Privacy Act of l974; Annual Publication of Systems of Records
Federal RegisterNov 30, 1999
Ask Donna
What actually matters in this document.
Text
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 republished below are complete
and accurate as of October 16, 1999.
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:
09-25-0105, 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.
09-25-0161, Administration: NIH Consultant File, HHS/NIH/CSR.
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.
B. 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.
09-25-0012, Clinical Research: Candidate Normal Volunteer Records,
HHS/NIH/CC.
09-25-0054, Administration: Property Accounting, HHS/NIH/ORS.
09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID.
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.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD.
09-25-0115, Administration: Curricula Vitae of Consultants and
Clinical Investigators, HHS/NIH/NIAID.
09-25-0118, Contracts: Professional Services Contractors, HHS/NIH/
NCI.
09-25-0124, 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.
09-25-0168, 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.
09-25-0202, 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.
09-25-0209, 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.
C. Categories of Individuals Covered by the System
The following systems have been updated to reflect a change in the
categories covered by the system. This change does not alter the
character or purpose of the system.
09-25-0054, Administration: Property Accounting, HHS/NIH/ORS.
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.
09-25-0140, International Activities: International Scientific
Researchers in Intramural Laboratories at the National Institutes of
Health, HHS/NIH/FIC.
09-25-0209, Subject-Participants in Drug Abuse Research Studies on
Drug Dependence and in Research Supporting New Drug Applications,
HHS/NIH/NIDA.
D. Categories of Records
The following systems have been updated to reflect a change in the
categories of records in the system. This change does not alter the
character or purpose of the system.
09-25-0005, Administration: Library Operations and User I.D. File,
HHS/NIH/OD.
09-25-0106, Administration: Office of the NIH Director and
Institute/Center Correspondence Records, HHS/NIH/OD.
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.
E. Authority
The following system has been updated to reflect a change in the
authority. This change does not alter the character or purpose of the
system.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, 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.
F. Storage
The following systems have been updated to reflect a change in
system storage practices:
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.
G. Retrieval
The following systems have been updated to reflect a change in
retrieval practices.
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.
H. Safeguards
The following systems have been updated to reflect a change in
safeguard practices.
09-25-0014, Clinical Research: Student Records, HHS/NIH/CC.
[[Page 66971]]
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.
09-25-0168, Invention, Patent, and Licensing Documents Submitted to
the Public Health Service by its Employees, Grantees, Fellowship
Recipients, and Contractors, HHS/PHS/FDA/NIH/OTT.
09-25-0210, Shipment Records of Drugs of Abuse to Authorized
Researchers, HHS/NIH/NIDA.
I. Retention and Disposal
The following systems have been updated to reflect a change in
retention and disposal:
09-25-0012, Clinical Research: Candidate Normal Volunteer Records,
HHS/NIH/CC.
09-25-0106, Administration: Office of the NIH Director and
Institute/Center Correspondence Records, HHS/NIH/OD.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD.
09-25-0165, National Institutes of Health Loan Repayment 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.
09-25-0203, National Institute on Drug Abuse, Intramural Research
Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/
NIDA.
J. System Manager(s) and Address(es)
The following systems have been updated to reflect a change in the
system manager or the address of the system manager. 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.
09-25-0012, Clinical Research: Candidate Normal Volunteer Records,
HHS/NIH/CC.
09-25-0014, Clinical Research: Student Records, HHS/NIH/CC.
09-25-0034, International Activities: Scholars-in-Residence Program,
HHS/NIH/FIC.
09-25-0054, Administration: Property Accounting, HHS/NIH/ORS.
09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID.
09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC.
09-25-0106, Administration: Office of the NIH Director and
Institute/Center Correspondence Records, HHS/NIH/OD.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD.
09-25-0118, Contracts: Professional Services Contractors, HHS/NIH/
NCI.
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.
09-25-0161, Administration: NIH Consultant File, HHS/NIH/CSR.
09-25-0166, Administration: Radiation and Occupational Safety and
Health Management Information Systems, HHS/NIH/ORS.
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.
09-25-0207, 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.
K. Record Access
The following systems have been updated to reflect a change in the
record access procedure.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD.
L. Notification Procedure
The following systems have been updated to reflect a change in the
office, official, and/or address to write to in order to determine
whether or not the system contains a record about the individual.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD.
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.
M. The Following Systems Have Been Changed for Clarity and Editing
Purposes
09-25-0014, Clinical Research: Student Records, HHS/NIH/CC.
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.
09-25-0168, 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.
N. Organization Name Change
There are no changes in this category.
O. Deleted Systems of Records
The following systems of records which appeared in the last annual
publication are now being deleted because:
09-25-0035, International Activities: Health Scientist Exchange
Programs, HHS/NIH/FIC.
The records have been destroyed
09-25-0091, Administration: General Files on Employees, Donors and
Correspondents, HHS/NIH/NEI.
The records have been destroyed
09-25-0102, Administration: Grants Associates Program Working Files,
HHS/NIH/OER.
The records have been destroyed.
The following is a list of active systems of records maintained by
NIH.
Table of Contents
09-25-0005, Administration: Library Operations and User I.D. File,
HHS/NIH/OD, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0007, Administration: NIH Safety Glasses Issuance Program,
HHS/NIH/ORS, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0011, Clinical Research: Blood Donor Records, HHS/NIH/CC,
publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0012, Clinical Research: Candidate Normal Volunteer Records,
HHS/NIH/CC, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0014, Clinical Research: Student Records, HHS/NIH/CC, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0033, International Activities: Fellowships Awarded by Foreign
Organizations, HHS/NIH/FIC, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
[[Page 66972]]
09-25-0034, International Activities: Scholars-in-Residence Program,
HHS/NIH/FIC, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0036, Extramural Awards and Chartered Advisory Committees:
IMPAC (Grant/Contract/Cooperative Agreement/Chartered Advisory
Committee Information), HHS/NIH/CSR and HHS/NIH/CMO, published
Federal Register, Vol. 63, No. 122, June 25, 1998.
