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CHAPTER 4. ESTABLISHING AND MANAGING PRIVACY ACT SYSTEMS OF RECORDS

4-1 Introduction. This chapter sets forth procedures for establishing

and managing systems of records under the Privacy Act. The Privacy

Act of 1974 requires agencies to publish in the Federal Register a

\"notice of the existence and character of the system of records\"

subject to the Act. Existing notices of systems of records are

published biennially in the Federal Register. The Office of the

Federal Register compiles and publishes a complete listing of all

agencies systems of records in the Register\'s annual compilation of

system notices. A copy of the Department\'s most recent compilation

of systems of records is included in Appendix I. An updated

version is provided to appropriate staff immediately after the

biennial publication in the Federal Register.

The Privacy Act also requires agencies to send reports to the

Congress and the Office of Management and Budget (OMB) on the

agency\'s intention to establish any new system of records and under

certain circumstances, the agency\'s intention to alter an existing

system of records. More detailed information describing situations

when a report and notice is required is provided in paragraph 4-3

of this handbook. Also, included is guidance on the report and

notice content, format, and distribution.

4-2 Responsibilities of the System Manager. The Privacy Act requires

that a System Manager be designated for each system of records.

More detailed duties are contained in Appendix E. This individual

is responsible for:

A. Using the System Development Methodology (SDM) as a reference

in the planning, preparation, execution, and administration of

HUD\'s various system development activities and business

areas. A copy of the document is available from the Office of

Information Policies and Systems (IPS), Systems Engineering

Group (SEG), Development Technology Division (DTD), Mainframe

Technology Branch.

B. Establishing the policies, practices, and procedures governing

the operation, maintenance, and release of records in the

system, including appropriate physical, administrative, and

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technical safeguards to prevent unauthorized disclosure of

information from the system.

C. Establishing procedures and guidelines to ensure that

information and data in the system are accurate and necessary;

to ensure that an accounting of disclosure is maintained or

can be constructed; and to ensure that the routine uses of the

system are compatible with the purposes for which the

information was collected.

D. Establishing procedures for access, correction, or amendment

of records that conform to the requirements of this chapter

and HUD regulations governing the Privacy Act.

E. Ensuring that systems of records notices are kept current and

accurate with particular emphasis ensuring that routine use

statements are correct and accurate.

F. Preparing drafts of new or altered system reports and related

documents and ensuring that systems of records are not

operated without first preparing the draft notices and reports

and coordinating with the Privacy Act Officer for guidance

prior to finalizing the documents.

G. Reviewing routine use statements every 3 years to ensure that

the disclosures of records under each routine use are still

compatible with the purpose for the system of records.

H. Conducting risk assessments of new or altered systems of

records to ensure that appropriate administrative, technical,

and physical safeguards are established to protect records in

the system from unauthorized disclosure or invasion of

privacy.

4-3 Situations Requiring a Report and Federal Register Notice.

A. New and Altered System of Records Report. The Privacy Act

requires agencies to publish notices in the Federal Register

describing new or altered systems of records, and to submit

reports to OMB, and to the Chair of the Committee on

Government Operations of the House of Representatives, and the

Chair of the Committee on Governmental Affairs of the Senate.

See Exhibits 4-1 and 4-2 for examples of a new and an altered

System of Records Notice. A notice is also required when an

agency conducts a new or altered computer matching program.

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More specific details relating to this requirement is

provided under 5-4. The Privacy Act Officer will work with

the system managers to prepare the reports. The reports must

be transmitted at least 40 days prior to the operation of the

new system of records or the date on which the alteration to

an existing system takes place. A new system is one for which

no public notice is currently published in the Federal

Register. Examples of changes constituting an altered system

of records follow:

1\. A significant increase in the number of individuals about

whom records are maintained. For example, a decision to

expand a system that originally covered only residents of

public housing in major cities to cover such residents

nationwide would require a report. Increases

attributable to normal growth should not be reported.

2\. A change that expands the types of categories of

information maintained. For example, a file covering

single family mortgagors that has been expanded to

include multifamily mortgagors would require a report.

3\. A change that alters the purpose for which the

information is used.

