17894 Federal Register / Vol. 80, No. 63 / Thursday, April 2, 2015 / Notices 

DEPARTMENT OF HEALTH AND 

HUMAN SERVICES 

Administration for Children and 

Families 

Privacy Act of 1974; System of 

Records Notice 

AGENCY: Administration for Children 

and Families (ACF), Department of 

Health and Human Services (HHS). 

ACTION: Notice of new, amended, and 

deleted Privacy Act systems of records. 

SUMMARY: In accordance with the 

requirements of the Privacy Act of 1974, 

as amended (5 U.S.C. 552a), the 

Administration for Children and 

Families is publishing notice of a 

republication multiple systems of 

records, including amendments to 

existing systems, establishment of new 

systems, and deletion of obsolete 

systems. 

DATES: Effective: This Notice will 

become effective 30 days after 

publication, unless the Administration 

for Children and Families makes 

changes based on comments received. 

Written comments should be submitted 

on or before the effective date. 

ADDRESSES: The public should address 

written comments to: Gary Cochran, 

Senior Agency Officer for Privacy, 

Administration for Children and 

Families, 901 D St. SW., 3rd Floor 

Washington, DC 20024; Email: 

gary.cochran@acf.hhs.gov. 

FOR FURTHER INFORMATION CONTACT: The 

following contact persons can answer 

questions about the system of records 

notices (SORNs) for systems maintained 

in these offices within the 

Administration for Children and 

Families: 

FYSB—Family and Youth Services 

Bureau 

FYSB Research and Evaluation 

Project Records—Kim Franklin, 

Administration for Children and 

Families, 901 D St. SW., 7th Floor, 

Washington, DC 20024; Email: 

kim.franklin@acf.hhs.gov. 

OPRE—Office of Planning, Research 

and Evaluation 

OPRE Research and Evaluation 

Project Records—Naomi Goldstein, 

Privacy Officer, Administration for 

Children and Families, 901 D St. SW., 

Washington, DC 20024; Email: 

naomi.goldstein@acf.hhs.gov. 

OFA—Office of Family Assistance 

OFA Tribal Temporary Assistance for 

Needy Families—Felicia Gaither, 

Privacy Officer, Administration for 

Children and Families, 901 D St. SW., 

Washington, DC 20024; Email: 

Felicia.gaither@acf.hhs.gov. 

OFA Temporary Assistance for Needy 

Families (non-Tribal)—Dennis Poe, 

Privacy Officer, Administration for 

Children and Families, 901 D St. SW., 

Washington, DC 20024; Email: 

dennis.poe@acf.hhs.gov. 

OCC—Office of Child Care 

OCC Federal Child Care Monthly Case 

Records—Joe Gagnier, Privacy Officer, 

Administration for Children and 

Families, 901 D St. SW., Washington, 

DC 20024; Email: joseph.gagnier@

acf.hhs.gov. 

OCSE—Office of Child Support 

Enforcement 

All OCSE Systems—Linda Deimeke, 

Privacy Officer, Administration for 

Children and Families, 901 D St. SW., 

4th Floor, Washington, DC 20024; 

Email: linda.deimeke@acf.hhs.gov. 

SUPPLEMENTARY INFORMATION: 

I. Explanation of Changes 

The Administration for Children and 

Families (ACF) within the Department 

of Health and Human Services (HHS) is 

republishing multiple of its Privacy Act 

Systems of Records Notices (SORNs). 

The republication includes 

establishment of four new systems, 

alteration of five existing systems, and 

deletion of five obsolete systems. The 

following summary identifies each 

system and describes generally the 

effect of the republication on that 

system. 

A. Four New Systems Established 

ACF is proposing to establish the 

following new systems of records; the 

republication includes SORNs for these 

new systems: 

(1) 09–80–0341 FYSB Research and 

Evaluation Project Records, HHS/ACF/

FYSB 

(2) 09–80–0361 OPRE Research and 

Evaluation Project Records, HHS/ACF/

OPRE 

(3) 09–80–0371 OCC Federal Child 

Care Monthly Case Records, HHS/ACF/ 

OCC 

(4) 09–80–0373 OFA Tribal 

Temporary Assistance for Needy 

Families (Tribal TANF) Data System, 

HHS/ACF/OFA. 

B. Five Existing Systems Revised 

ACF is proposing to alter the 

following five existing systems of 

records; this republication includes 

revised SORNs with the following 

changes for these systems: 

(1) 09–90–0151 OFA Temporary 

Assistance for Needy Families (TANF) 

Data System, HHS/ACF/OFA 

(Last published 6/16/04 at 69 FR 

33644)—The revised SORN: 

• Changes the SORN number to 09– 

80–0375; 

• Updates the System Location 

section; 

• adds data elements to the Categories 

of Records section (work-eligible 

individual indicator, number of deemed 

core hours for overall rate, and number 

of deemed core hours for the two-parent 

rate) and removes certain other data 

elements; 

• updates the Authority section; 

• adds explanatory information to the 

Purpose(s) section, after the three 

purposes listed; 

• in the Routine Uses section, 

removes an unnecessary routine use 

pertaining to disclosures of nonidentifiable data, renumbers the 

remaining routine use as 1, and adds 

new routine uses at 2 through 11; and 

• Shortens the Safeguards section to 

link to HHS’ information security 

policies instead of describing them. 

(2) 09–80–0381 OCSE National 

Directory of New Hires, HHS/ACF/

OCSE 

(Last published 1/5/11 at 76 FR 

559)—The revised SORN: 

• Updates the system and storage 

locations; 

• adds two new categories of 

individuals (4 and 5) to the Categories 

of Individuals section; 

• in the Categories of Records section, 

adds two new data elements to record 

category 2 (date of hire and Department 

of Defense status code), adds one new 

data element to record category 4 (wage 

and unemployment compensation 

records obtained from the Department of 

Labor), and adds two new record 

categories (5 and 6); 

• updates the Authority section; 

• in the Routine Uses section, revises 

the law enforcement routine use to 

make it applicable to criminal 

nonsupport, merges the routine use for 

disclosures to a court or adjudicative 

body into the routine use for disclosures 

to the Department of Justice (DOJ), and 

adds a routine use for disclosures to a 

Congressional office; 

• lists additional identifiers used for 

retrieval (state FIPS codes, employer 

identification numbers), and adds new 

retention periods (for input records for 

authorized matching, records pertaining 

to income withholding, and audit logs), 

in the Policies and Practices Section; 

and 


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• Lists additional record sources 

(entities authorized to match, employers 

and other income sources). 