09-25-0041, Research Resources: Scientists Requesting Hormone
Distribution, HHS/NIH/NIDDK, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
09-25-0054, Administration: Property Accounting, HHS/NIH/ORS, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0093, Administration: Authors, Reviewers, Editorial Board, and
Members of the Journal of the National Cancer Institute, HHS/NIH/
NCI, publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC,
publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
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, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
09-25-0106, Administration: Office of the NIH Director and
Institute/Center Correspondence Records, HHS/NIH/OD, publ. Privacy
Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0108, Personnel: Guest Researchers, Special Volunteers, and
Scientists Emeriti, HHS/NIH/OHRM, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
09-25-0112, Grants and Cooperative Agreements: Research, Research
Training, Fellowship and Construction Applications and Related
Awards, HHS/NIH/OD, publ. Privacy Act Issuances, 1997 Compilations
Online via GPO Access.
09-25-0115, Administration: Curricula Vitae of Consultants and
Clinical Investigators, HHS/NIH/NIAID, publ. Privacy Act Issuances,
1997 Compilations Online via GPO Access.
09-25-0118, Contracts: Professional Services Contractors, HHS/NIH/
NCI, publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0121, International Activities: Senior International
Fellowships Program, HHS/NIH/FIC, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
09-25-0124, Administration: Pharmacology Research Associates, HHS/
NIH/NIGMS, publ. Privacy Act Issuances, 1997 Compilations Online via
GPO Access.
09-25-0140, International Activities: International Scientific
Researchers in Intramural Laboratories at the National Institutes of
Health, HHS/NIH/FIC, publ. Privacy Act Issuances, 1997 Compilations
Online via GPO Access.
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, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0158, Administration: Records of Applicants and Awardees of
the NIH Intramural Research Training Awards Program, HHS/NIH/OD,
publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK
publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0161, Administration: NIH Consultant File, HHS/NIH/CSR, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0165, National Institutes of Health Loan Repayment Program,
HHS/NIH/OD, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0166, Administration: Radiation and Occupational Safety and
Health Management Information Systems, HHS/NIH/ORS, publ. Privacy
Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0167, National Institutes of Health (NIH) TRANSHARE Program,
HHS/NIH/OD, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0168, Invention, Patent, and Licensing Documents Submitted to
the Public Health Service by its Employees, Grantees, Fellowship
Recipients, and Contractors, HHS/PHS/NIH/OTT, publ. Privacy Act
Issuances, 1997 Compilations Online via GPO Access.
09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC, publ.
Privacy Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0200, Clinical, Epidemiologic, and Biometric Studies of the
National Institutes of Health (NIH), HHS/NIH/OD, published Federal
Register, Vol. 62, No. 66, Monday, April 7, 1997.
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, publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0203, National Institute on Drug Abuse, Intramural Research
Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/
NIDA, publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs
of Abuse and on Treatment Medications, HHS/NIH/NIDA, publ. Privacy
Act Issuances, 1997 Compilations Online via GPO Access.
09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/NIH/
NIDA, publ. Privacy Act Issuances, 1997 Compilations Online via GPO
Access.
09-25-0209, Subject-Participants in Drug Abuse Research Studies on
Drug Dependence and in Research Supporting New Drug Applications,
HHS/NIH/NIDA, publ. Privacy Act Issuances, 1997 Compilations Online
via GPO Access.
09-25-0210, Shipment Records of Drugs of Abuse to Authorized
Researchers, HHS/NIH/NIDA, publ. Privacy Act Issuances, 1997
Compilations Online via GPO Access.
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, publ. Privacy Act Issuances, 1997 Compilations Online via
GPO Access.
Dated: November 17, 1999.
Timothy J. Wheeles,
Director, Division of Management Support, OMA, OA, National Institutes
of Health.
09-25-0005
SYSTEM NAME:
Administration: Library Operations and User I.D. File, HHS/NIH/OD.
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.
National Institutes of Health, Building 10, Room 1L07, 9000
Rockville Pike, Bethesda, MD 20892 and
National Institutes of Health, Building 38, Room 1S33, 8600
Rockville Pike, Bethesda, MD 20894 and
National Institutes of Health, Building 38, Room 1N21, 8600
Rockville Pike, Bethesda, MD 20894 and
National Institutes of Health, Building 38, Room B1E21, 8600
Rockville Pike, Bethesda, MD 20894 and
National Institutes of Health, Building 38A, Room 4N419, 8600
Rockville Pike, Bethesda, MD 20894 and
[[Page 66973]]
National Technical Information Service, 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:
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 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.
3. 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.
4. Disclosure may be made for billing purposes to: (a) contractors
providing copying services: and (b) NTIS for Medlars 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, microfiche, 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 MEDLINE and other
computer online bibliographic searches, translations 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:
The Policy Coordinating Official for this system is the Management
Analyst, Office of Administration, National Library of Medicine,
Building 38, Room 2N21, 8600 Rockville Pike, Bethesda, MD 20894.
Chief, Reference and Bibliographic Services Section, Library
Branch, National Center for Research Resources, National Institutes of
Health, Building 10, Room 1L21, 9000 Rockville Pike, Bethesda, MD
20892.
Head, Quality Assurance Unit, Preservation and Collection
Management Section, Public Services Division, Library Operations,
National Library of Medicine, National Institutes of Health, Building
38, Room B1E21, 8600 Rockville Pike, Bethesda, MD 20894.
Chief, Public Services Division, Library Operations, National
Library of Medicine, National Institutes of Health, Building 38, Room
1S33, 8600 Rockville Pike, Bethesda, MD 20894.
Librarian, History of Medicine Division, NLM, NIH, Building 38,
Room 1N21, 8600 Rockville Pike, Bethesda, MD 20894.