4\. A change to equipment configuration (either hardware or

software) that creates substantially greater access to

the records in the system. For example, locating

interactive terminals at field offices for accessing a

system formerly accessible only at Headquarters would

require a report.

B. Minor changes to systems of records need not be reported. For

example, a change in the designation of the system manager due

to a reorganization would not require a report, so long as an

individual\'s ability to gain access to his or her records is

not affected. Other examples include changing applicable

safeguards as a result of a risk analysis or deleting a

routine use when there is no longer a need for the disclosure.

C. Exemption Rule. The content of some systems of records may be

exempted from the requirement that individuals be permitted

access to records through an informal rulemaking process.

This process requires publication of a proposed rule, a final

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rule, and the adoption of the final rule. Agencies may not

withhold records under an exemption until these requirements

have been met.

4-4 Contents of the New or Altered System Report. The report for a new

or altered system has three elements: a transmittal letter, a

narrative statement, and supporting documentation that includes a

copy of the proposed Federal Register Notice. There is no

prescribed format for either the letter or the narrative statement.

The notice must appear in the format prescribed by the Office of

the Federal Register\'s Document Drafting Handbook. Specific

requirements relating to the content of the notice are described

below. The System Manager will prepare a draft of the system

notice and forward it to the Privacy Act Officer to finalize. The

Privacy Act Officer will prepare the remaining documentation.

A. Transmittal Letters. The transmittal letter will be signed by

the Assistant Secretary for Administration. It should contain

the name and telephone number of the individual who can best

answer questions about the system of records.

B. Narrative Statement. The narrative statement should be brief.

It should make reference, as appropriate, to information in

the supporting documentation rather than restating such

information. The statement should:

1\. Describe the purpose for which the agency is establishing

the system of records.

2\. Identify the authority under which the system of records

is maintained. The underlying programmatic authority for

collecting, maintaining, and using the information should

be cited. When the system is being operated to support

an agency housekeeping program, e.g., a carpool locator,

cite a general housekeeping statute that authorizes the

department to keep such records as necessary.

3\. Provide the probable or potential effect of the proposal

on the privacy of individuals.

4\. Provide a brief description of the steps taken to

minimize the risk of unauthorized access to the system of

records. A more detailed assessment of the risks and

specific administrative, technical, procedural, and physical

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safeguards established should be available to OMB upon request.

5\. Explain how each proposed routine use satisfies the

compatibility requirement of subsection (a) (7) of the

Act. For altered systems, this requirement pertains only

to any newly proposed routine use.

6\. Provide OMB Control Numbers, expiration dates, and titles

of any OMB approved information collection request (e.g.,

forms, surveys, etc.) contained in the system of records.

If the request for OMB clearance of an information

collection is pending, state the title of the collection

and the date it was submitted to OMB for clearance.

C. Supporting Documentation. Attach the following to all new or

altered system of records reports:

1\. A copy of the new or altered system of records notice in

Federal Register format. For proposed altered systems a

copy of the original system of records notice should be

included to ensure that reviewers can understand the

changes proposed.

2\. A copy of any new exemption rules or changes to published

rules that are proposed to issue for the new or altered

system.

4-5 Timing, OMB Concurrence, and Publication of the Federal Register

Notice.

A. Timing. The Act requires agencies to publish notices in the

Federal Register describing new or altered reports 40 days

prior to the establishment of a new system of records or prior

to the implementation of the amendment to the system of

records. Another 40 days should be added to this timeframe to

accommodate the time required to prepare the report and obtain

appropriate concurrences. All new and altered notices must be

routed through the Office of General Counsel, the initiating

Office, and the Privacy Act Officer for approval.

B. OMB Concurrence. Approval is assumed, if OMB has not

commented within 40 days from the date the transmittal letter

was signed. System of records and routine use notices can be

published in the Federal Register at the same time that the

new or altered system report is sent to OMB and Congress.

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The period for OMB and congressional review and the notice and

comment period for routine uses and exemptions will then run

concurrently. Note that exemptions must be published as final

rules before they are effective.

C. Notice of Records. The Office of the Federal Register

prescribes the format that must be followed for Notices

published in the Federal Register. (See the Federal Register

Document Drafting Handbook). The Privacy Act requires the

publication of specific information concerning systems of

records described below:

1\. System Name: This is, the name assigned to the system by

the Office responsible for the system of records. It

should reflect a general description of the contents of

the system of records.