(3) 09–80–0383 OCSE Debtor File, HHS/ 

ACF/OCSE 

(Last published 1/5/11 at 76 FR 

559)—The revised SORN: 

• Expands the Categories of 

Individuals section to include 

individuals whose records are in input 

files for matching; 

• updates the Categories of Records 

section to: 

Æ add data elements to category 2 

(income and benefits information, and 

information pertaining to collection of 

amounts by state child support 

enforcement agencies) and category 3 

(amounts withheld from a financial 

institution account, date of withholding, 

and information pertaining to placement 

of a lien or levy on an account), 

Æ add a category for workers’ 

compensation payment records, 

numbered as 4, 

Æ revise and renumber the category 

pertaining to insurer records (formerly 

4, now 5), and 

Æ add a category for income and 

benefit records from other entities 

authorized to provide information, 

numbered as 6. 

• updates the Authority section; 

• shortens the opening sentence in 

the Purpose(s) section and expands the 

description to include additional 

purposes (aid transmission of 

information pertaining to lien or levy of 

financial institution accounts, compare 

income and benefits information, 

furnish results of data matches to state 

agencies, and improve states’ abilities to 

collect); 

• in the Routine Uses section: 

Æ revises routine use 3 to describe 

additional information that may be 

disclosed to a financial institution 

(information pertaining to a request for 

a lien or levy), 

Æ adds a new routine use 5 for 

disclosures to workers’ compensation 

agencies, 

Æ renumbers former routine use 5 

(regarding the Debt Collection 

Improvement Act) as routine use 6 and 

revises the heading, 

Æ renumbers former routine use 6 as 

routine use 7, revises the heading, and 

describes additional information that 

may be disclosed to a state agency 

(information pertaining to a request for 

a lien or levy), 

Æ renumbers former routine use 7 as 

8, 

Æ adds new routine uses 9 and 10 for 

disclosure of workers’ compensation 

information and income and benefits 

information to state agencies, 

Æ limits the law enforcement routine 

use (formerly 8, now 11) to disclosures 

pertaining to criminal nonsupport, 

Æ merges the routine use for 

disclosures to a court or adjudicative 

body into the routine use for disclosures 

to DOJ (formerly 9 and 10, now 12), 

Æ revises the heading of the 

contractor routine use (formerly 11, now 

13), and 

Æ adds new routine use 14 for 

disclosures to a Congressional office; 

and 

• in the Policies and Practices 

section, 

Æ lists additional identifiers used for 

retrieval (FEIN of the financial 

institution, state FIPS code, Taxpayer 

Identification Number (TIN), and state 

child support case identification 

number), and 

Æ updates the descriptions of the 

retention periods, shortens the retention 

period for financial institution and 

insurer records from one year to 60 

days, adds a one-year retention period 

for a copy of records matched, and 

removes the retention period for extracts 

disclosed for routine uses. 

(4) 09–80–0202 OCSE Federal Case 

Registry of Child Support Orders (FCR), 

HHS/ACF/OCSE 

(Last published 1/5/11 at 76 FR 

559)—The revised SORN: 

• Changes the SORN number to 09– 

80–0385; 

• updates the system and storage 

locations; 

• expands the Categories of 

Individuals section to include 

individuals whose information is 

collected and/or disseminated through 

the system as part of authorized 

technical assistance or matching, and 

individuals involved in a state IV–E 

foster care and adoption assistance 

program; 

• in the Categories of Records section: 

Æ revises the explanation of the locate 

request process, 

Æ lists additional record types 

(judicial or administrative orders, 

subpoenas, affidavits, financial 

statements, medical support notices, 

notices of a lien, and income 

withholding notices), and 

Æ includes ‘‘state’’ with ‘‘federal 

agencies’’ in one record description; 

• updates the Authority section; 

• in the Routine Uses section: 

Æ cites the statutory definition of 

‘‘authorized person’’ in routine uses 1, 

2 and 3 instead of quoting it, 

Æ limits the law enforcement routine 

use to disclosures pertaining to criminal 

nonsupport, 

Æ merges the routine use for 

disclosures to a court or adjudicative 

body into the routine use for disclosures 

to DOJ, 

Æ adds a routine use for disclosures to 

a Congressional office, and 

Æ revises the heading of the 

contractor routine use; 

• in the Policies and Practices 

section, 

Æ lists additional identifiers used for 

retrieval (taxpayer identification 

number (TIN), transaction serial 

number, name and date of birth), 

Æ removes unnecessary wording from 

retention period (1), 

Æ adds match result records to 

retention period (2)(a) and removes the 

retention period formerly listed as (2)(c), 

Æ revises retention period (5), and 

Æ adds a new retention period (6); 

• removes an unnecessary sentence 

(about filtering redundant data) from the 

Record Source Categories: section; and 

• provides a more complete 

explanation of the exemptions claimed 

for the system, in the Exemptions 

section. 

(5) 09–80–0387 Federal Parent Locator 

Service Child Support Services Portal, 

HHS/ACF/OCSE 

(Last published 7/21/10 at 75 FR 

42453)—The revised SORN: 

• Updates the system and storage 

locations; 

• updates the Authority section; and 

• in the Routine Uses section, 

Æ adds introductory paragraphs and 

headings, 

Æ merges the routine use for 

disclosures to a court or adjudicative 

body into the routine use for disclosures 

to DOJ, and 

Æ adds a routine use for disclosures to 

a Congressional office. 

C. Three Obsolete Systems Deleted 

ACF is deleting three systems because 

they are obsolete: 

(1) 09–80–0100 Records Maintained on 

Individuals for Program Evaluative 

Purposes Under Contract, HHS/HDS 

(Last published 12/30/86 at 51 FR 

47061)—No longer exists 

(2) 09–80–0201 Income and Eligibility 

Verification for Aid to Families With 

Dependent Children Quality Control 

(AFDC–QC) Reviews, HHS/ACF/OFA 

(Last published 6/4/93 at 58 FR 

31715)—No longer exists 

(3) 09–90–0150 Research and 

Demonstration Data System, HHS/OCSE 

(Last published 1/24/85 at 50 FR 

3412)—No longer exists 

II. The Privacy Act 

The Privacy Act (5 U.S.C. 552a) 

governs the means by which the United 


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States Government collects, maintains, 

and uses personally identifiable 

information (PII) in a system of records. 

A ‘‘system of records’’ is a group of any 

records under the control of a Federal 

agency from which information about 

individuals is retrieved by name or 

other personal identifier. The Privacy 

Act requires each agency to publish in 

the Federal Register a system of records 

notice (SORN) identifying and 

describing each system of records the 

agency maintains, including the 

purposes for which the agency uses PII 

in the system, the routine uses for 

which the agency discloses such 

information outside the agency, and 

how individual record subjects can 

exercise their rights under the Privacy 

Act to determine if the system contains 

information about them, to seek access 

to records about them, and to contest 

inaccurate information about them. 

