```

[Federal Register Volume 89, Number 230 (Friday, November 29, 2024)]
[Notices]
[Pages 94752-94754]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-27901]

=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7092-N-41]

Privacy Act of 1974; System of Records

AGENCY: Office of Administration, HUD.

ACTION: Notice of a New System of Records.

-----------------------------------------------------------------------

SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as 
amended, the Department of the Housing and Urban Development (HUD), per 
Circular No. A-108, Federal Agency Responsibilities for Review, 
Reporting, and Publication under the Privacy Act (PA), notice is hereby 
given by the Office of Administration, the Privacy Office is 
establishing a new system called ``Privacy Act Request Files (PARF)''. 
This system covers all information collected, or stored, by HUD from 
the public under, and protected by the PA.

DATES: Comments will be accepted on or before December 30, 2024. This 
proposed action will be effective on the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number or by 
one of the following methods:
    Federal e-Rulemaking Portal: http://www.regulations.gov. Follow the

[[Page 94753]]

instructions provided on that site to submit comments electronically.
    Fax: 202-619-8365.
    Email: [email protected].
    Mail: Attention: Privacy Office; LaDonne White, Chief Privacy 
Officer; Office of the Executive Secretariat; 451 Seventh Street SW, 
Room 10139; Washington, DC 20410-0001.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to http://www.regulations.gov, including any 
personal information provided.
    Docket: For access to the docket to read background documents or 
comments received go to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: LaDonne White; 451 Seventh Street SW, 
Room 10139; Washington, DC 20410-0001; telephone number 202-708-3054 
(this is not a toll-free number). Individuals who are hearing- or 
speech-impaired may access this telephone number via TTY by calling the 
Federal Relay Service at 800-877-8339 (this is a toll-free number). HUD 
welcomes and is prepared to receive calls from individuals who are deaf 
or hard of hearing, as well as individuals with speech or communication 
disabilities. To learn more about how to make an accessible telephone 
call, please visit https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs.

SUPPLEMENTARY INFORMATION: The HUD Privacy Act Request Files covers all 
information collected under the Privacy Act (PA) including but not 
limited to PA information received via email, hardcopy communications, 
and other authorized means, including HUD's Privacy Act tracking and 
management, reporting, and e-Discovery software and tools. This system 
also covers information pertaining to any administrative appeals or 
litigation relating to Privacy Act requests to HUD or to another 
agency.
    HUD proposes a new system of records, titled ``Privacy Act Request 
Files,'' to separate Privacy Act request records as an independent 
system of records.

SYSTEM NAME AND NUMBER:
    Privacy Act Request Files (PARF), HUD/ADM-05.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at HUD Headquarters, 451 7th Street SW, 
Washington, DC 20410-0001.

SYSTEM MANAGER(S):
    LaDonne White, Chief Privacy Officer, Office of Administration, 451 
Seventh Street SW, Room 2184, Washington, DC 20410-0001. Phone: (202) 
710-1298.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Privacy Act, 5 U.S.C. 552a, and HUD Privacy Handbook 1325.1 Rev. 
1.0.

PURPOSES OF THE SYSTEM:
    This system enables HUD to manage Privacy Act administration 
activities under the Privacy Act; process and track Privacy Act 
requests and appeals; and record access and amendment requests filed 
with HUD.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who submit information, or appeals, covered by the 
Privacy Act; individuals whose requests for records have been referred 
to HUD by other agencies or entities; attorneys or other persons 
representing individuals submitting such requests and appeals; 
individuals who are the subject of such requests and appeals or whose 
information may appear in records required for processing requests and 
appeals; and individuals who file litigation based on their requests.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address (home & email), date of birth, alias used by the 
requester, requesters' parents' names (if applicable), dates requests 
are submitted and received, related appeals, and agency responses which 
could include internal Privacy Act administrative documents and 
responsive records.

RECORD SOURCE CATEGORIES:
    Individual.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    1. To a congressional office from the record of an individual, in 
response to an inquiry at the request of that individual.
    2. To contractors, grantees, experts, consultants and their agents, 
or others performing or working under a contract, service agreement, 
grant, cooperative agreement, or other agreement with HUD or under 
contract to another agency when necessary to accomplish an agency 
function related to a system of records. Disclosure requirements are 
limited to only those data elements considered relevant to 
accomplishing an agency function.
    3. To appropriate agencies, entities, and persons when (1) HUD 
suspects or has confirmed that there has been a breach of the system of 
records, (2) HUD has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, HUD (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with HUD's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    4. To another Federal agency or Federal entity, when HUD determines 
that information from this system of records is reasonably necessary to 
assist the recipient agency or entity in (1) responding to a suspected 
or confirmed breach or (2) preventing, minimizing, or remedying the 
risk of harm to individuals, the recipient agency or entity (including 
its information systems, programs, and operations), the Federal 
Government, or national security, resulting from a suspected or 
confirmed breach.