2\. System location: The address of each location where the

system or a portion thereof is maintained is listed here.

If the records are maintained in numerous locations, an

address directory may be appended to the system or placed

at the end of the system notice.

3\. Categories of individuals covered by the system: This

lists the categories of individuals about whom records

are maintained in the system; e.g., \"All persons applying

for HUD insured mortgages.\" By reading this heading, an

individual should be able to determine if information

about him is contained in the system.

4\. Categories of Records in the System: This describes the

types of records maintained in the system; \"individual

pay records, individual leave records\....\" This, too,

should help an individual determine if records about him

are maintained in the system.

5\. Authority for maintenance of the system: This identifies

the Federal statute or Presidential Executive Order that

authorizes the agency to maintain the system of records.

For example, if you are collecting or retrieving

information by an individual\'s social security number

(SSN), you must cite the regulation which permits this

collection.

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6\. Routine uses of records maintained in the system,

including categories of users and the purposes of such

uses: This section must include all the routine uses

established for the system. Remember, a routine use is a

disclosure outside the agency i.e., HUD maintaining the

record for a purpose which is compatible with the purpose

for which it was collected. List the entities external

to HUD having a need to know the information, e.g., the

Internal Revenue Service (IRS), Office of Personnel

Management (OPM), the General Accounting Office (GAO),

Office of Management and Budget (OMB), etc. Generally,

failure to include a particular routine use could

prohibit a record from being disclosed without the

individual\'s prior written consent. However,

nonconsensual disclosure can be made if some other

exception in subsection (b) of the Privacy Act applies.

7\. Policies and practices for storing, retrieving,

accessing, retaining, and disposing of records in the

system: Under this section the following subsections

must be listed:

Storage: This describes the methods used to store the

records; e.g.,; \...on paper in file folders, on computer

tapes\...\".

Retrievability: This describes what personal identifiers

are used to index and retrieve records in the system;

e.g., \"Records are retrieved by individuals\' names and

SSN.\"

Safeguards: Here the measures used to protect the

records from unauthorized access or disclosure are

listed; e.g. \"Records are stored in locked cabinets in

rooms to which access is limited to those personnel who

service the records.\"

Retention and disposal: This reveals the length or time

the records are maintained and the means of disposal;

e.g., \"Records are maintained for 15 years after which

they are destroyed by shredding.

8\. System manager(s) and address: Here is listed the title

and complete mailing address of the individual

responsible for implementing the policies and practices

regarding the system as outlined in the notice e.g.,

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the Division Director.

9\. Notification Procedures: Include the following standard

language: \"For information, assistance, or inquiry about

the existence of records, contact the Privacy Act Officer

at the appropriate location, in accordance with

procedures in 24 CFR part 16. A list of all locations is

given in Appendix B.\"

10\. Contesting record procedures: Include the following

standard language: \"The Department\'s rules for contesting

the contents of records and appealing initial denials, by

the individual concerned, appear in 24 CFR part 16. If

additional information or assistance is needed, it may be

obtained by contacting: (i) In relation to contesting

contents of records, the Privacy Act Officer at the

appropriate location (a list of all locations is given in

Appendix A) and (ii) in relation to appeals of initial

denials, the Department of Housing and Urban Development

Departmental Privacy Appeals Officer, Office of General

Counsel, Department of Housing and Urban Development, 451

Seventh Street, Southwest, Washington, DC 20410.\"

11\. Record source categories: This describes who, where, or

what the information is usually taken from, in general

terms (i.e., specific individuals, organizations, or

instructions need not be identified), e.g., \"Information

is obtained from the record subjects, their previous

employers, \...

12\. Exemptions from Certain Provisions of the Act: If no

exemption has been established for the system, indicate

\"None.\" If an exemption has been established, state under

which provisions of reference (a) it is established

(i.e., \"Parts of this record system may be exempt under

reference (a), subsection (k) (2).\").

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EXHIBIT 4-1 SAMPLE OF A NEW SYSTEM OF RECORDS NOTICE

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

Office of the Secretary

\[Docket No. \]

Privacy Act of 1974; New System of Records

AGENCY: Department of Housing and Urban Development (HUD)

ACTION: Establish a New System of Records.