Dated: March 26, 2015. 

Michael Curtis, 

Director, Office of Information Services, 

Administration for Children and Families. 

A. The following three systems of 

records are deleted: 

(1) 09–80–0100 Records Maintained 

on Individuals for Program Evaluative 

Purposes Under Contract, HHS/HDS 

(2) 09–80–0201 Income and 

Eligibility Verification for Aid to 

Families With Dependent Children 

Quality Control (AFDC–QC) Reviews, 

HHS/ACF/OFA 

(3) 09–90–0150 Research and 

Demonstration Data System, HHS/OCSE 

B. New SORNs are published for four 

new systems of records, as follows: 

System Number: 09–80–0341 

SYSTEM NAME: 

FYSB Research and Evaluation Project 

Records, HHS/ACF/FYSB 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

Research and Evaluation Division, 

Family and Youth Services Bureau 

(FYSB), Administration for Children 

and Families (ACF), Department of 

Health and Human Services (HHS), 

Portals Building, Suite 800, 1250 

Maryland Avenue SW., Washington, 

DC. A list of contractor sites where 

individually identifiable data are 

currently located is available upon 

request to the system manager. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

FYSB research and evaluation 

projects may cover any program, 

activity, or function of FYSB, including 

but not limited to Runaway and 

Homeless Youth Programs, Transitional 

Living Program, Maternity Group 

Homes Program, Street Outreach 

Program, Mentoring Children of 

Prisoners Program, Family Violence 

Programs, Abstinence Education 

Programs, and other existing and future 

programs. Records in this system may 

be about any individual who 

participates in a FYSB-sponsored 

program as a service recipient or service 

provider. For some programs, the 

records may include information about 

family members of program 

participants. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Information about program 

participants including their identities, 

addresses, occupations, professions, 

school or job performances, health 

status, test scores, and other categories 

of information relevant to the evaluation 

of a particular program. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Runaway and Homeless Youth Act 

(42 U.S.C. 5701 et seq.); Child and 

Family Services Improvement Act (Pub. 

L. 109–288); Promoting Safe and Stable 

Families Act (42 U.S.C. 629 et seq.); 

Program for Abstinence Education (42 

U.S.C. 710); Keeping Children and 

Families Safe Act (42 U.S.C. 5101). 

PURPOSE(S): 

The Family and Youth Services 

Bureau in the Administration for 

Children and Families (ACF) is 

responsible for advising the 

Commissioner on Administration on 

Children, Youth, and Families on 

increasing the effectiveness and 

efficiency of FYSB programs. This 

system of records may contain personal 

information subject to the Privacy Act of 

1974 that is produced by FYSB research 

and evaluation projects. Only projects 

that involve the retrieval of records by 

personal identifier are subject to the 

Privacy Act of 1974 and are covered by 

this system. The procedures for the 

collection of information about research 

subjects in FYSB’s evaluation projects 

are reviewed, as appropriate, by 

Institutional Review Boards, are subject 

to HHS regulations on research with 

human subjects, including requirements 

for informed consent. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances, in addition to those 

provided by statute in the Privacy Act 

of 1974, 5 U.S.C. 552a(b), under which 

HHS may release information from this 

system of records without the consent of 

the data subject. Each proposed 

disclosure of information under these 

routine uses will be evaluated to ensure 

that the disclosure is legally 

permissible, including but not limited to 

ensuring that the purpose of the 

disclosure is compatible with the 

purpose for which the information was 

collected. For any project that has 

received a certificate of confidentiality, 

none of these routine uses shall be read 

to authorize a disclosure that would not 

be allowed by the terms of the certificate 

of confidentiality. In addition, 

contractors may be restricted by contract 

from making a disclosure allowed as a 

routine use or by law without the 

consent of HHS, of the data subject, or 

both, unless the disclosure is required 

by law. 

(1) Disclosure for Law Enforcement 

Purposes. 

Information may be disclosed to the 

appropriate Federal, State, local, tribal, 

or foreign agency responsible for 

investigating, prosecuting, enforcing, or 

implementing a statute, rule, regulation, 

or order, if the information is relevant 

to a violation or potential violation of 

civil or criminal law or regulation 

within the jurisdiction of the receiving 

entity. However, because this is a 

research and evaluation system, no 

information will be disclosed for use in 

any investigation, prosecution, or other 

action targeted against any individual 

who is the subject of the record. 

(2) Disclosure Incident to Requesting 

Information. 

Information may be disclosed (to the 

extent necessary to identify the 

individual, inform the source of the 

purpose of the request, and to identify 

the type of information requested), to 

any source from which additional 

information is requested when 

necessary to obtain information relevant 

to the research or evaluation being 

conducted. 

(3) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(4) Disclosure to Department of Justice 

or in Proceedings. 

• Information may be disclosed to the 

Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 


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Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components, is 

a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

HHS is deemed by HHS to be relevant 

and necessary to the litigation, 

provided, however, that in each case it 

has been determined that the disclosure 

is compatible with the purpose for 

which the records were collected. 

(5) Disclosure to Contractor. 

Information may be disclosed to a 

contractor performing or working on a 

contract for HHS and who have a need 

to have access to the information in the 

performance of their duties or activities 

for HHS. 

(6) Disclosures for Administrative 

Claims, Complaints, and Appeals. 

Information from this system of 

records may be disclosed to an 

authorized appeal grievance examiner, 

formal complaints examiner, equal 

employment opportunity investigator, 

arbitrator or other person properly 

engaged in investigation or settlement of 

an administrative grievance, complaint, 

claim, or appeal filed by an employee, 

but only to the extent that the 

information is relevant and necessary to 

the proceeding. Agencies that may 

obtain information under this routine 

use include, but are not limited to, the 

Office of Personnel Management, Office 

of Special Counsel, Merit Systems 

Protection Board, Federal Labor 

Relations Authority, Equal Employment 

Opportunity Commission, and Office of 

Government Ethics. 

(7) Disclosure in Connection With 

Litigation. 

Information from this system of 

records may be disclosed in connection 

with litigation or settlement discussions 

regarding claims by or against HHS, 

including public filing with a court, to 

the extent that disclosure of the 

information is relevant and necessary to 

the litigation or discussions and except 

where court orders are otherwise 

required under section (b)(11) of the 

Privacy Act of 1974, 5 U.S.C. 

552a(b)(11). 

(8) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

DISCLOSURE TO CONSUMER REPORTING

AGENCIES: 

None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Depending on the project, records 

may be stored on paper or other hard 

copy, computers, and networks. 