Chief, Medlars Management Section, Bibliographic Services Division,
Library Operations, National Institutes of Health, National Library of
Medicine, Building 38A, Room 4N419, 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 Procedure. Requesters should also reasonably
specify the record contents being
[[Page 66974]]
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
Procedure 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:
Building 13, Room G904, National Institutes of Health, 9000
Rockville Pike, 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:
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 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, ORS, Building 31, Room 1C02,
9000 Rockville Pike, 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 Procedure. 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
Procedure 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:
National Institutes of Health, Transfusion Medicine Department, 10
Center Drive, MSC 1184, 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.
[[Page 66975]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Past donations, blood types, phenotypes. Laboratory results of
hepatitis 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, National Institutes of
Health, 10 Center Drive, MSC 1184, 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 Procedure 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 Procedure 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).
[[Page 66976]]
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 Normal Volunteer Records, HHS/NIH/CC.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Clinical Research Volunteer Program, 10 Cloister Ct., Bldg. 61,
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 on index cards.
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 Normal 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, 10 Cloister Ct.,
Bldg. 61, 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: Chief, Social Work
Department, National Institutes of Health, Social Work Department, 10
Center Drive, MSC 1160, Bethesda, MD 20892-1160 and provide the
information 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 at the address specified under Notification
Procedure 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, sponsoring contractor.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
09-25-0014
SYSTEM NAME:
Clinical Research: Student Records, HHS/NIH/CC.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Institutes of Health, Office of Education, 10 Center
Drive, MSC 1158, 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.
[[Page 66977]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Potential and accepted Medical Staff 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 prospective employers who
seek training verification on NIH alumni.
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 year.
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: Employees who maintain records in this system
are instructed to grant regular access only to health care personnel of
the NIH who are involved in the evaluation and selection of candidates
for training programs.
2. Physical Safeguards: Records are maintained in locked cabinets
with access limited to authorized personnel, including the systems
manager and staff in the Office of Education.
3. Procedural safeguards: Access to the files is strictly
controlled by the 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), 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:
Director, Office of Education, National Institutes of Health, Bldg.
10, Room 1C129, 10 Center Drive, MSC 1158, 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
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 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:
National Institutes of Health, Building 31, Room B2C29, 9000
Rockville Pike, 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.
PURPOSE(S):
To perform scientific reviews and evaluations of applicants'
suitability of referral to awarding organization in foreign countries.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2421.
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
[[Page 66978]]
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:
Fogarty International Center, Chief, International Research Awards
Branch, National Institutes of Health, Building 31, Room B2C29, 9000
Rockville Pike, 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 Procedure. 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 Procedure 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:
National Institutes of Health, Building 16, Room 202, 9000
Rockville Pike, 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.
[[Page 66979]]
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), item 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:
Acting Director, Division of International Advanced Studies,
Fogarty International Center, National Institutes of Health, Building
16, Room 202, 31 Center Drive, MSC 6705, 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 PROCEDURES:
Same as Notification Procedure. 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 Procedure 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 (Grant/
Contract/Cooperative Agreement Information/Chartered Advisory Committee
Information), HHS/NIH/OER and HHS/NIH/CMO.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Rockledge Centre II, 6701 Rockledge Drive, Bethesda, MD 20817.
Building 12, NIH Computer Center, 9000 Rockville Pike, Bethesda, MD
20892.
Building 31, Room 3B-59, 9000 Rockville Pike, 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
[[Page 66980]]
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 retrieved 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
committee management 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 Office of Contracts Management (OCM) work areas is restricted
to OCM employees. Physical access to Committee Management Office (CMO)
work areas is restricted to CMO 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 OCM.
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,
OD/OER/OPERA, Rockledge II, Room 2172, Bethesda, MD 20892.
For chartered Federal advisory committees of the National
Institutes of Health: NIH Committee Management Officer, Building 31,
Room 3B-59, 31 Center Drive, Bethesda, MD 20892.
For contracts: Office of Contracts Management, 6100 Executive
Boulevard, Room 6D01, Rockville, MD 20892.
NOTIFICATION PROCEDURE:
To determine if a record exists, write to the system manager 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
Privacy Act, subject to a five thousand dollar fine.
RECORD ACCESS PROCEDURE:
Same as Notification Procedure. 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 Procedure 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:
Westwood Building, Room 605, NIH, 5333 Westbard Avenue, Bethesda,
MD 20892.
[[Page 66981]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Scientists requesting hormones from the National Institute of
Diabetes, and Digestive and Kidney Diseases (NIDDK).
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.
3. To determine if requests for human hormones for clinical
research follow acceptable protocols. In this connection, records may
be disclosed to the Food and Drug Administration.
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:
Hormone Distribution Officer, Westwood Building, Room 605, NIH,
5333 Westbard Avenue, Bethesda, MD 20892.
NOTIFICATION PROCEDURE:
To determine if a record exists write to: Administrative Officer,
NIDDK, Building 31, Room 9A46, NIH, 9000 Rockville Pike, 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 Procedure. 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 Procedure 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, HHS/NIH/ORS.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Institutes of Health, Computer Center, Building 12, 9000
Rockville Pike, Bethesda, MD 20892 and
National Institutes of Health, Building 31, Room B3B16, 31 Center
Drive, MSC 2012, Bethesda, MD 20892 and
National Institute of Environmental Health Sciences, Office of
Facilities Engineering, 102-01, P.O. 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
[[Page 66982]]
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(ES):
For card keys: National Institutes of Health, Chief, Crime
Prevention Branch, Division of Public Safety, ORS, Building 31, Room
B3B16, 31 Center Drive, MSC 2012, Bethesda, MD 20892; or
National Institute of Environmental Health Sciences, Chief, Office
of Facilities Engineering, 102-01, P.O. 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 Procedure. 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 Procedure 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.
69-25-0078
SYSTEM NAME:
Administration: Consultant File, HHS/NIH/NHLBI.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Institutes of Health, Westwood Building, 5333 Westbard
Avenue, 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.
