records in this system. Relevant records will be disclosed to such a contractor. The contractor will be required to comply with the requirements of the Privacy Act with respect to such records. 9. 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, for example in defending against a claim based upon an individual's mental or physical condition and alleged to have arisen because of activities of the Public Health Service in connection with such individual, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that agency to present an effective defense, provided that such disclosure is compatible with the purpose for which the records were collected. 10.(a). PHS may inform the sexual and/or needle-sharing partner(s) of a subject individual who is infected with the human immunodeficiency virus (HIV) of their exposure to HIV, under the following circumstances: (1) The information has been obtained in the course of clinical activities at PHS facilities carried out by PHS personnel or contractors; (2) The PHS employee or contractor has made reasonable efforts to counsel and encourage the subject individual to provide the information to the individual's sexual or needle-sharing partner(s); (3) The PHS employee or contractor determines that the subject individual is unlikely to provide the information to the sexual or needle-sharing partner(s) or that the provision of such information cannot reasonably be verified; and (4) The notification of the partner(s) is made, whenever possible, by the subject individual's physician or by a professional counselor and shall follow standard counseling practices. (b). PHS may disclose information to State or local public health departments, to assist in the notification of the subject individual's sexual and/or needle-sharing partner(s), or in the verification that the subject individual has notified such sexual or needle-sharing partner(s). POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are stored in file folders and/or on microfiche, and on computer tapes. RETRIEVABILITY: Records are retrieved by unit number and patient name. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical, and procedural safeguards such as the following: 1. Authorized Users: Employees maintaining records in this system are instructed to grant regular access only to physicians and dentists and other health care professionals officially participating in patient care, to contractors, or to NIH researchers specifically authorized by the system manager. 2. Physical Safeguards: All record facilities are locked when system personnel are not present. 3. Procedural Safeguards: Access to files is strictly controlled by the system manager. Records may be removed only by system personnel following receipt of a request signed by an authorized user. Access to computerized records is controlled by the use of security codes known only to the authorized user. Codes are user- and function-specific. Contractor compliance is assured through inclusion of Privacy Act requirements in contract clauses, and through monitoring by contract and project officers. Contractors who maintain records in this system are instructed to make no disclosure of the records except as authorized by the System Manager. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 3000-E-22, which allows records to be kept until no longer needed for scientific reference. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Director, Medical Record Department, Clinical Center (CC), Building 10, Room 1N208, 10 Center Drive, Bethesda, MD 20892-1192. NOTIFICATION PROCEDURE: To determine if a record exists, write to the System Manager at the above address. The requester must provide tangible proof of identity, such as a driver's license. If no identification papers are available, the requester must 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. An individual who requests notification of or access to a medical/dental record shall, at the time the request is made, designate in writing a responsible representative who will be willing to review the record and inform the subject individual of its contents at the representative's discretion. The representative may be a physician, or other health professional, or other responsible individual. The subject individual will be granted direct access unless it is determined that such access is likely to have an adverse effect on him or her. In that case, the medical/dental record will be sent to the designated representative. The individual will be informed in writing if the record is sent to the representative. A parent or guardian who requests notification of or access to a child's/incompetent person's record shall designate a family physician or other health professional (other than a family member) to whom the record, if any, will be sent. The parent or guardian must verify relationship to the child/incompetent person as well as his/her own identity. RECORD ACCESS PROCEDURE: Same as Notification Procedures. Requesters should also reasonably identify the specific reports and related dates pertaining to the information to be released. There may be a fee for reproducing more than 20 pages of material. Individuals may also request listings of accountable disclosures that have been made of their records, if any. CONTESTING RECORD PROCEDURE: Contact the System Manager and reasonably identify the record and specify the information to be contested, and state the corrective action sought and your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Referring physicians, other medical facilities (with patient's consent), patients, relatives of patients. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0105 SYSTEM NAME: Administration: Health Records of Employees, Visiting Scientists, Fellows, and Others who Receive Medical Care Through the Employee Health Unit, HHS/NIH/ORS. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Main Employee Health Unit, Occupational Medical Service, Building 10, 6th Floor Clinic, 10 Center Drive, Bethesda, MD 20892. Auxiliary Employee Health Unit, Occupational Medical Service, Building 13, Room G904, 13 South Drive, Bethesda, MD 20892. Employee Health Unit, Rocky Mountain Laboratories, Hamilton, Montana 59840. Employee Assistance Program, Occupational Medical Service, Building 31, Room B2B57, 31 Center Drive, Bethesda, MD 20892. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Employees, fellows, visiting scientists, relatives of inpatients, visitors, and others who receive medical care through the Employee Health Unit. CATEGORIES OF RECORDS IN THE SYSTEM: Medical records. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 7901. PURPOSE(S): 1. For medical treatment. 2. Upon researcher request with individual's written permission, release of record for research purposes to medical personnel. 3. Upon request by HHS personnel offices for determination of fitness for duty, and for disability retirement and other separation actions. 4. For monitoring personnel to assure that safety standards are maintained. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 1. Disclosure may be made to Federal, State, and local government agencies for adjudication of benefits under workman's compensation, and for disability retirement and other separation actions. 2. To district office of OPEC, Department of Labor with copies to the U.S. Office of Personnel Management for processing of disability retirement and other separation actions. 3. Upon non-HHS agency request, for examination to determine fitness for duty with copies to requesting agency and to the U.S. Office of Personnel Management. 4. Disclosure may be made to a congressional office from the record of an individual in response to any inquiry from the congressional office made at the request of the individual. 5. 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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: Records are stored in file folders. RETRIEVABILITY: Records are retrieved by name and social security number. SAFEGUARDS: Measures to prevent unauthorized disclosures are implemented as appropriate for each location and for the particular records maintained in each project. Each site implements personnel, physical and procedural safeguards such as the following: 1. Authorized Users: Access is limited to authorized personnel (system manager and staff; Occupational Medicine Service staff; and personnel and administrative officers with need for information for fitness for duty, disability, and other similar determinations). 2. Physical Safeguards: Files are maintained in locked cabinets. 3. Procedural Safeguards: Access to files is strictly controlled by authorized staff. RETENTION AND DISPOSAL: Records are retained and disposed of under the authority of the NIH Records Control Schedule, Manual Chapter 1743 (HHS Records Management Manual, Appendix B-361), item 2300-792-3. SYSTEM MANAGER(S) AND ADDRESS: Deputy Director, Division of Safety, Office of Research Services (ORS), Building 31, Room 1C02, 31 Center Drive, Bethesda, MD 20892. Chief, Rocky Mountain Operations Branch, Rocky Mountain Laboratories, Hamilton, Montana 59840. NOTIFICATION PROCEDURE: Contact System Manager at appropriate treatment location 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 five thousand dollar fine. RECORD ACCESS PROCEDURE: Same as Notification Procedures. Requester 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: Write to the official specified under Notification Procedures above, and reasonably identify the record and specify the information being contested, the corrective action sought, and your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Records contain data resulting from clinical and preventative services provided at treatment location, and data received from individual. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0106 SYSTEM NAME: Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Executive Secretariat, Office of the Director (OD), Building 1, Room B1-55, 1 Center Drive, Bethesda, MD 20892-0122. Machine Room, Executive Secretariat, Office of the Director (OD), Building 31, Room 3B33, 31 Center Drive, Bethesda, MD 20892. Office of Legislative Policy and Analysis, Office of the Director (OD), Building 1, Room 244, 1 Center Drive, Bethesda, MD 20892. Office of Science Education, Office of Science Policy, Office of the Director (OD), Rockledge I, Room 724, 6705 Rockledge Drive, Bethesda, MD 20892. Institute/Center staff offices that retain correspondence files and computer servers which store document images. Write to the appropriate System Manager listed in Appendix I for a list of current locations and for the address of the Federal Records Center where records are stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals who have contacted the NIH Director or his/her subordinates, or have been contacted in writing by one of these officials. CATEGORIES OF RECORDS IN THE SYSTEM: Correspondence and other supporting documents; mailing lists. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 301; 44 U.S.C. 3101. PURPOSE(S): 1. To control, address, and track all correspondence documents addressed or directed to the NIH Director or his/her subordinates, as well as documents/supporting documents initiated by them, in order to assure timely and appropriate attention. 2. Incoming correspondence and supporting documentation is forwarded to other HHS components when a response from them is warranted. 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. Disclosure may be made from this system of records by the Department of Health and Human Services (HHS) 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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: Records are stored by computer index, optical image and in file folders. RETRIEVABILITY: Records are retrieved by name, document number, date, and subject. SAFEGUARDS: 1. Authorized Users: Access to textual records is limited to authorized personnel (system managers and staff). 2. Physical Safeguards: Physical access to records and to computer servers containing records is restricted to authorized personnel. 3. Procedural Safeguards: Access to textual records is strictly controlled by system managers and staff. Records may be removed from files only at the request of system managers or other authorized employees. Computer files are password protected. These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, “Safeguarding Records Contained in Systems of Records,” supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook. 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 1700-C, which allows records to be kept for a maximum period of ten years. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: System Managers are listed in Appendix I; each maintains full responsibility for their specific correspondence system. NOTIFICATION PROCEDURE: To determine if a record exists, write to the appropriate System Manager as listed in Appendix I. 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. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Records are derived from incoming and outgoing correspondence. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. Appendix I: System Managers Information Systems Manager, Executive Secretariat, Office of the Director (OD), Building 1, Room B146, 1 Center Drive, Bethesda, MD 20892-0122. Acting Associate Director, Office of Legislative Policy and Analysis, Office of the Director (OD), Building 1, Room 244, 1 Center Drive, Bethesda, MD 20892-0160. Privacy Act Systems Manager, Office of Science Education, Office of Science Policy, Office of the Director (OD), Rockledge I, Room 729, 6705 Rockledge Drive, Bethesda, MD 20892-7984. Secretary to the Director, National Cancer Institute (NCI), Building 31, Room 11A48, 31 Center Drive, Bethesda, MD 20892-2590. Secretary to the Director, Office of the Director, National Heart, Lung, and Blood Institute (NHLBI), Building 31, Room 5A52, 31 Center Drive, Bethesda, MD 20892-2486. Director, Office of Communication and Public Liaison, National Institute of Diabetes and Digestive and Kidney (NIDDK), Building 31, Room 9A04, 31 Center Drive, Bethesda, MD 20892-2560. Executive Secretariat, National Institute of Environmental Health Sciences (NIEHS), PO Box 12233, South Campus, Building 2, Room B201, Research Triangle Park, NC 27709-B201. Secretary to the Director, National Eye Institute (NEI), Building 31, Room 6A03, 31 Center Drive, Bethesda, MD 20892-2510. Executive Assistant to the Director, National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS), Building 31, Room 4C32, 31 Center Drive, Bethesda, MD 20892-2350. Chief, Administrative Management Branch, National Institute on Deafness and Other Communication Disorders (NIDCD), Building 31, Room 3C02, 31 Center Drive, Bethesda, MD 20892-2320. Secretary to the Director, National Institute of General Medical Sciences (NIGMS), Natcher Building, Room 2AN12D, 45 Center Drive, Bethesda, MD 20892-6200. Secretary to the Director, Office of the Director, National Library of Medicine (NLM), Building 38, Room 2E17, 8600 Rockville Pike, Bethesda, MD 20894-6075. Secretary to the Director, Fogarty International Center (FIC), Building 31, Room B2C02, 31 Center Drive, Bethesda, MD 20892-2220. Special Assistant for Liaison Activities, Office of AIDS Research, Office of the Director (OD), Building 2, Room 4E14, 2 Center Drive, Bethesda, MD 20892. Executive Secretariat, National Institute on Drug Abuse (NIDA), Neuroscience Center, 6001 Executive Boulevard, Room 5101, Bethesda, MD 20892-9585. Executive Secretariat, National Institute on Alcohol Abuse and Alcoholism (NIAAA), Willco Building, Room 400, 6000 Executive Boulevard, Bethesda, MD 20892-7003. Executive Secretariat, National Institute of Mental Health (NIMH), Neuroscience Center, 6001 Executive Boulevard, Room 8208, Bethesda, MD 20892-9667. Director, Office of Communications, National Center for Complementary and Alternative Medicine (NCCAM), Democracy Plaza II, Room 401, 6707 Democracy Boulevard, Bethesda, MD 20892-5475. Privacy Act Coordinator, National Institute of Biomedical Imaging and Bioengineering (NIBIB), Building 31, Room 1B37, 31 Center Drive, Bethesda, MD 20892-2077. Privacy Act Coordinator, National Center on Minority Health and Health Disparities (NCMHD), Democracy Plaza II, Room 800, 6707 Democracy Boulevard, Bethesda, MD 20892-5465. 