RETRIEVABILITY: 

Depending on the project, records 

may be retrieved by name, code, or 

other unique identifier. In some cases, 

individuals may be assigned identifiers 

specific to a project or series of projects. 

SAFEGUARDS: 

All contractors or other record 

keepers are required to maintain 

appropriate administrative, technical, 

and physical safeguards to ensure the 

security and confidentiality of records. 

Records are secured in compliance with 

Federal requirements, including the 

Federal Information Security 

Management Act, HHS Security 

Program Policy, and any applicable 

requirements for the encryption of 

personal data. 

RETENTION AND DISPOSAL: 

Identifiers are removed once the 

evaluation is complete. 

SYSTEM MANAGER AND ADDRESS: 

Director, Research and Evaluation 

Division, Family and Youth Services 

Bureau, Administration for Children 

and Families, Department of Health and 

Human Services, Portals Building, Suite 

800, 1250 Maryland Avenue SW., 

Washington, DC 20024. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name since FYSB does 

not maintain Social Security Numbers 

(SSN) or other standard unique 

identifiers. The requester should try to 

name or describe the project that 

maintains the information being 

requested. Verification of identity as 

described in HHS’s Privacy Act 

regulations may be required. 45 CFR 

5b.5. 

RECORD ACCESS PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name since FYSB does 

not maintain SSNs or other standard 

unique identifiers. The requester should 

try to name or describe the project that 

maintains the information being 

requested. Verification of identity as 

described in HHS’s Privacy Act 

regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes in not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. The requester’s 

letter must provide sufficient particulars 

to enable the System Manager to 

distinguish between records on subject 

individuals with the same name since 

FYSB does not maintain SSNs or other 

standard unique identifiers. The 

requester should try to name or describe 

the project that maintains the 

information being requested. 

Verification of identity as described in 

HHS’s Privacy Act regulations may be 

required. 45 CFR 5b.5 

RECORD SOURCE CATEGORIES: 

Records in this system may be 

obtained from the record subject; 

programs funded by FYSB; existing 

programs operated by federal and state 

agencies; third party information 

sources that may include a record 

subject’s relatives, neighbors, friends, 

employers, and health care providers; 


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and available commercial and 

governmental data sources. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

System Number: 09–80–0361 

SYSTEM NAME: 

OPRE Research and Evaluation 

Project Records, HHS/ACF/OPRE 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

Office of Planning, Research and 

Evaluation (OPRE), Administration for 

Children and Families (ACF), 

Department of Health and Human 

Services (HHS), 370 L’Enfant 

Promenade, SW., Washington, DC. A list 

of contractor sites where records under 

this system are maintained is available 

upon request to the system manager. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

OPRE research and evaluation 

projects may cover any program, 

activity, or function of ACF. ACF 

programs aim to achieve the following: 

To support and assist low-income 

families and individuals to increase 

their own economic independence and 

self-sufficiency; to increase strong, 

healthy, supportive communities that 

have a positive impact on the quality of 

life and the development of children; 

and to enter into partnerships with 

states, communities, American Indian 

tribes, Native communities, and social 

service entities that support the 

development of low-income families 

and children. These partnerships 

include services to improve support to 

people with developmental disabilities, 

refugees, and migrants to address their 

needs, strengths, and abilities. 

Records in this system may be about 

any individual who participates in an 

ACF/OPRE-sponsored research 

demonstration. For some projects, the 

records may include information about 

family members of service recipients 

and program participants. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The specific types of records collected 

and maintained are determined by the 

needs of each research and evaluation 

project. Typical projects will collect 

some or all of these records: Name; 

address; telephone number and other 

contact information; Social Security 

Number (SSN); demographic 

information, including race and 

ethnicity; date of birth; income; preschool/Head Start participation; child 

care utilization; marriage and family 

status information; health information; 

income; employment information; child 

welfare system experiences; citizenship, 

etc. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Section 413 of the Social Security Act 

(42 U.S.C. 613); Section 1110 of the 

Social Security Act (42 U.S.C. 1310); 

Improving Head Start for School 

Readiness Act of 2007 (42 U.S.C. 9836) 

[Pub. L. 110–134, Section 641(c)(2)]; 

Child Care and Development Block 

Grant Act of 1990 (42 U.S.C. 9858 et 

seq.) and Consolidated Appropriations 

Act of 2008 (Pub. L. 110–161, Division 

G, Title II, Payments to States for the 

Child Care and Development Block 

Grant); Section 429A of the Social 

Security Act (42 U.S.C. 628b), as added 

by the Personal Responsibility and 

Work Opportunities Reconciliation Act. 

PURPOSE(S): 

The Office of Planning, Research and 

Evaluation (OPRE) in the 

Administration for Children and 

Families (ACF) is responsible for 

advising the Assistant Secretary for 

Children and Families on increasing the 

effectiveness and efficiency of programs 

to improve the economic and social 

well-being of children and families. In 

collaboration with ACF program offices 

and others, OPRE is responsible for 

performance management for ACF, 

conducts research and policy analyses, 

and develops and oversees research and 

evaluation projects to assess program 

performance and inform policy and 

practice. This system of records 

contains personal information subject to 

the Privacy Act of 1974 that is used in 

OPRE research and evaluation projects. 

Only projects that involve the retrieval 

of records by personal identifier are 

subject to the Privacy Act of 1974 and 

are covered by this system. The 

procedures for the collection of 

information about research subjects in 

OPRE’s evaluation projects are 

reviewed, as appropriate, by 

Institutional Review Boards, are subject 

to HHS regulations on research with 

human subjects, including requirements 

for informed consent. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances, in addition to those 

provided by statute in the Privacy Act 

of 1974, under which ACF may release 

information from this system of records 

without the consent of the data subject. 

Each proposed disclosure of information 

under these routine uses will be 

evaluated to ensure that the disclosure 

is legally permissible, including but not 

limited to ensuring that the purpose of 

the disclosure is compatible with the 

purpose for which the information was 

collected. For any project that has 

received a certificate of confidentiality, 

none of these routine uses shall be read 

to authorize a disclosure that would not 

be allowed by the terms of the certificate 

of confidentiality. In addition, 

contractors may be restricted by contract 

from making a disclosure allowed as a 

routine use or by law without the 

consent of HHS, of the data subject, or 

both, unless the disclosure is required 

by law. 

(1) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate Federal, State, local, tribal, 

or foreign agency responsible for 

investigating, prosecuting, enforcing, or 

implementing a statute, rule, regulation, 

or order, if the information is relevant 

to a violation or potential violation of 

civil or criminal law or regulation 

within the jurisdiction of the receiving 

entity. However, because this is a 

research and evaluation system, no 

information will be disclosed for use in 

any investigation, prosecution, or other 

action targeted against any individual 

who is the subject of the record. 