[[Page 66983]]
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,
Westwood Building, Room 557A, 5333 Westbard Avenue, Bethesda, MD 20892.
NOTIFICATION PROCEDURE:
To determine if a record exists, contact: Privacy Act Coordinator,
NHLBI, National Institutes of Health, 31/5A10, 31 Center Drive, MSC
2490, 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 false pretenses is a criminal offense under the
Act, subject to a five thousand dollar fine.
RECORD ACCESS PROCEDURE:
Same as Notification Procedure. 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 Procedure 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 Institutes of Health, Building 31, Room 7A50, 9000
Rockville Pike, 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 (NIAID) 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
Institutes of Health, Building 31, Room 7A-50, 9000 Rockville Pike,
Bethesda, MD 20892.
NOTIFICATION PROCEDURE:
To determine if a record exists, write to: National Institutes of
Health, Privacy Act Coordinator, NIAID, Solar Bldg., Room 3C-23, 6003
Executive Blvd., 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 Procedure. 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.
[[Page 66984]]
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
09-25-0093
SYSTEM NAME:
Administration: Authors, Reviewers, Editorial Board, and Members of
the Journal of the National Cancer Institute, HHS/NIH/NCI.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Building 82, Room 239, 9030 Old Georgetown Road, Bethesda, MD
20814.
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:
Authors and manuscript reviewers and members of the Journal of the
National Cancer Institute (JNCI) editorial board.
CATEGORIES OF RECORDS IN THE SYSTEM:
Accepted, rejected and pending manuscripts and review comments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 241, 281.
PURPOSE(S):
Manuscript review by NCI staff of manuscripts submitted for
possible publication in the Journal of the National Cancer Institute
(JNCI) or JNCI Monographs.
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 to qualified experts not within the
definition of Department employees for opinions as a part of the review
of manuscripts.
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 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 manuscript number.
SAFEGUARDS:
1. Authorized Users: Employees who maintain records in this system
are instructed to grant access only to JNCI staff personnel, the Editor
in Chief, and members of the Board of Editors whose duties require the
use of such information.
2. Physical Safeguards: Records are kept in a limited access area
where an employee is present at all times during working hours. The
building is locked during off-duty hours.
3. Procedural Safeguards: Access to manual files is tightly
controlled by office staff. Only authorized users may have access to
the files.
Information that identifies reviewers is not maintained in computer
files.
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-A-1(b), which allows records to be kept for
a maximum period of one year after year in which published or
presented. Refer to the NIH Manual Chapter for specific disposition
instructions.
SYSTEM MANAGER(S) AND ADDRESS:
Systems Specialist, Scientific Publications Branch, Building 82,
Room 239, 9030 Old Georgetown Road, Bethesda, MD 20814.
NOTIFICATION PROCEDURE:
Write to 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 Procedure. 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 Procedure 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:
Authors and reviewers.
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:
National Institutes of Health, Medical Record Department, 10 Center
Drive, MSC 1192, 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. Some individuals not
registered as patients but seen in 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
[[Page 66985]]
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 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 to tumor registries for
maintenance of health statistics.
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 MANAGERS(S) AND ADDRESS:
Director, Medical Record Department, National Institutes of Health,
10 Center Drive, MSC 1192, 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
[[Page 66986]]
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 personas as well as his/her own
identity.
RECORD ACCESS PROCEDURE:
Same as Notification Procedure. 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:
Buildings 10 and 13, NIH, 9000 Rockville Pike, Bethesda, MD 20892.
Rocky Mountain Laboratories, Hamilton, Montana 59840.
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, NIH, Building 31, Room 1C02,
9000 Rockville Pike, Bethesda, MD 20892.
Chief, Rocky Mountain Operations Branch, Rocky Mountain
Laboratories (RML), National Institutes of Health, Hamilton, MT 59840.
NOTIFICATION PROCEDURE:
Contact system manager at appropriate treatment location listed
above, to determine if a record exists.
[[Page 66987]]
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 Procedure. 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 Procedure 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, Building 1, Room B1-
55, 9000 Rockville Pike, Bethesda, MD 20892 and
Office of Legislative Policy and Analysis, Office of the Director,
Building 1, Room 244, 9000 Rockville Pike, Bethesda, MD 20892 and
Office of Science Education, Office of the Director, 6100 Executive
Blvd., Suite 5H01, Bethesda, MD 20892 and
Institute/Center staff offices that retain correspondence files.
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 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 Procedure. 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.
[[Page 66988]]
CONTESTING RECORD PROCEDURE:
Contact the official under Notification Procedure 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
Assistant to the Director, Executive Secretariat, Office of the
Director, Building 1, Room B146, 9000 Rockville Pike, Bethesda, MD
20892.
Acting Associate Director, Office of Legislative Policy and
Analysis, Office of the Director, Building 1, Room 244, 9000
Rockville Pike, Bethesda, MD 20892.
Privacy Act Systems Manager, Office of Science Education, 6100
Executive Blvd., Suite 5H01, Bethesda, MD 20892.
National Cancer Institute (NCI), Secretary to the Director, Building
31, Room 11A48, Bethesda, MD 20892.
National Heart, Lung and Blood Institute (NHLBI), Secretary to the
Director, OD, Director's Office, Building 31, Room 5A52, 31 Center
Drive, MSC 2486, Bethesda, MD 20892-2486.
National Institute of Diabetes and Digestive and Kidney (NIDDK),
Director, OHRR, Building 31, Room 9A04, Bethesda, MD 20892.
National Institute of Environmental Health Sciences (NIEHS),
Executive Secretariat, PO Box 12233, South Campus, Building 2, Room
B201, Research Triangle Park, NC 27709.
National Eye Institute (NEI), Administrative Officer, Building 31,
Room 6A-03, 31 Center Drive, MSC 2510, Bethesda, MD 20892-2510.
National Institute of Arthritis and Musculoskeletal and Skin
Diseases (NIAMS), Executive Officer, Building 31, Room 4C32, 31
Center Drive, MSC 2350, Bethesda, MD 20892-2350.