    5. To appropriate Federal, State, local, tribal, or other 
governmental agencies or multilateral governmental organizations 
responsible for investigating or prosecuting the violations of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license, where HUD determines that the information would assist in the 
enforcement of civil or criminal laws and when such records, either 
alone or in conjunction with other information, indicate a violation or 
potential violation of law. Records may only be disclosed upon a 
showing by the requester that the information is pertinent to the 
investigation.
    6. To any component of the Department of Justice or other Federal 
agency conducting litigation or in proceedings before any court, 
adjudicative, or administrative body, and to another party before such 
court, adjudicative, or administrative body; when HUD determines that 
the use of such records is relevant and necessary to the litigation and 
when any of the following is a party to the litigation or have an 
interest in such litigation: (1) HUD, or any component thereof; or (2) 
any HUD employee in his or her official capacity; or (3) any HUD 
employee in his or her individual capacity where the Department of 
Justice or agency conducting the litigation has agreed to represent the 
employee; or (4) the United States, or any agency thereof, where HUD 
determines that litigation is likely to affect HUD or any of its 
components.
    7. To the National Archives and Records Administration, Office of

[[Page 94754]]

Government Information Services (OGIS), to the extent necessary to 
fulfill its responsibilities in 5 U.S.C. 552(h), to review 
administrative agency policies, procedures and compliance with the 
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of 
mediation services to resolve disputes between persons making FOIA 
requests and administrative agencies.
    8. To a court, magistrate, administrative tribunal, or arbitrator 
in the course of presenting evidence, including disclosures to opposing 
counsel or witnesses in the course of civil discovery, litigation, 
mediation, or settlement negotiations, or in connection with criminal 
law proceedings; when HUD determines that use of such records is 
relevant and necessary to the litigation and when any of the following 
is a party to the litigation or have an interest in such litigation: 
(1) HUD, or any component thereof; or (2) any HUD employee in his or 
her official capacity; or (3) any HUD employee in his or her individual 
capacity where HUD has agreed to represent the employee; or (4) the 
United States, or any agency thereof, where HUD determines that 
litigation is likely to affect HUD or any of its components.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Paper and electronic.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Name, email address, and contact number.

POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are covered under General Records Schedule (GRS) 4.2, 
Information Access and Protection Records. GRS 4.2 item 050, Privacy 
Act Accounting of Disclosure files, are disposed of in accordance with 
the subject individual records, or five years after the disclosure, 
whichever is later. GRS 4.2 item 060, erroneous release files 
associated with specific records, generally follow the original records 
disposition or are destroyed six years after the erroneous release, 
whichever is later.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    For Electronic Records: Records are maintained and stored on the 
SharePoint environment, which runs on HUD's network. These records can 
only be accessed based off the user's rights and privileges to the 
system. Records are on an encrypted database system. This environment 
complies with the security and privacy controls and procedures as 
described in the Federal Information Security Management Act (FISMA), 
National Institute of Standards and Technology (NIST) Special 
Publications, and Federal Information Processing Standards (FIPS). A 
valid HSPD-12 ID Credential, access to HUD's Local Area Network (LAN), 
a valid User ID and Password and a Personalized Identification Number 
(PIN) is required to access the records.
    For Electronic Records (cloud based): Records are secured and 
maintained on a cloud-based software server and operating system that 
resides in Federal Risk and Authorization Management Program (FedRAMP) 
and FISMA Moderate dedicated hosting environment. All data located in 
the cloud-based server is firewalled and encrypted at rest and in 
transit. The security mechanisms for handing data at rest and in 
transit are in accordance with HUD encryption standards.

RECORD ACCESS PROCEDURES:
    Individuals requesting records of themselves should address written 
inquiries to the Department of Housing and Urban Development, 451 7th 
Street SW, Washington, DC 20410-0001. For verification, individuals 
should provide their full name, current address, and telephone number. 
In addition, the requester must provide either a notarized statement or 
an unsworn declaration made under 24 CFR 16.4.

CONTESTING RECORD PROCEDURES:
    The HUD rule for contesting the content of any record pertaining to 
the individual by the individual concerned is published in 24 CFR 16.8 
or may be obtained from the system manager.

NOTIFICATION PROCEDURES:
    Individuals requesting notification of records of themselves should 
address written inquiries to the Department of Housing and Urban 
Development, 451 7th Street SW, Washington, DC 20410-0001. For 
verification purposes, individuals should provide their full name, 
office or organization where assigned, if applicable, and current 
address and telephone number. In addition, the requester must provide 
either a notarized statement or an unsworn declaration made under 24 
CFR 16.4.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    N/A.

HISTORY:
    N/A.

LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2024-27901 Filed 11-27-24; 8:45 am]
BILLING CODE P
```