(2) Disclosure Incident to Requesting 

Information. 

Information may be disclosed (to the 

extent necessary to identify the 

individual, inform the source of the 

purpose of the request, and to identify 

the type of information requested), to 

any source from which additional 

information is requested when 

necessary to obtain information relevant 

to the research or evaluation being 

conducted. 

(3) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(4) Disclosure to Department of Justice 

or in Proceedings. 

Information may be disclosed to the 

Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components, is 


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a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

HHS is deemed by HHS to be relevant 

and necessary to the litigation, 

provided, however, that in each case it 

has been determined that the disclosure 

is compatible with the purpose for 

which the records were collected. 

(5) Disclosure to Contractor. 

Information may be disclosed to a 

contractor performing or working on a 

contract for HHS and who have a need 

to have access to the information in the 

performance of their duties or activities 

for HHS. 

(6) Disclosure for Administrative 

Claim, Complaint, and Appeal. 

Information may be disclosed to an 

authorized appeal grievance examiner, 

formal complaints examiner, equal 

employment opportunity investigator, 

arbitrator or other person properly 

engaged in investigation or settlement of 

an administrative grievance, complaint, 

claim, or appeal filed by an employee, 

but only to the extent that the 

information is relevant and necessary to 

the proceeding. Agencies that may 

obtain information under this routine 

use include, but are not limited to, the 

Office of Personnel Management, Office 

of Special Counsel, Merit Systems 

Protection Board, Federal Labor 

Relations Authority, Equal Employment 

Opportunity Commission, and Office of 

Government Ethics. 

(7) Disclosure in Connection with 

Litigation. 

Information may be disclosed in 

connection with litigation or settlement 

discussions regarding claims by or 

against HHS, including public filing 

with a court, to the extent that 

disclosure of the information is relevant 

and necessary to the litigation or 

discussions and except where court 

orders are otherwise required under 

section (b)(11) of the Privacy Act of 

1974, 5 U.S.C. 552a(b)(11). 

(8) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

DISCLOSURE TO CONSUMER REPORTING

AGENCIES: 

None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Depending on the project, records 

may be stored on paper or other hard 

copy, computers, and networks. 

RETRIEVABILITY: 

Depending on the project, records 

may be retrieved by name, SSN, or other 

personal identifier. In some cases, 

individuals may be assigned identifiers 

specific to a project or series of projects. 

SAFEGUARDS: 

All contractors or other record 

keepers are required to maintain 

appropriate administrative, technical, 

and physical safeguards to ensure the 

security and confidentiality of records. 

Records are secured in compliance with 

Federal requirements, including the 

Federal Information Security 

Management Act, HHS Security 

Program Policy, and any applicable 

requirements for the encryption of 

personal data. 

RETENTION AND DISPOSAL: 

Identifiers are removed once the 

analysis is complete. 

SYSTEM MANAGER AND ADDRESS: 

Executive Officer, Office of Planning, 

Research and Evaluation, 

Administration for Children and 

Families, Department of Health and 

Human Services, 370 L’Enfant 

Promenade SW., Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in the 

Department’s Privacy Act regulations 

may be required. 45 CFR 5b.5 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about themselves in this system of 

records should address written inquiries 

to the System Manager. The request 

should include the name, telephone 

number and/or email address, SSN, and 

address of the individual, and should be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in the 

Department’s Privacy Act regulations 

may be required. 45 CFR 5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes in not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in the 

Department’s Privacy Act regulations 

may be required. 45 CFR 5b.5 

RECORD SOURCE CATEGORIES: 

Records in this system may be 

obtained from the record subject; 

existing programs operated by federal 

and state agencies; third party 

information sources that may include a 

record subject’s relatives, neighbors, 

friends, employers, and health care 

providers; and available commercial 

and governmental data sources. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

System Number: 09–80–0371 

SYSTEM NAME: 

OCC Federal Child Care Monthly Case 

Records, HHS/ACF/OCC 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

Office of Child Care, Administration 

for Children and Families (ACF), 

Department of Health and Human 

Services (HHS), 370 L’Enfant 

Promenade, SW., Washington, DC. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Family members from low-income 

working families receiving child care 

financial assistance through the Child 

Care and Development Fund whose 

information is reported by the states and 

territories on ACF Form 801. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

No names are collected. Social 

Security Numbers (SSN) are collected 


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when voluntarily provided by families, 

or a unique state identifier provided by 

the states is included in lieu of SSNs. 

Other data fields include state and 

county, reason for receiving care, total 

monthly copayment, total monthly 

income, sources of income, date 

assistance began. For children, data 

fields include race/ethnicity, month/

year of birth, type of child care, total 

monthly amount paid to child care 

provider, total hours of care provided. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 9858i, 9858j 

PURPOSE(S): 

When Congress created the Child Care 

and Development Fund (CCDF) in the 

Personal Responsibility and Work 

Opportunity Reconciliation Act, it also 

created the requirement that case-level 

data on families receiving CCDF 

services be collected on a regular basis. 

States and territories were charged with 

submitting specific information so that 

Congress would have some empirical 

basis for assessing the program. Nonidentifiable records are also made 

available to researchers and the public. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances, in addition to those 

provided by statute in the Privacy Act 

of 1974, 5 U.S.C. 552a(b), under which 

ACF may release information from this 

system of records without the consent of 

the data subject. Each proposed 

disclosure of information under these 

routine uses will be evaluated to ensure 

that the disclosure is legally 

permissible, including but not limited to 

ensuring that the purpose of the 

disclosure is compatible with the 

purpose for which the information was 

collected. 

(1) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate Federal, State, local, tribal, 

or foreign agency responsible for 

investigating, prosecuting, enforcing, or 

implementing a statute, rule, regulation, 

or order, if the information is relevant 

to a violation or potential violation of 

civil or criminal law or regulation 

within the jurisdiction of the receiving 

entity. 

(2) Disclosure for Private Relief 

Legislation. 

Information may be disclosed to the 

Office of Management and Budget at any 

stage in the legislative coordination and 

clearance process in connection with 

private relief legislation as set forth in 

OMB Circular No. A 19. 

(3) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(4) Disclosure to Department of Justice 

or in Proceedings. 

Information may be disclosed to the 

Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components,is 

a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

HHS is deemed by HHS to be relevant 

and necessary to the litigation provided, 

however, that in each case it has been 

determined that the disclosure is 

compatible with the purpose for which 

the records were collected. 

(5) Disclosure to the National 

Archives. 

Information may be disclosed to the 

National Archives and Records 

Administration in records management 

inspections. 

(6) Disclosure to Contractors, 

Grantees, and Others. 