SUMMARY: The Department of Housing and Urban Development (HUD) proposes

to establish a new record system to add to its inventory of systems of

records subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

EFFECTIVE DATE: This action will be effective without further notice on

(insert date thirty days after date published in the Federal Register)

unless comments are received that would result in a contrary

determination.

ADDRESSES: Interested persons are invited to submit comments regarding

this new system of records to the Rules Docket Clerk, Office of General

Counsel, room 10276, Department of Housing and Urban Development, 451

Seventh Street, SW, Washington, DC 20410-0500. Communications should

refer to the above docket number and title. An original and four copies

of comments should be submitted. Facsimile (FAX) comments are not

acceptable. A copy of each communication submitted will be available

for public inspection and copying between 7:30 a.m. and 5:30 p.m.

weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Jeanette Smith, Departmental Privacy

Act Officer, Telephone Number (202) 708-2374, or William H. Eargle,

Director, Office of Finance and Accounting, Telephone Number (202) 708-

3310\. (These are not toll free numbers.)

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 U.S.C.

552a), as amended, notice is given that HUD proposes to establish a new

system of records identified as HUD/DEPT- entitled Departmental Accounts

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entitled Departmental Accounts Receivable Tracking/Collection System

(DARTS\--D21).

Title 5 U.S.C. 552a(e) (4) and (11) provide that the public be

afforded a 30-day period in which to comment on the new record system.

The new system report, as required by 5 U.S.C. 552a(r) of the

Privacy Act was submitted to the Committee on Governmental Affairs of

the United States Senate, the Committee on Government Reform and

Oversight of the House of Representatives and the Office of Management

Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No.

A-130, Federal Agency Responsibilities for Maintaining Records About

Individuals, dated June 25, 1993 (58 FR 36075, July 2, 1993).

AUTHORITY: 5 U.S.C. 552a

Issued at Washington,
DC\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Marilynn A. Davis

Assistant Secretary for Administration

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HUD/DEPT-

SYSTEM NAME:

Departmental Accounts Receivable Tracking/Collection System
(DARTS\--D21)

SYSTEM LOCATION:

HUD Computer Center, Lanham, Maryland

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current or former HUD employees or individual participants in HUD

programs whose debts to HUD are more than 90 days delinquent.

CATEGORIES OF RECORDS IN THE SYSTEM:

Delinquent debts owed by current or former HUD employees for

advances, i.e., travel, payroll, etc., and debts owed by individuals

arising from overpayments, audits, court order, et al.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Debt Collection Act of 1982, Pub. L. 97-365.

ROUTINE USES OF RECORDS:

In addition to those disclosures generally permitted under 5 U.S.C.

552 a(b) of the Privacy Act, these records, or information contained

therein, may specifically be disclosed outside of the agency as a

routine use pursuant to 5 U.S.C. 552a(b) (3) as follows, provided that

no routine use listed shall be construed to limit or waive any other

routine use specified herein:

\(a\) Internal Revenue Service\-- for the purpose of effecting an

administrative offset against the debtor for a delinquent debt

owed to the U.S. Government by the debtor.

\(b\) Department of Justice\-- for prosecution of fraud, and for the

institution of suit or other proceedings to effect collection

of claims.

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\(c\) General Accounting Office\--for further collection action on

any delinquent account when circumstances warrant.

\(d\) Outside collection agencies and credit bureaus\--for the

purpose of either adding to a credit history file or obtaining

a credit history file on an individual for use in the

administration of debt collection for further collection

action.

DISCLOSE TO CONSUMER REPORTING AGENCIES:

Disclosure pursuant to 5 U.S.C. 552a(b) (12) may be made from this

record 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 disclosure is

limited to information necessary to establish the identity of the

individual, including name, address, and taxpayer identification number

(Social Security Number); the amount, status, and history of the claim,

and the agency or program under which the claim arose for the sole

purpose of allowing the consumer reporting agency to prepare a

commercial credit report.

POLICIES AND PRACTICES, FOR STORING, RETRIEVING, ACCESSING, RETAINING

AND DISPOSING OF RECORDS IN THE SYSTEM:

Storage: Hard copy files are kept in a locked room, computer

records are stored in limited access files in DARTS.