09-25-0108 SYSTEM NAME: Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: This system is located in the Personnel/Administrative Offices of individual Institutes/Centers of the National Institutes of Health. These records are interspersed with staff records and filed alphabetically. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals using NIH facilities who are not NIH employees. CATEGORIES OF RECORDS IN THE SYSTEM: Personal information including name, address, date and place of birth, education, employment, purpose for which NIH facilities are desired, outside sponsor, and NIH sponsor. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241(a)(2), 42 U.S.C. 282(b)(10), and 42 U.S.C. 284(b)(1)(k). PURPOSE(S): To determine eligibility to use NIH facilities, to document the individual's presence at NIH, and to record that the individual is 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 U.S. Office of Personnel Management for program evaluation purposes; to General Accounting Office for fund disbursement determinations. 2. Disclosure may be made to institutions providing financial support. 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 request of that individual. 4. Disclosure may be made 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 any interest in such litigation, and HHS determines that the use of such records by the Department of Justice, 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. 5. Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for PHS who do not technically have the status of agency employees, if they need the records in the performance of their agency functions. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: File folders and computer programs. RETRIEVABILITY: Records are retrieved by name. SAFEGUARDS: For each location and for the particular records maintained in each project. Each site implements personnel, physical and procedural safeguards such as the following: 1. Authorized Users: Access is granted only to personnel staff, administrative office staff and management officials directly involved in the administration of the Guest Researcher, Special Volunteer and Scientist Emeriti programs. 2. Physical Safeguards: Record facilities are locked when system personnel are not present. 3. Procedural Safeguards: Access to files is strictly controlled by system personnel. Records may be removed from the file only with the approval of the system manager or other authorized employees. 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 2300-320-3(a), which allows records to be destroyed after a maximum period of two years after the individual completes work at NIH. Refer to the NIH Manual Chapter for specific disposition instructions. SYSTEM MANAGER(S) AND ADDRESS: Personnel/Principal or Senior Administrative Officers of National Institutes of Health Institutes/Centers. NOTIFICATION PROCEDURE: To determine if a record exists and where it is located, contact the Privacy Act Coordinator, Office of Human Resource Management, Office of the Director (OD), Building 31, Room 1C39, 31 Center Drive, Bethesda, MD 20892. 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: Contact the Personnel Officer or Administrative Officer in whose office the record is located and provide verification of identity as described under notification procedure above. 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: Write to the official specified under Notification Procedures above, and reasonably identify the record and specify the information being contested, the corrective action sought, and your reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely or irrelevant. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete). RECORD SOURCE CATEGORIES: Subject individual, NIH sponsor, funding institution. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. 09-25-0115 SYSTEM NAME: Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: National Institute of Allergy and Infectious Diseases (NIAID), 6700-B Rockledge Drive, Room 3134, Bethesda, MD 20892-7630. McKesson BioServices Corporation, 7501 Standish Place, Rockville, MD 20850. Write to the System Manager at the address below for the address of the Federal Records Center where records are stored. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Consultants and Clinical Investigators under National Institute of Allergy and Infectious Diseases (NIAID) Investigational New Drug Applications. CATEGORIES OF RECORDS IN THE SYSTEM: Curricula vitae. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 42 U.S.C. 241, 289a. PURPOSE(S): 1. To maintain a record of the investigators under Investigational New Drug (IND) applications. 2. To appoint consultants to the NIAID Institutional Review Board (IRB). 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. The Department of Health and Human Services (HHS) may disclose information from this system of records to the Department of Just [Text truncated at 120,000 characters. The full text is on the page linked above.] --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A02-23965. Public record. Not legal advice.