Information may be disclosed to 

contractors, grantees, consultants, or 

volunteers performing or working on a 

contract, service, grant, cooperative 

agreement, job, or other activity for HHS 

and who have a need to have access to 

the information in the performance of 

their duties or activities for HHS. 

(7) Disclosure for Administrative 

Claim, Complaint, and Appeal. 

Information may be disclosed to an 

authorized appeal grievance examiner, 

formal complaints examiner, equal 

employment opportunity investigator, 

arbitrator or other person properly 

engaged in investigation or settlement of 

an administrative grievance, complaint, 

claim, or appeal filed by an employee, 

but only to the extent that the 

information is relevant and necessary to 

the proceeding. Agencies that may 

obtain information under this routine 

use include, but are not limited to, the 

Office of Personnel Management, Office 

of Special Counsel, Merit Systems 

Protection Board, Federal Labor 

Relations Authority, Equal Employment 

Opportunity Commission, and Office of 

Government Ethics. 

(8) Disclosure to Office of Personnel 

Management. 

Information may be disclosed to the 

Office of Personnel Management 

pursuant to that agency’s responsibility 

for evaluation and oversight of Federal 

personnel management. 

(9) Disclosure in Connection with 

Litigation. 

Information may be disclosed in 

connection with litigation or settlement 

discussions regarding claims by or 

against HHS, including public filing 

with a court, to the extent that 

disclosure of the information is relevant 

and necessary to the litigation or 

discussions and except where court 

orders are otherwise required under 

section (b)(11) of the Privacy Act of 

1974, 5 U.S.C. 552a(b)(11). 

(10) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

(11) Disclosure to Consumer 

Reporting Agencies: None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Current records are stored on a 

computer network/database. Older 

records are stored on tapes and disks. 

RETRIEVABILITY: 

Records may be retrieved by statedefined unique identifier (which may be 

an SSN). 

SAFEGUARDS: 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

Records are maintained indefinitely. 

SYSTEM MANAGER AND ADDRESS: 

Associate Director, Office of Child 

Care, Administration for Children and 

Families, Department of Health and 

Human Services, 370 L’Enfant 

Promenade SW., Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 


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information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about themselves in this system of 

records should address written inquiries 

to the System Manager. The request 

should include the name, telephone 

number and/or email address, SSN, and 

address of the individual, and should be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes in not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD SOURCE CATEGORIES: 

States and territories receiving funds 

from the Child Care and Development 

Fund. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

System Number: 09–80–0373 

SYSTEM NAME: 

OFA Tribal Temporary Assistance for 

Needy Families (Tribal TANF) Data 

System, HHS/ACF/OFA 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

TANFB.HQ, Office of Family 

Assistance (OFA), Administration for 

Children and Families (ACF), 

Department of Health and Human 

Services (HHS), 370 L’Enfant 

Promenade SW., Washington, DC. A list 

of contractor sites where system records 

are currently located is available upon 

request to the system manager. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Members of families (as defined at 45 

CFR 286.5) who received assistance 

under the TANF program in any month. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

There are three distinct groups of data 

in the system: Family-level data; adultlevel or minor-child-head-of-household 

data; and child data. 

(1) Family level data may include the 

following items of information: Tribal 

TANF Database code, report year and 

month; stratum code; case identification 

number; Zip code; funding stream; 

disposition status; new applicant status; 

number of family members; type of 

family for work participation; receipt of 

subsidized housing; receipt of medical 

assistance; receipt of food stamp 

assistance; amount of food stamp 

assistance; receipt of subsidized child 

care; amount of subsidized child care; 

amount of child support; amount of 

family’s cash resources; cash, or cash 

equivalent, amount of assistance and 

number of months of that assistance; 

TANF child care (amount, number of 

children covered, and number of 

months of assistance); transportation 

assistance (amount and number of 

months of assistance); transitional 

services (amount and number of months 

of assistance); other assistance (amount 

and number of months of assistance); 

amount of reductions in assistance; 

reason for assistance reductions 

(sanctions, recoupment of prior 

overpayment, and other); waiver 

evaluation experimental and control 

group status; exemption status from the 

federal time-limit provisions; and new 

child-only-family status. 

(2) Adult-level or minor child-headof-household data may include: family 

affiliation; non-custodial parent 

indicator; date of birth; Social Security 

Number (SSN); race and ethnicity; 

gender; receipt of disability benefits; 

marital status; relationship to head of 

household; parent-with-minor-child-inthe-family status; needs of a pregnant 

woman; education level; citizenship; 

cooperation with child support; number 

of months countable towards Federal 

time-limit; number of countable months 

remaining under Tribe’s negotiated 

time-limit; exemption status of the 

reporting month from the Tribe’s 

negotiated time-limit; employment 

status; work participation status; 

unsubsidized employment hours; 

subsidized private and public sector 

employment hours; work experience 

hours; on-the-job training hours; job 

search and job readiness assistance 

hours; community service program 

hours; vocational educational training 

hours; hours of job skills training 

directly related to employment; hours of 

education directly related to 

employment for individuals with no 

high school diploma or certificate of 

high school equivalency; hours of 

satisfactory school attendance for 

individuals with no high school 

diploma or certificate of high school 

equivalency; hours of providing child 

care services to an individual who is 

participating in a community service 

program; hours of additional work 

activities permitted under a Waiver 

demonstration; hours of other work 

activities; required hours of work under 

a Waiver demonstration; amount of 

earned income; and amount of unearned 

income (earned income tax credit, 

Social Security benefit, Supplemental 

Security Income (SSI), worker’s 

compensation, and other unearned 

income). 

(3) Child data (i.e., data pertaining to 

every child in a recipient TANF family) 

may include: family affiliation; date of 

birth; SSN; race and ethnicity; gender; 

receipt of disability benefits; 

relationship to head of household; 

parent-with-minor-child-in-the-family 

status; education level; citizenship; 

amount of unearned income (SSI and 

other). 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 612 (Section 412 of the 

Social Security Act). Tribal TANF data 

collection and reporting regulations are 

found in 45 CFR part 286. 

PURPOSE: 

The purposes of the Tribal TANF Data 

System are: (1) To determine whether 

Tribes are meeting certain requirements 

negotiated under the Act, including 

negotiated work and time-limit 

requirements; (2) to compile 

information used to report to Congress 

on the Tribal TANF program. The TANF 

data are reported by the Tribes for each 

calendar quarter. Some records in the 

system may be provided to Office of 

Child Support Enforcement for 

matching with records of individual 

employment information contained in 


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the National Directory of New Hires. 