Retrievability: Records are retrieved by social security number

(SSN) or name.

Safeguards: These records are available only to those persons whose

official duties require such access. Records are kept in limited access

areas during duty hours and in locked room at all other times.

RETENTION AND DISPOSAL: As prescribed in the General Records

Schedule or for 10 years after debt is paid at a maximum.

SYSTEM MANAGER AND ADDRESS:

Director, Office of Finance and Accounting, 451 7th St S.W.,

Washington, D.C. 20410.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the particular HUD administrator or component listed in the \"system

manager\" location above.

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Individuals should furnish full name, Social Security Number,

current address and telephone number.

RECORD ACCESS PROCEDURES:

Same as above.

RECORD SOURCE CATEGORIES:

Information in this system of records is obtained from the

subjects, Personnel and Payroll systems, HUD\'s Central Accounting

Program System (CAPS), Office of the Inspector General, Office of

General Counsel, and other government agencies such as the Department of

Justice, General Accounting Office, the Office of Personnel Management,

the Departmental Claims Officer (DCO) and documents submitted by various

court systems.

EXEMPTIONS FOR CERTAIN PROVISIONS OF THE ACT:

None.

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EXHIBIT 4-2 SAMPLE OF AN ALTERED OR AMENDED

SYSTEM OF RECORDS NOTICE

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

Office of the Secretary \[Docket No. \]

Privacy Act of 1974; Proposed Amendment

to a Systems of Records

AGENCY: Department of Housing and Urban Development (HUD).

ACTION: Notification of a proposed amendment to an existing system of

records.

SUMMARY: The Department of Housing and Urban Development (HUD) proposes

to amend its system of records entitled \"Accounting Records,
HUD/DEPT-2\"

in its inventory of systems of records notices subject to the Privacy

Act of 1974 (5 U.S.C. 552a), as amended. Notice of this system was last

published at 55 FR 17676, April 26, 1990.

EFFECTIVE DATE: This action will be effective without further notice

on (insert date thirty days after date published in the Federal

Register) unless comments are received that would result in a contrary

determination.

ADDRESSES: Interested persons are invited to submit comments

regarding the proposed amendment to the Rules Docket Clerk, Office of

General Counsel, Room 10276, Department of Housing and Urban

Development, 451 Seventh Street,

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SW, Washington, DC 20410-0500. Communications should refer to the above

docket number and title. An original and four copies of comments should

be submitted. Facsimile (FAX) comments are not acceptable. A copy of

each communication submitted will be available for public inspection and

copying between 7:30 a.m. and 5:30 p.m. weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Jeanette Smith, Departmental Privacy

Act Officer, at (202) 708-2374, or Mary Felton at (202) 708-4256. These

are not toll-free numbers.

SUPPLEMENTARY INFORMATION: HUD/DEPT-2 contains a variety of records

relating to HUD\'s accounting functions. These records are maintained

for the purpose of supporting HUD\'s administrative management and

collection of delinquent debts, including past due loan payments,

overpayments, fines, penalties, fees, damages, interest, leases, sales

of real property, that are owed to HUD or to other Federal agencies.

Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), as amended, notice

is given that HUD proposes to modify some of the general routine uses

and add new routine uses to this system of records. The revised routine

uses (items (i), (k) and (1)) more specifically identify the categories

of users (i.e., other Federal agencies) to whom records may be disclosed

pursuant to authorized and approved computer matching programs

undertaken for debt collection purposes. In addition, HUD is amending

other routine uses (items (j), (m), (n), (o), and (p))

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to permit more effective administrative management and collection of

delinquent claims and debts owed to the U.S. Government under any

programs administered by HUD.

The amended portion of the system notice is set forth below.

Previously, the system and a prefatory statement containing the general

routines uses applicable to all HUD systems of records was published in

the \"Federal Register Privacy Act Issuances, 1989 Compilation, Volume

I.\"

Title 5 U.S.C. 552a(e) (4) and (11) provide that the public be

afforded a 30-day period in which to comment on the new record system.

