Privacy Act Handbook

Directive Number: 1325.1

U.S. Department of Housing and Urban Development

Office of Administration

SPECIAL ATTENTION OF: TRANSMITTAL

Handbook No.: 1325.01 REV-01

ISSUED: September 1, 1995

1\. This Transmits Handbook 1325.01 REV-01, Privacy Act Handbook.

2\. Summary. The entire handbook has been revised to clarify the

policies, procedures, and guidelines for the implementation of the

Department\'s Privacy Act Program and to incorporate new OMB

[Circular
A-130](http://www.whitehouse.gov/omb/circulars/a130/a130trans4.pdf)
requirements. It should be read in its entirety.

3\. Filing Instructions

Remove Insert

Handbook 1325.1 dated 10/76 Revised Handbook 1325.1

REV-1

AMII: Distribution: W-3-1,W-1,W-3,R-1,R-2,R-6,R-7,R-8

U.S. Department of Housing and Urban Development

Office of Administration

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SPECIAL ATTENTION OF: TRANSMITTAL

Handbook No: 1325.01 CHG-5

Issued: August, 1993

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1\. This Transmits Handbook 1325.01 CHG-5, Privacy Act Handbook.

2\. Summary. CHG-5 provides information concerning the policies

and procedures to be followed when implementing a computer

matching program.

Background. Notice 91-0012 ADM issued October 22, 1991 and

due to expire on October 30, 1993, provided highlights of the

Computer Matching and Privacy Protection Act. That Notice is

being incorporated herewith as Chapter 6 to the Privacy Act

Handbook.

3\. Filing Instructionsi

Remove Insert

Table of Contents Table of Contents

Pgs. i, ii, iii Pgs. i, ii, iii, dated 8/93

Pgs. 6-1 to 6-5, dated 8/93

Appendices 7 and 8, dated 8/93

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AII : Distribution : W-3-1, W-1, W-3, R-1, R-2, R-6, R-7, R-8.

W-3-1, W-1, W-3, R-1, R-2, R-6, R-7, R-8

W-3-1 Directives Management Officers\--Headquarters and Regions,

library, ACIR (Advisory Commission on Intergovermental

Relations)

W-1 Assistant Secretaries, Deputy Assistant Secretaries,

General Counsel, staff offices reporting to the Secretaryi

W-3 HQ Division Directors, those reporting directly to Office

Directors, multiple copies for staff

R-1 Regional Administrators, Deputy Regional Administrators

R-2 Office Directors, Principal Assistants in Regional

Administrators\' offices

R-6 Category A offices - Office Managers and Deputy Office

Managers

R-7 Category B offices - Office Managers and Deputy Office

Managers

R-8 Category C offices - Office Managers and Deputy Office

Managers

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Special Attention of: Transmittal Handbook No. 1325.1 CHG-4

Regional Administrators Issued: March 1984

Area Office Managers

Service Office Supervisors

1\. This Transmitsi

Changes to Handbook 1325.1, Privacy Act Handbook.

2\. Explanation of changes:

These changes clarify the criteria for identifying Privacy Act systems

of records; highlight the more significant responsibilities of Privacy

Act system managers (Appendix 5); provide guidelines for establishing

safeguards for records subject to the Privacy act (Appendix 6); and

reflect current organizational structures. Chapter 5 has been added

to describe Privacy Act reporting requirements.

3\. Filing instructions:

Remove: Insert:

Pages i, ii, and iii Pages i, ii, and iii dated 3/84

Pages 1-1 through 1-6 Pages 1-1 through 1-7 dated 3/84

Pages 2-3 and 2-4 Pages 2-3 and 2-4 dated 3/84a

Pages 3-1 and 3-2 Pages 3-1, 3-2, and 3-2.1 dated 3/84

Pages 3-41 through 3-45 Pages 3-41 through 3-46 dated 3/84

Pages 4-1 through 4-4 Pages 4-1 through 4-4 dated 3/84

Pages 5-1 and 5-2 Pages 5-1 and 5-2 dated 3/84

Appendix 5, pages 1 through 3 dated 3/84

Appendix 6, pages 1 and 2 dated 3/84

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U. S. Department of Housing and Urban Development

ADMINISTRATION

Special Attention of: Transmittal Handbook No. 1325.l CHG-3

Issued: November 19, 1981i

Regional Administrators

Area Office Managers

Service Office Supervisors

1\. This Transmits changes to Handbook 1325.1, Privacy Act Handbook.

2\. Explanation of changes:

These changes contain reporting requirements for information which

must be sent to Headquarters by no later than January 25 of each year.

They also contain an updated table of contents.

3\. Filing instructions:

Remove: Insert:

Pages i and ii dated 10/76 Pages i dated 10/76 and ii CHG-3

dated 11/81

Page iii dated 10/76 Page iii CHG-3 dated 11/81

Chapter 5, Reporting Requirements,

dated 11/81.i

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U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

TRANSMITTAL 1325.1 CHG-2

1\. This transmits:

Changes to Handbook 1325.1, Privacy Act Handbook.