Match results are transmitted back in a 

form that is not individually 

identifiable. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES: 

These routine uses specify 

circumstances, in addition to those 

provided by statute in the Privacy Act 

of 1974, 5 U.S.C. 552a(b), under which 

ACF may release information from this 

system of records without the consent of 

the data subject. Each proposed 

disclosure of information under these 

routine uses will be evaluated to ensure 

that the disclosure is legally 

permissible, including but not limited to 

ensuring that the purpose of the 

disclosure is compatible with the 

purpose for which the information was 

collected. 

(1) Disclosure of Identifiable Data for 

Research. 

Information may be disclosed in 

response to specific requests from 

public or private entities, where the 

requester’s proposed use of data from 

the Tribal TANF Data System is found 

compatible with the purposes for which 

this data was collected, to supply 

untabulated data, which may include 

personal identifiers for individuals 

whose information is included in the 

data. No data that may include personal 

identifiers will be disclosed until the 

requester has agreed in writing not to 

use such data to identify any 

individuals and has provided advance 

adequate written assurance that the 

records will be used solely as statistical 

research or reporting records. 

(2) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate Federal, State, local, tribal, 

or foreign agency responsible for 

investigating, prosecuting, enforcing, or 

implementing a statute, rule, regulation, 

or order, if the information is relevant 

to a violation or potential violation of 

civil or criminal law or regulation 

within the jurisdiction of the receiving 

entity. 

(3) Disclosure Incident to Requesting 

Information. 

Information may be disclosed (to the 

extent necessary to identify the 

individual, inform the source of the 

purpose of the request, and to identify 

the type of information requested), to 

any source from which additional 

information is requested when 

necessary to obtain information relevant 

to an agency decision concerning 

retention of an employee or other 

personnel action (other than hiring), 

retention of a security clearance, the 

letting of a contract, or the issuance or 

retention of a grant, or other benefit. 

(4) Disclosure for Employee 

Retention, Security Clearance, Contract, 

or Other Benefit. 

Disclosure may be made to a Federal, 

State, local, foreign, or tribal or other 

public authority of the fact that this 

system of records contains information 

relevant to the retention of an employee, 

the retention of a security clearance, the 

letting of a contract, or the issuance or 

retention of a license, grant, or other 

benefit. The other agency or licensing 

organization may then make a request 

supported by the written consent of the 

individual for the entire record if it so 

chooses. No disclosure will be made 

unless the information has been 

determined to be sufficiently reliable to 

support a referral to another office 

within HHS or to another Federal 

agency for criminal, civil, 

administrative, personnel, or regulatory 

action. 

(5) Disclosure for Private Relief 

Legislation. 

Information may be disclosed to the 

Office of Management and Budget at any 

stage in the legislative coordination and 

clearance process in connection with 

private relief legislation as set forth in 

OMB Circular No. A 19. 

(6) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(7) Disclosure to Department of Justice 

or in Proceedings. 

Information may be disclosed to the 

Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components,is 

a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

HHS is deemed by HHS to be relevant 

and necessary to the litigation provided, 

however, that in each case it has been 

determined that the disclosure is 

compatible with the purpose for which 

the records were collected. 

(8) Disclosure to the National 

Archives. 

Information may be disclosed to the 

National Archives and Records 

Administration in records management 

inspections. 

(9) Disclosure to Contractors, 

Grantees, and Others. 

Information may be disclosed to 

contractors, grantees, consultants, or 

volunteers performing or working on a 

contract, service, grant, cooperative 

agreement, job, or other activity for HHS 

and who have a need to have access to 

the information in the performance of 

their duties or activities for HHS. 

(10) Disclosure for Administrative 

Claim, Complaint, and Appeal. 

Information may be disclosed to an 

authorized appeal grievance examiner, 

formal complaints examiner, equal 

employment opportunity investigator, 

arbitrator or other person properly 

engaged in investigation or settlement of 

an administrative grievance, complaint, 

claim, or appeal filed by an employee, 

but only to the extent that the 

information is relevant and necessary to 

the proceeding. Agencies that may 

obtain information under this routine 

use include, but are not limited to, the 

Office of Personnel Management, Office 

of Special Counsel, Merit Systems 

Protection Board, Federal Labor 

Relations Authority, Equal Employment 

Opportunity Commission, and Office of 

Government Ethics. 

(11) Disclosure to Office of Personnel 

Management. 

Information may be disclosed to the 

Office of Personnel Management 

pursuant to that agency’s responsibility 

for evaluation and oversight of Federal 

personnel management. 

(12) Disclosure in Connection with 

Litigation. 

Information may be disclosed in 

connection with litigation or settlement 

discussions regarding claims by or 

against HHS, including public filing 

with a court, to the extent that 

disclosure of the information is relevant 

and necessary to the litigation or 

discussions and except where court 

orders are otherwise required under 

section (b)(11) of the Privacy Act of 

1974, 5 U.S.C. 552a(b)(11). 

(13) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 


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(14) Disclosure to Consumer 

Reporting Agencies. 

None. 

Note: Data produced by matching Tribeprovided data with data from the Office of 

Child Support Enforcement’s National 

Directory of New Hires will only be disclosed 

in accordance applicable routine use 

disclosures set forth in the Office of Child 

Support Enforcement’s systems of records for 

OCSE Debtor File and OCSE National 

Directory of New Hires. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records may be transmitted 

electronically and stored on computer 

tapes, disks, and networks. 

RETRIEVABILITY: 

Records may be retrieved by statedefined unique identifier (which may be 

an SSN), or assigned case number. 

SAFEGUARDS: 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

Data is retained indefinitely. 

SYSTEM MANAGER AND ADDRESS: 

Director, TANFB.HQ, Administration 

for Children and Families, Department 

of Health and Human Services, 370 

L’Enfant Promenade SW., Washington, 

DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about themselves in this system of 

records should address written inquiries 

to the System Manager. The request 

should include the name, telephone 

number and/or email address, SSN, and 

address of the individual, and should be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes in not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD SOURCE CATEGORIES: 

All information is obtained from 

participating Tribes. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS

OF THE ACT: 

No. 

C. Revised SORNs are published for five 

existing systems of records, as follows: 

System Number: 09–80–0375 (formerly 

09–90–0151) 

SYSTEM NAME: 

OFA Temporary Assistance for Needy 

Families (TANF) Data System, HHS/

ACF/OFA 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

(1) Office of Information Systems, 

Office of Administration, 

Administration for Children and 

Families (ACF), Department of Health 

and Human Services (HHS), 370 

L’Enfant Promenade SW., Washington, 

DC; and (2) Office of Family Assistance 

(OFA), ACF, HHS, 370 L’Enfant 

Promenade SW., Washington, DC. A list 

of contractor sites where system records 

are currently located is available upon 

request to the system manager. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

(1) Members of families (as defined at 

45 CFR 265.2) who received assistance 

under the TANF program in any month. 