National Institute on Deafness and Other Communication Disorders
(NIDCD), Chief, Administrative Management Branch, Building 31, Room
3C21, Bethesda, MD 20892.
National Institute of General Medical Sciences (NIGMS), Secretary to
the Director, Natcher Building, Room 2AN.12D, 45 Center Drive,
Bethesda, MD 20892.
National Library of Medicine (NLM), Secretary to the Director,
Office of the Director, Building 38, Room 2E17, Bethesda, MD 20894.
Fogarty International Center (FIC), Secretary to the Director,
Building 31, Room B2C06, Bethesda, MD 20892.
Office of AIDS Research (OAR), Special Assistant for Liaison
Activities, Building 31, Room 5C12, Bethesda, MD 20892.
National Institute on Drug Abuse (NIDA), Executive Secretariat,
Neuroscience Center, 6001 Executive Blvd., Room 5101, MSC 9585,
Rockville, MD 20892-9585.
National Institute on Alcohol Abuse and Alcoholism (NIAAA),
Secretary to the Director, Willco Building, Suite 400, 6000
Executive Blvd., MSC 7003, Bethesda, MD 20892-7003.
National Institute of Mental Health (NIMH), Executive Secretariat,
Neuroscience Center, 6001 Executive Blvd., Room 8213, Rockville, MD
20852.
Washington National Records Center, 4205 Suitland Road, Washington,
DC 20857.
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.
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.
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
[[Page 66989]]
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/Administrative Officers of National Institutes of Health
Institutes/Centers.
NOTIFICATION PROCEDURE:
To determine if a record exists and where it is located, contact:
National Institutes of Health, Office of Human Resources
Management, Privacy Act Coordinator, Building 31, Room 1C39, 9000
Rockville Pike, 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 Procedure 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.
09-25-0112
SYSTEM NAME:
Grants and Cooperative Agreements: Research, Research Training,
Fellowship and Construction Applications and Related Awards, HHS/NIH/
OD.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
See Appendix I.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Grant applicants and Principal Investigators; Program Directors;
Institutional and Individual Fellows; Research Career Awardees; and
other employees of Applicant and/or grantee institutions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grant and cooperative agreement applications and review history,
awards, financial records, progress reports, payback records, and
related correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
``Research and Investigation,'' ``Appointment and Authority of the
Directors of the National Research Institutes,'' ``National Institute
of Mental Health,'' ``National Institute on Drug Abuse,'' ``National
Institute on Alcohol Abuse and Alcoholism,'' ``National Cancer
Institute,'' ``National Heart, Lung and Blood Institute,'' ``National
Institute of Diabetes, and Digestive and Kidney Diseases,'' ``National
Institute of Arthritis and Musculoskeletal and Skin Diseases,''
``National Institute on Aging,'' ``National Institute on Allergy and
Infectious Diseases,'' ``National Institute of Child Health and Human
Development,'' ``National Institute of Dental and Craniofacial
Research,'' ``National Eye Institute,'' ``National Institute of
Neurological Disorders and Stroke,'' ``National Institute of General
Medical Sciences,'' ``National Institute of Environmental Health
Sciences,'' ``National Institute on Deafness and Other Communication
Disorders,'' ``National Institute of Nursing Research,'' ``National
Library of Medicine,'' and the ``National Center for Research
Resources'' of the Public Health Service Act. (42 U.S.C. 241, 284, 285,
285(b), (c), (d), (e), (f), (g), (h), (i), (j), (k), (l), (m), 286b-
286b-7, 287a-2, 287a-3.)
PURPOSE(S):
1. Information provided is used by NIH staff for review, award, and
administration of grant programs.
2. Information is also used to maintain communication with former
fellows who have incurred an obligation through the National Research
Service Award Program.
3. Staff may also use curricula vitae to identify candidates who
may serve as ad hoc consultants or committee and council members in the
grant peer review process.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made of assignments of research investigators
and project monitors to specific research projects to the National
Technical Information Service (NTIS), Department of Commerce, to
contribute to the Smithsonian Science Information Exchange, Inc.
2. Disclosure may be made to the cognizant audit agency for
auditing.
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 such disclosure is
compatible with the purpose for which the records were collected.
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.
5. Disclosure may be made to qualified experts not within the
definition of Department employees as prescribed in Department
Regulations, 45 CFR 56.2, for opinions as a part of the application
review and award administration processes.
6. Disclosure may be made to a Federal agency, in response to its
request, in connection with the letting of a contract, or 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 on the matter.
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
[[Page 66990]]
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) warrants 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 such
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; (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 firm for the purpose of
collating, analyzing, aggregating or otherwise refining records in a
system. Relevant records will be disclosed to such a contractor. The
contractor shall be required to maintain Privacy Act safeguards with
respect to such records.
9. Disclosure may be made to the grantee institution in connection
with the review of an application or performance or administration
under the terms and conditions of the award, or in connection with
problems that might arise in performance or administration if an award
is made on a grant proposal.
10. Disclosure may be made to the profit institution's president or
official responsible for signing the grant application in connection
with the review or award of a grant application and in connection with
the administration and performance of a grant under the terms and
conditions of the awards.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
The Department may disclose to consumer reporting agencies
information on individuals who have failed to meet payback obligations
incurred under awards made under authority of the National Research
Service Awards Program (41 U.S.C. 289l-1). Information disclosed
includes data identifying the individual, the amount, status and
history of the obligation, and that the obligation arose from an award
made under the National Research Service Awards Program.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Stored in file folders, on computer tapes and disks, cards and in
notebooks.
RETRIEVABILITY:
Retrieved by name and grant number.
