**SYSTEM NOTICE**

**09-30-0049**

**09-30-0049**

**SYSTEM NAME:**

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

Minor alterations have been made to this system of records notice. The
following categories should be revised in their entirety:

**ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:**

1\. The Department of Health and Human Services (HHS) may disclose
information from this system of records to the Department of Justice, or
to a court or other tribunal, when (a) HHS, or any component thereof; or
(b) any HHS employee in his or her individual capacity where the
Department of Justice (or HHS, where it is authorized to do so) has
agreed to represent the employee; or (d) the United States or any agency
thereof where HHS determines that the litigation is likely to affect HHS
or any of its components, is a party to litigation or has an interest in
such litigation, and HHS determines that the use of such records by the
Department of Justice, the court or other tribunal is relevant and
necessary to the litigation and would help in the effective
representation of the governmental party, provided, however, that in
each case, HHS determines that such disclosure is compatible with the
purpose for which the records were collected.

2\. Disclosure may be made to a congressional office from the record of
an individual in response to a verified inquiry from the congressional
office made at the written request of that individual.

3\. SAMHSA proposes to contract with private firms for the purposes of
handling logistics for conferences, reviews, development of training
materials, and of obtaining the services of consultants. Relevant
records will be disclosed to such a contractor or may be developed by
the contractor for use in the project. The contractor shall be required
to maintain Privacy Act safeguards with respect to such records.

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

**SAFEGUARDS:**

Measures to prevent unauthorized disclosures are implemented as
appropriate for each location. Each site implements personnel, physical
and procedural safeguards such as the following:

1\. Authorized Users: Only SAMHSA personnel working on these projects
and personnel employed by SAMHSA contractors to work on these projects
are authorized users as designated by the system managers.

2\. Physical safeguards: Records are stored in locked rooms, locked file
cabinets, and/or secured computer facilities.

3\. Procedural safeguards: Contractors who maintain records in this
system are instructed to make no further disclosure of the records
except as authorized by the system manager and permitted by the Privacy
Act. Privacy Act requirements are specifically included in contracts and
in agreements with grantees or collaborators participating in research
activities supported by this system. HHS project directors, contract
officers, and project officers oversee compliance with these
requirements.

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

Readers who notice any errors or omissions in the SAMHSA systems of
records notices are invited to bring them to my attention at the
following address: Substance Abuse and Mental Health Services
Administration, 5600 Fishers Lane, Room 12-105, Rockville, Maryland
20857.

Dated: October 13, 1994

Richard Kopanda,

Acting Executive Officer, Substance Abuse and Mental Health Services
Administration.

\[FR Doc. 94-27615 Filed 12-27-94; 8:45 am\]

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

[09-30-0049]{.underline}

**System Name:**

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

**SECURITY CLASSIFICATION:**

None

**SYSTEM LOCATION:**

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

**CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:**

Consultants who participate in Substance Abuse and Mental Health
Services Administration (SAMHSA) conferences, meeting, evaluation
projects, or technical assistance at site locations arranged by
contractors.

**CATEGORIES OF RECORDS IN THE SYSTEM:**

Names, addresses, Social security numbers, qualifications, curricula
vitae, travel records, and payment records for consultants.

**AUTHORITY FOR MAINTENANCE OF THE SYSTEM:**

SAMHSA; Public Health Service Act, sections 301 (42 U.S.C 241), 332
(U.S.C. 249(c)), and 501-05 (42 U.S.C. 290aa et seq.). CSAT: Center for
substance Abuse Treatment, section 507-12 (42 U.S.C. 290bb et eg.).
CSAP: Center for Substance Abuse Prevention Section 515-8 (42 U.S.C.
290aa-5 et seq). CMHS: Center for Mental Health Services, sections 506
(42 U.S.C 290aa-5) and 520-35 (42 U.S.C. 290bb-31 et seq.). Protection
and Advocacy for Individuals with Mental Illness Act of 1986 as amended
(42 U.S.C. 10801 et seq.); Refugee Education Assistance Act of 1980
section 501(c) (8 U.S.C. 1522 note), Pub L. 96-442; Executive Order
12341; and Disaster Relief Act of 1974, section 413, Pub L. 93-288, as
amended by section 416 of the Robert T. Stafford Disaster Relief and
Emergency Assistance Act, Pub L. 100-107.