The system report, as required by 5 U.S.C. 552a(r), has been

submitted to the Committee on Government Operations of the House of

Representatives, the Committee on Governmental Affairs of the Senate,

and the Office of Management and Budget (OMB), pursuant to paragraph 4c

of Appendix I to OMB Circular A-130, \"Federal Agency Responsibilities

for Maintaining Records about Individuals\" dated June 25, 1993 (58 FR

36075, July 2, 1993). AUTHORITY: 5 U.S.C. 552a; 88 Stat. 1896; sec 7(d),

Department of HUD Act (42 U.S.C. 3535(d)).

Issued at Washington,
D.C.\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Marilynn A. Davis

Assistant Secretary for Administration

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HUD/DEPT-2

System Name: Accounting Records.

Routine uses of Records Maintained in the System, including Categories

of Users and the Purpose of Such Uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, other routine uses are as follows:

(a): To the U.S. Treasury\--for disbursements and adjustments

thereof.

\(b\) To the Internal Revenue Service\--for reporting of sales

commissions and for reporting of discharged indebtedness;

\(c\) To the General Accounting Office, General Service

Administration, Department of Labor, Labor housing

authorities, and taxing authorities\--for audit, accounting and

financial reference purposes.

\(d\) To mortgage lenders\--for accounting and financial reference

purposes, for verifying information provided by new loan

applicants and evaluating creditworthiness.

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\(e\) To HUD contractors\--for debt and/or mortgage note servicing.

\(f\) To financial institutions that originated or serviced loans\--

to give notice of disposition of claims.

\(g\) To title insurance companies\--for payment of liens.

\(h\) To local recording offices\--for filing assignments of legal

documents, satisfactions, etc.

\(i\) To the Defense Manpower Data Center (DMDC) of the Department

of Defense and the U.S. Postal Service to conduct computer

matching programs for the purpose of identifying and locating

individuals who are receiving Federal salaries or benefit

payments and are delinquent in their repayment of debts owed

to the U.S. Government under certain programs administrated by

HUD in order to collect the debts under the provisions of the

Debt Collection Act of 1982 (Pub.L. 97-365) by voluntary

repayment, or by administrative or salary offset procedures.

\(j\) To any other Federal agency for the purpose of effecting

administrative or salary offset procedures against a person

employed by that agency or receiving or eligible to receive

some benefit payments from the agency when HUD as a creditor

has a claim against that person.

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\(k\) With other agencies; such as, Departments of Agriculture,

Education and Veteran Affairs, and the Small Business

Administration\--for use of HUD\'s Credit Alert Interactive

Voice Response System (CAIVRS) to prescreen applicants for

loans or loans guaranteed by the Federal Government to

ascertain if the applicant is delinquent in paying a debt owed

to or insured by the Government.

\(l\) To the Internal Revenue Service by computer matching to obtain

the mailing address of a taxpayer for the purpose of locating

such taxpayer to collect or to compromise a Federal claim by

HUD against the taxpayer pursuant to 26 U.S.C. 6103(m)(2) and

in accordance with 31 U.S.C. 3711, 3217, and 3718.

\(m\) To a credit reporting agency for the purpose of either adding

to a credit history file or obtaining a credit history file on

an individual for use in the administration of debt

collection.

\(n\) To the U.S. General Accounting Office (GAO), Department of

Justice, United States Attorney, or other Federal agencies for

further collection action on any delinquent account when

circumstances warrant.

\(o\) To a debt collection agency for the purpose of collection

services to recover monies owed to the U.S. Government under

certain

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programs or services administered by HUD.

\(p\) To any other Federal agency including, but not limited to, the

Internal Revenue Service (IRS) pursuant to 31 U.S.C. 3720A,

for the purpose of effecting an administrative offset against

the debtor for a delinquent debt owed to the U.S. Government

by the debtor.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C 552a(b)(12). Pursuant to 5 U.S.C.

552a(b)(12), disclosures may be made from the record 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 disclosure is limited to information necessary to

establish the identity of the individual, including name, address and

taxpayer identification number (Social Security Number); the amount,

status, and history of the claim, and the agency or program under which

the claim arose for the sole purpose of allowing the consumer reporting

agency to prepare a credit report.

Policies and Practices for Storing, Retrieving, Accessing, Retaining,

Disposing of Records in the System and Safeguards:

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