SAFEGUARDS:
A variety of physical and procedural safeguards are implemented, as
appropriate, at the various locations of this system:
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. These officials include review groups,
grants management staff, other extramural program staff, health
scientist administrators, data processing and analysis staff and
management officials with oversight responsibilities for extramural
programs. Other one-time and special access is granted on an individual
basis as specifically authorized by the system manager. Authorization
for access to computerized files is controlled by the system manager or
designated official and is granted on a need-to-know basis. Lists of
authorized users are maintained.
2. Physical Safeguards: Secured facilities, locked rooms, locked
cabinets, personnel screening; records stored in order of grant numbers
which are randomly assigned.
3. Procedural Safeguards: Access to file rooms and files is
strictly controlled by files staff or other designated officials;
charge-out cards identifying users are required for each file used;
inactive records are transferred to controlled storage in Federal
Records Center in a timely fashion; retrieval of records from inactive
storage is controlled by the system manager or designated official and
by the NIH Records Management Officer; computer files are password
protected and access is actively monitored by the Computer Center to
prevent abuse. Employees are given specialized training in the
requirements of the Privacy Act as applied to the grants program.
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), items: 4000-B-1; 4000-B-4; 4000-C-1 and, 4000-D-1.
Refer to the NIH Manual Chapter for specific disposition instructions.
SYSTEM MANAGER(S) AND ADDRESS:
See Appendix II.
NOTIFICATION PROCEDURE:
Write to official at the address specified in Appendix II 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:
Write to the official at the address specified in Appendix IV to
obtain access to a record, and provide the same information as is
required under the 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:
Contact the official at the address specified in Appendix II, and
reasonably identify the record and specify the information being
contested, the corrective action sought, and your
[[Page 66991]]
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:
Information submitted by applicant; supplemented by outside
reviewers and internal staff.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
Appendix I: System Location
National Cancer Institute, Executive Plaza South, Suite T-42, 6120
Executive Boulevard, Bethesda, MD 20892.
National Heart, Lung, and Blood Institute, Westwood Building, Room
4A09, 5333 Westbard Avenue, Bethesda, MD 20892.
National Library of Medicine, Extramural Programs, 6705 Rockledge
Drive, Suite 301, Bethesda, MD 20817.
National Institute of Allergy and Infectious Diseases, Chief, Grants
Management Branch, DEA, Solar Bldg., Room 4C-09, 6003 Executive
Blvd., Rockville, MD 20892.
National Institute of Allergy and Infectious Diseases, Chief,
Management Information Systems Section, FMISB, OAM, Solar Building,
Room 4A-03, 6003 Executive Blvd., Rockville, MD 20892.
National Institute of Diabetes and Digestive and Kidney Diseases,
Westwood Building, Room 610, 5333 Westbard Avenue, Bethesda, MD
20892.
National Institute of Arthritis and Musculoskeletal and Skin
Diseases, Natcher Building, Room 5A352, Bethesda, MD 20892-6500.
National Institute of Child Health and Human Development, 6100
Executive Blvd., Room 8A-01, Bethesda, MD 20892-7510.
National Institute on Aging, Gateway Building, Room 2N-212, 7201
Wisconsin Avenue, Bethesda, MD 20892.
National Institute of Dental and Craniofacial Research, Grants
Management Officer, Natcher Building, Room 4AS-55, 45 Center Drive,
MSC 6402, Bethesda, MD 20892-6402.
National Institute of Environmental Health Sciences, Grants
Management Officer, Building 2, Room 204, 104 Alexander Drive,
Research Triangle Park, NC 27709.
National Institute of General Medical Sciences, Grants Management
Officer, Natcher Building, Room 2AN52, 9000 Rockville Pike,
Bethesda, MD 20892.
National Institute of Neurological Disorders and Stroke, Federal
Building, Room 10A12, 7550 Wisconsin Avenue, Bethesda, MD 20892.
National Institute on Deafness and Other Communication Disorders,
Executive Plaza South, Room 400B, 6120 Executive Boulevard,
Rockville, MD 20892-7180.
National Eye Institute, Executive Plaza South, Room 350, 6120
Executive Boulevard, Bethesda, MD 20892.
National Center for Research Resources, 6705 Rockledge Drive, Room
6086, Bethesda, MD 20892.
National Institute of Nursing Research, Building 45, Room 3AN32, MSC
6301, Bethesda, MD 20892-6301.
Fogarty International Center, Building 31, Room B2C32, 9000
Rockville Pike, Bethesda, MD 20892.
Washington National Records Center, 4205 Suitland Road, Suitland, MD
20409.
National Institute on Drug Abuse, Grants Management Branch, 6001
Executive Blvd., Room 3131, MSC 9541, Bethesda, MD 20892-9541.
National Institute on Alcohol Abuse and Alcoholism, Grants
Management Branch, Willco Building, Suite 504, 6000 Executive Blvd.,
MSC 7003, Bethesda, MD 20892-7003.
National Institute of Mental Health, Grants Management Branch, ORM,
Neuroscience Center, 6001 Executive Blvd., Room 6122, Bethesda, MD
20892.
Appendix II: System Manager(s) and Address(es)
National Cancer Institute, Grants Management Analyst, Executive
Plaza South, Suite 234, 6120 Executive Boulevard, Bethesda, MD
20892.
National Heart, Lung, and Blood Institute, Chief, Grants Operations
Branch, Division of Extramural Affairs, Westwood Building, Room
4A10, 5333 Westbard Avenue, Bethesda, MD 20852.
National Library of Medicine, Associate Director for Extramural
Programs, 6705 Rockledge Drive, Suite 301, Bethesda, MD 20817.
National Institute of Allergy and Infectious Diseases, Chief, Grants
Management Branch, DEA, Solar Bldg., Room 4B-21, 6003 Executive
Blvd., Bethesda, MD 20892.
National Institute of Allergy and Infectious Diseases, Chief,
Management Information Systems Section, FMISB, OAM, Solar Building,
Room 4A-03, 6003 Executive Blvd., Bethesda, MD 20892.
National Institute of Arthritis and Musculoskeletal and Skin
Diseases, Grants Management Officer, Natcher Building, Room 5AS49,
Bethesda, MD 20892-6500.