2\. Explanation of changes:

These changes delete references to the Civil Service Commission

and replace them with references to the Office of Personnel

Management.

3\. Filing instructions:

Remove: Insert:i

Pages 1-1 dated 10/76 and 1-2 CHG-1 Pages 1-1 CHG-2 dated 7/81

dated 1/8/81 and 1-2 CHG-1 dated 1/81

Pages 3-23 dated 10/76 and Pages 3-23 CHG-2 dated 7/81

3-24 dated 10/76 and 3-24 dated 10/76

Pages 3-25 and 3-26 dated 10/76 Pages 3-25 dated 10/76 and

3-26 CHG-2 dated 7/81

Pages 1 and 2 Appendix 4 dated 10/76 Page 1 Appendix 4 dated 10/76 and

page 2 CHG-2 Appendix 4 dated

7/81.

U. S. Department of Housing and Urban Development

ADMINISTRATION

TRANSMITTAL 1325.1 CHG-1

January 14, 1981i

1\. This transmits:

Changes to Handbook 1325.1, Privacy Act Handbook.

2\. Explanation of changes:

These changes clarify the role of the Departmental Privacy Act Officer;

change office titles to comply with current practices; describe the

responsibilities of Privacy Act Coordinators; clarify the

responsibilities of Privacy Act System Managers; delete Appendix 3

containing a reprint of [24 CFR
16](http://www.gpoaccess.gov/cfr/index.html) (a copy of Departmental
Rules and

Regulations concerning the Privacy Act); reserve Appendix 3 until 24 CFR

16 is revised and published; clarify that the Assistant Secretary for

Administration, rather than the Secretary, submits the report of a

new/altered system to Congress and the Office of Management and Budget,

and publishes the notice of existence and character of the systems of

records; update the list of contents of the Privacy Act system notice;

add the requirement that any Advanced Requirements Notice involving a

computer matching program be cleared by the Departmental Privacy Act

Officer; delete reference to a Departmental Privacy Act Committee;

delete reference to the Privacy Protection Study Commission; and state
ai

more realistic time frame for obtaining internal Departmental clearance

of Privacy Act system notices.

3\. Filing instructions:

Remove: Insert:

Pages 1-1 and 1-2 dated 10/76 Pages 1-1 dated 10/76, 1-2 CHG-1

dated 1/81 and 1-2.1 CHG-1 dated

1/81.

Pages 3-11 and 3-12 dated 10/76 Pages 3-11 dated 10/76, 3-12 CHG-1

dated 1/81.

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Remove: Insert:

Pages 3-13 and 3-14 dated 10/76 Pages 3-13 CHG-1 dated 1/81, 3-14

CHG-1 dated 1/81, and 3-14.1 CHG-1

dated 1/81.

Pages 3-39 and 3-40 dated 10/76 Pages 3-39 CHG-1 dated 1/81, 3-40

CHG-1 dated 1/81 and 3-40.1 CHG-1

dated 1/81.

Pages 3-41 and 3-42 dated 10/76 Pages 3-41 CHG-1 dated 1/81, 3-41.1

CHG-1 dated 1/81, and 3-42 CHG-1

dated 1/81.

Pages 3-43 and 3-44 dated 10/76 Pages 3-43 CHG-1 dated 1/81, and

3-44 CHG-1 dated 1/81.

Pages 3-45 and 3-46 dated 10/76 Pages 3-45 dated 10/76 and 3-46

CHG-1 dated 1/81.

Pages 4-1 and 4-2 dated 10/76 Pages 4-1 CHG-1 dated 1/81 and

4-2 dated 10/76.

Pages 4-3 and 4-4 dated 10/76 Pages 4-3 CHG-1 dated 1/81 and

4-4 dated 10/76.

Appendix 1, Pages 15, 16 Appendix 1, Pages 15 dated 10/76

and 17 dated 10/76 16 CHG-1 dated 1/81 and 17 CHG-1

dated 1/81.

Appendix 3, Pages 1 through 12 Appendix 3, Page 1 CHG-1 dated 1/81.

dated 10/76

1/81

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Transmittal 1325.1

October 27, 1976

1\. This Transmits:

Handbook 1325.1, Privacy Act Handbook.

2\. Purpose:

a\. To provide every employee of the Department with information

on their rights and responsibilities under the Privacy Act of 1974.

b\. To establish policies, procedures, requirements and guidelines

for the implementation of the Department\'s Privacy Act

responsibilities.

3\. Filing Instructions:

Insert Handbook 1325.1

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W-1, W-2, W-3, W-3-1, R-1, R-2, R-4, R-5

W-1 Assistant Secretaries, Deputy Assistant Secretaries,

General Counsel, staff offices reporting to the Secretary

W-2 HQ Office Directors, Special Assistants,

those reporting directly to Assistant Secretaries

W-3 HQ Division Directors, those reporting directly to Office

Directors, multiple copies for staff

W-3-1 Directives Management Officers\--Headquarters and Regions,

library, ACIR (Advisory Commission on Intergovermental

Relations)

R-1 Regional Administrators, Deputy Regional Administrators

R-2 Office Directors, Principal Assistants in Regional

Administrators\' offices

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