**PURPOSE(s):**

This umbrella system of records covers a varying number of separate sets
of records used in different projects. These records are established by
contractors to organize programs, obtain and pay consultants, and to
provide necessary reports programs for SAMHSA. SAMHSA personnel may use
records when a technical assistance consultant is needed for a
specialized area of research, review, advice, etc.

**ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:**

**1.** The Department of Health and Human Services (HHS) may disclose
information from this system of records to the Department of Justice, or
to a court or other tribunal, when (a) HHS, or any component thereof; or
(b) any HHS employee in his or her individual capacity where the
Department of Justice (or HHS where it is authorized to do so) has
agreed to represent the employee; or (d) the United States or any agency
thereof where HHS determines that the litigation is likely to affect HHS
or any of its components is a party to litigation or has an interest in
such litigation, and HHS determines that the use of such records by the
Department of Justice, the court or other litigation and would help in
the effective representation of the governmental party, provided,
however, that in each case, HHS determines that such disclosure is
compatible with the purpose for which the records were collected.

**2.** Disclosure may be made to a congressional office from the record
of an individual in response to a verified inquiry from the
congressional office made at the written request of that individual.

**3.** SAMHSA proposes to contract with private firms for the purposes
of handling logistics for conferences reviews, development of training
materials and of obtaining the services of consultants. Relevant records
will be disclosed to such a contractor or may be developed by the
contractor for use in the project. The contractor shall be required to
maintain Privacy Act safeguards with respect to such records.

**4.** Information in this system of records is used routinely to
prepare W-2 and 1099 Forms to submit to the Internal Revenue Service and
applicable State and local governments those items to be included as
income to and individual.

**POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:**

**STORAGE:**

Records may be stored in file folders, on index cards, computer tapes
and disks, microfiche, microfilm.

**RETRIEVABILITY:**

Information will be retrieved by name.

**SAFEGUARDS:**

Measures to prevent unauthorized disclosures are implemented as
appropriate for each location. Each site implements personnel, physical,
and procedural safeguards such as the following:

**1.** Authorized users: Only SAMHSA personnel working on these projects
and personnel employed by SAMHSA contractors to work on this projects
are authorized users as designated by the system managers.

**2.** Physical safeguards: Records are stored in locked rooms, locked
file cabinets; and/or secured computer facilities.

**3.** Procedural safeguards: Contractors who maintain records in this
system are instructed to make no further disclosure of the records
except as authorized by the system manager and permitted by the Privacy
Act. Privacy Act requirements are specifically included in contracts and
in agreements with grantees or collaborators participating in research
activities supported by this system. HHS project directors, contract
officers, and project officers oversee compliance with these
requirements.

**4.** Implementation guidelines: DHHS Chapter 45-13 and supplementary
Chapter PHS.hf: 45-13 of the General Administration Manual, and Part 6,
\"ADP System Security\" in the HHS Information Resource Management
Manual.

**RETENTION AND DISPOSAL:**

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

**SYSTEM MANAGER(s) AND ADDRESS:**

The policy coordinating official for this system of records is also the
System Manager. SAMHSA Contracts Officer, Substance Abuse and Mental
Health Services Administration, Office of the Administrator, Office of
Management, Planning, and Communications, Room 13C-20, Parklawn
Building, 5600 Fishers Lane, Rockville, Maryland 20857.

**NOTIFICATION PROCEDURE:**

To determine if a record exists, write to the appropriate System Manager
at the address above. Provide notarized signature as proof of identity.
The request should include as much of the following information as
possible: **(a)** Full name: **(b)** title of project individual
participated in; **(c)** SAMHSA project officer, and **(d)** approximate
date(s) of participation.

**RECORD ACCESS PROCEDURES:**

Same as notification procedures. Requesters should also reasonably
specify the record contents being sought. Individuals may also request
an accounting of disclosures of their records, if any.

**CONTESTING RECORD PROCEDURES:**

Contact the official at the address specified under Notification
Procedures above and reasonably identify the record, specify the
information being contested, and state the corrective action sought,
with supporting information to show how the record is inaccurate,
incomplete, untimely, or irrelevant.

**RECORD SOURCE CATEGORIES:**

Information gathered form individual consultants and form assignment or
travel documents.

**SYSTEMS EXEMPTED FORM CERTAIN PROVISIONS OF THE ACT:**

None.

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

Substance Abuse and Mental Health Services Administration, 5600 fishers
Lane Room 12-105, Rockville, Maryland 20857

-Dated: December 17, 1993

Richard Kopanda,

Acting Executive Officer, Substance Abuse and Mental Health Services
Administration