National Institute of Diabetes and Digestive and Kidney Disease,
Grants Management Officer, Room 637, Westwood Building, 5333
Westbard Avenue, Bethesda, MD 20892.
National Institute of Child Health and Human Development, Chief,
Grants Management Branch, 6100 Executive Blvd., Room 8A01, Bethesda,
MD 20892.
National Institute on Aging, Grants Management Officer, Gateway
Building, Room 2N-212, 7201 Wisconsin Avenue, Bethesda, MD 20892.
National Institute of Dental and Craniofacial Research, Grants
Management Officer, NIDCR, Natcher Building, Room 4AS-55, 45 Center
Drive, MSC 6402, Bethesda, MD 20892-6402.
National Institute of Environmental Health Sciences, Grants
Management Officer, Building 2, Room 204, 104 Alexander Drive,
Research Triangle Park, NC 27709.
National Institute of General Medical Sciences, Grants Management
Officer, NIGMS, Natcher Building, Room 2AN24, 9000 Rockville Pike,
Bethesda, MD 20892.
National Institute of Neurological Disorders and Stroke, Grants
Management Officer, Federal Building, Room 1004A, Bethesda, MD
20892.
National Institute on Deafness and Other Communication Disorders,
Chief, Grants Management Branch, Executive Plaza South, Room 400B,
MSC 7180, 6120 Executive Boulevard, Bethesda, MD 20892-7180.
National Institute of Nursing Research, Grants Management Officer,
Building 45, Room 3AN32, MSC 6301, Bethesda, MD 20892-6301.
National Eye Institute, Grants Management Officer, Executive Plaza
South, Room 350, 6120 Executive Boulevard, Bethesda, MD 20892.
National Center for Research Resources, Office of Grants Management,
6705 Rockledge Drive, Room 6086, Bethesda, MD 20892.
Fogarty International Center, Scientific Review Administrator,
International Studies Branch, Building 31, Room B2C32, 9000
Rockville Pike, Bethesda, MD 20892.
National Institute on Drug Abuse, 6001 Executive Blvd., Room 3131,
MSC 9541, Bethesda, MD 20892-9541.
National Institute on Alcohol Abuse and Alcoholism, Chief, Grants
Operation Section, Willco Building, Suite 504, 6000 Executive Blvd.,
MSC 7003, Bethesda, MD 20892-7003.
National Institute of Mental Health, Grants Management Officer, ORM,
Neuroscience Center, 6001 Executive Blvd., Room 6122, Bethesda, MD
20892.
Appendix III: Notification Procedure
National Cancer Institute, see Appendix II.
National Heart, Lung, and Blood Institute, Privacy Act Coordinator,
Building 31, Room 5A10, 31 Center Drive, MSC 2490, Bethesda, MD
20892-2490.
National Library of Medicine, see Appendix II.
National Institute of Allergy and Infectious Diseases, see Appendix
II.
National Institute of Diabetes and Digestive and Kidney Diseases,
Administrative Officer, Building 31, Room 9A46, 9000 Rockville Pike,
Bethesda, MD 20892.
National Institute of Child Health and Human Development, see
Appendix II.
national Institute of Aging, see Appendix II.
National Institute of Dental and Craniofacial Research (NIDCR),
Privacy Act Coordinator, Natcher Building, Room 4AS-43A, 45 Center
Drive, MSC 6401, Bethesda, MD 20892-6401.
National Institute of Environmental Health Sciences, see Appendix
II.
National Institute of General Medical Sciences, see Appendix II.
[[Page 66992]]
National Institute of Neurological Disorders and Stroke, see
Appendix II.
National Institute on Deafness and Other Communication Disorders,
see Appendix II.
National Eye Institute, see Appendix II.
National Center for Nursing Research, see Appendix II.
National Center for Research Resources, see Appendix II.
Fogarty International Center, see Appendix II.
National Institute on Drug Abuse, see Appendix II.
National Institute on Alcohol Abuse and Alcoholism, see Appendix II.
National Institute of Mental Health, Privacy Act Coordinator, Room
15-81, Parklawn Building, 5600 Fishers Lane, Rockville, MD 20857.
National Institute of Arthritis and Musculoskeletal and Skin
Diseases, see Appendix II.
Appendix IV: Records Access Procedure
National Cancer Institute, Privacy Act Coordinator, Building 31,
Room 10A30, 9000 Rockville Pike, Bethesda, MD 20892.
National Heart, Lung, and Blood Institute, see Appendix III.
National Library of Medicine, see Appendix II.
National Institute of Allergy and Infectious Diseases, Privacy Act
Coordinator, Solar Bldg., Room 3C-23, Bethesda, MD 20892.
National Institute of Diabetes and Digestive and Kidney Diseases,
see Appendix II.
National Institute of Child Health and Human Development, see
Appendix II.
National Institute on Aging, see Appendix II.
National Institute of Dental and Craniofacial Research (NIDCR),
Grants Management Officer, Natcher Building, Room 4AS-55, 45 Center
Drive, MSC 6402, Bethesda, MD 20892-6402.
National Institute of Environmental Health Sciences, see Appendix
II.
National Institute of General Medical Sciences, Privacy Act
Coordinator, Natcher Building, Room 3AS43, 9000 Rockville Pike,
Bethesda, MD 20892.
National Institute of Neurological Disorders and Stroke, Chief,
Grants Management Branch, Executive Plaza South, Room 400B, 6120
Executive Blvd., Rockville, MD 20892-7180.
National Institute on Deafness and Other Communication Disorders,
see Appendix II.
National Eye Institute, Administrative Officer, Building 31, Room
6A17, 9000 Rockville Pike, Bethesda, MD 20892.
National Center for Research Resources, Privacy Act Coordinator,
6705 Rockledge Drive, Room 5142, Bethesda, MD 20892.
Fogarty International Center, see Appendix II.
National Institute on Drug Abuse, see Appendix II.
National Institute on Alcohol Abuse and Alcoholism, see Appendix II.
National Institute of Mental Health, see Appendix II.
National Institute of Nursing Research, see Appendix II.
National Institute of Arthritis and Musculoskeletal and Skin
Diseases, see Appendix II.
09-25-0115
SYSTEM NAME:
Administration: Curricula Vitae of Consultants and Clinical
Investigators, HHS/NIH/NIAID.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Institutes of Health, Solar Bldg., 6003 Executive Blvd.,
Room 3A37, MSC 7630, Bethesda, MD 20892 and
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 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:
Stored in books.
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 NIAID staff whose duties
require the use of such information. Authorized users are located in
the Clinical and Regulatory Affairs Branch, Division of Microbiology
and Infectious Diseases, 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: Building 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:
Chief, Clinical and Regulatory Affairs Branch, DMID, NIAID, Solar
Bldg., Room 3A-01, 6003 Executive Blvd., Bethesda, MD 20892.
NOTIFICATION PROCEDURE:
To determine if a record exists, write to: NIAID Privacy Act
Coordinator,
[[Page 66993]]
Solar Bldg., Room 3C-23, 6003 Executive Blvd., 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 Procedure. 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 Procedure 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:
Individuals.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
09-25-0118
SYSTEM NAME:
Contracts: Professional Services Contractors, HHS/NIH/NCI.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Write to system manager at the address below for the address of the
Federal Records Center where records may be stored.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals under contract with the National Cancer Institute.
CATEGORIES OF RECORDS IN THE SYSTEM:
Professional services contracts.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 241(d), 281.
PURPOSE(S):
Used by staff for general administrative purposes to assure
compliance with contract program requirements.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
2. In the event of litigation where the defendant is (a) the
Department, any component of the Department, or any employee of the
Department in his or her official capacity; (b) the United States where
the Department determines that the claim, if successful, is likely to
directly affect the operations of the Department or any of its
components; or (c) any Department employee in his or her individual
capacity where the Justice Department has agreed to represent such
employee, the Department may disclose such records as it deems
desirable or necessary to the Department of Justice to enable that
Department to present an effective defense, provided such disclosure is
compatible with the purpose for which the records were collected.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Stored in file folders.
RETRIEVABILITY:
Retrieved by name.
SAFEGUARDS:
1. Authorized Users: Access is limited to authorized personnel
(system manager and staff).
2. Physical Safeguards: Records are maintained in offices which are
locked when not in use.
3. Procedural Safeguards: Access to files is strictly controlled by
system manager and staff.
RETENTION AND DISPOSAL:
Records are retained and disposed of under the authority of the NIH
Records Control Schedule contained in NIH Manual Chapter 1743, Appendix
1--``Keeping and Destroying Records'' (HHS Records Management Manual,
Appendix B-361), item 2600-A-4, which allows records to be destroyed
after a maximum period of six years and three months after final
payment. Refer to the NIH Manual Chapter for specific disposition
instructions.
SYSTEM MANAGER(S) AND ADDRESS:
ARC Manager, NCI/DCTD, Building 31, Room 3A44, 9000 Rockville Pike,
Bethesda, MD 20892.
ARC Manager, NCI/OD-31, Building 31, Room 11A33, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/OD-EP, Executive Plaza South, Room 531, 6120
Executive Blvd., Rockville, MD 20852.
ARC Manager, NCI/6116, Executive Plaza South, Room 531, 6120
Executive Blvd., Rockville, MD 20852.
ARC Manager, NCI/DCP, Building 31, Room 10A50, 9000 Rockville Pike,
Bethesda, MD 20892.
ARC Manager, NCI/DCB, Executive Plaza North, Room 500, 6130
Executive Blvd., Rockville, MD 20852.
ARC Manager, NCI/DCCPS, Executive Plaza North, Room 306, 6130
Executive Blvd., Rockville, MD 20852.
ARC Manager, NCI/Bldg. 41, Building 41, Room A101, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/Bldg. 37, Building 37, Room 5A15, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/FCRDC, FCRDC, Building 428, Room 43, Frederick, MD
21702.
ARC Manager, NCI/DCEG, Executive Plaza South, Room 8086, 6120
Executive Blvd., Rockville, MD 20852.
ARC Manager, NCI/31-DBS, Building 31, Room 3A20, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/31-DCS, Building 31, Room 3A11, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/10A, Building 10, Room 12N210, 9000 Rockville
Pike, Bethesda, MD 20892.
ARC Manager, NCI/10B, Building 10, Room 12N210, 9000 Rockville
Pike, Bethesda, MD 20892.
NOTIFICATION PROCEDURE:
Write to the appropriate system manager listed above to determine
if a record exists. The requester must also verify his or her identity
by providing either a notarization of the request or a written
certification that the requester is who he or she claims to be and
understands that the knowing and willful request for acquisition of a
record pertaining to an individual under false pretenses is a criminal
offense under the Act, subject to a five thousand dollar fine.
RECORD ACCESS PROCEDURE:
Same as Notification Procedure. 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 Procedure above, and
reasonably
[[Page 66994]]
identify the record and specify the information to be contested, and
state the corrective action sought and the reasons for the correction,
with supporting justification. The right to contest records is limited
to information which is incomplete, irrelevant, incorrect, or untimely
(obsolete).
RECORD SOURCE CATEGORIES:
Individuals in the system.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
09-25-0121
SYSTEM NAME:
International Activities: Senior International Fellowships Program,
HHS/NIH/FIC.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Institutes of Health, Building 31, Room B2C39, 9000
Rockville Pike, Bethesda, MD 20892.
Write to system manager at the address below for the address of the
Federal Records Center where records from this system are stored.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for Senior International Fellowships.
CATEGORIES OF RECORDS IN THE SYSTEM:
Applications and associated records and reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 242e.
PURPOSE(S
This text is long and has been trimmed here. Open the source document for the complete record.
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.