For data collection and reporting 

purposes only, family means: 

• All individuals receiving assistance 

as part of a family under the State’s 

TANF or separate State program 

(including noncustodial parents, where 

required under 45 CFR 265.3(f)); and 

• The following additional persons 

living in the household, if not otherwise 

included: 

(a) Parent(s) or caretaker relative(s) of 

any minor child receiving assistance; 

(b) Minor siblings of any child 

receiving assistance; and 

(c) Any person whose income or 

resources would be counted in 

determining the family’s eligibility for 

or amount of assistance. 

(2) Members of families no longer 

receiving assistance under the TANF 

program. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

There are three distinct groups of data 

in the TDS (TANF Data Reporting 

System): Family-level data; adult-level 

or minor-child-head-of-household data; 

and child data. States must use for all 

families, adult-level or minor childhead-of-household, and child data 

reported each month and must use for 

all months in the fiscal year: State FIPS 

Code; County FIPS Code; Tribal code; 

Reporting Month; Stratum. 

(1) Family level data maintained in 

the TDS may include the following 

items of information on every family 

that received assistance during one or 

more months: Case number—TANF; Zip 

code; funding stream; disposition; new 

applicant; number of family members; 

type of family for work participation; 

receives subsidized housing; receives 

medical assistance; receives food stamp; 

amount of food stamp assistance; 

receives subsidized child care; amount 

of subsidized child care; amount of 

child support; amount of family’s cash 

resources; cash and cash equivalents 

(amount of assistance and number of 

months); TANF child care (amount, 

number of children covered, and 

number of months); transportation 

(amount and number of months); 

transitional services (amount and 

number of months); other (amount and 

number of months); reason for and 

amount of reductions in assistance 

(sanctions, recoupment of prior 

overpayment); waiver evaluation 

experimental and control group; is the 

TANF Family exempt from the Federal 

time-limit provisions; is the TANF 

family a new child-only family. 

(2) Adult-level or minor child-headof-household data maintained in the 

TDS may include: Family affiliation; 

noncustodial parent indicator; date of 


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birth; Social Security Number (SSN); 

race/ethnicity; gender; receives 

disability benefits; marital status; 

relationship to head of household; 

parent-with-minor-child-in-the-family; 

needs of a pregnant woman; educational 

level; citizenship/alienage; cooperation 

with child support; number of months 

countable towards Federal time-limit; 

number of countable months remaining 

under State’s (Tribe’s) time-limit; Is 

current month exempt from the State’s 

(Tribe’s) time-limit; employment status; 

work-eligible individual indicator; work 

participation status; unsubsidized 

employment; subsidized private-sector 

employment hours; subsidized publicsector employment; work experience; 

on-the-job training; job search and job 

readiness assistance; community service 

program; vocational educational 

training; job skills training directly 

related to employment; education 

directly related to employment for 

individuals with no high school 

diploma or certificate of high school 

equivalency; satisfactory school 

attendance for individuals with no high 

school diploma or certificate of high 

school equivalency; providing child 

care services to an individual who is 

participating in a community service 

program; other work activities; number 

of deemed core hours for overall rate; 

number of deemed core hours for the 

two-parent rate; amount of earned 

income; amount of unearned income 

(earned income tax credit (EITC), Social 

Security, Supplemental Security Income 

(SSI), Worker’s Compensation, Other 

Unearned Income) 

(3) Child data (i.e., data pertaining to 

every child in a recipient TANF family) 

may include: Family affiliation; date of 

birth; SSN; race and ethnicity; gender; 

receives disability benefits; relationship 

to head of household; parent-withminor-child-in-the-family status; 

educational level; citizenship/alienage; 

amount of unearned income (SSI and 

other unearned income). 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 601–619 (Title IV–A of the 

Social Security Act); 45 CFR part 265 

(TANF data collection and reporting 

regulations); 42 U.S.C. 603(a)(4), 613(d) 

(Sections 403 and 413 of the Social 

Security Act); 45 CFR part 270 

(collection of information for 

performance measures). 

PURPOSE(S): 

The purposes of the TANF Data 

Reporting System are: (1) To determine 

whether States are meeting certain 

requirements prescribed by the Act, 

including prescribed work and timelimit requirements; (2) to compile 

information used to report to Congress 

on the TANF program; and, (3) to 

compute State scores on work measures 

and rank States on their performance in 

assisting TANF recipients to obtain and 

retain employment. The monthly TANF 

data are reported by the individual 

States for each (Federal) fiscal quarter. 

(The term State is used in this notice to 

refer to the 50 States, the District of 

Columbia, and the jurisdictions of 

Puerto Rico, the U.S. Virgin Islands, and 

Guam). The State data are pooled to 

create a national database for each 

quarter. Some records in the system may 

be provided to Office of Child Support 

Enforcement for matching with records 

of individual employment information 

contained in the National Directory of 

New Hires. Match results are 

transmitted back to OFA in a form that 

is not individually identifiable. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES: 

These routine uses specify 

circumstances, in addition to those 

provided by statute in the Privacy Act 

of 1974, 5 U.S.C. 552a(b), under which 

ACF may release information from this 

system of records without the consent of 

the data subject. Each proposed 

disclosure of information under these 

routine uses will be evaluated to ensure 

that the disclosure is legally 

permissible, including but not limited to 

ensuring that the purpose of the 

disclosure is compatible with the 

purpose for which the information was 

collected. 

(1) Disclosure of Identifiable Data for 

Research. 

Information from this system of 

records may be disclosed in response to 

specific requests from public or private 

entities, where the requester’s proposed 

use of data from the TANF Data System 

is found compatible with the purposes 

for which this data was collected, 

supply untabulated data, which may 

include personal identifiers for 

individuals whose information is 

included in the data. No data that may 

include personal identifiers will be 

disclosed until the requester has agreed 

in writing not to use such data to 

identify any individuals and has 

provided advance adequate written 

assurance that the records will be used 

solely as statistical research or reporting 

records. 

(2) Disclosure for Law Enforcement 

Purpose. Information may be disclosed to the 

appropriate Federal, State, local, tribal, 

or foreign agency responsible for 

investigating, prosecuting, enforcing, or 

implementing a statute, rule, regulation, 

or order, if the information is relevant 

to a violation or potential violation of 

civil or criminal law or regulation 

within the jurisdiction of the receiving 

entity. 

(3) Disclosure for Private Relief 

Legislation. 

Information may be disclosed to the 

Office of Management and Budget at any 

stage in the legislative coordination and 

clearance process in connection with 

private relief legislation as set forth in 

OMB Circular No. A 19. 

(4) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(5) Disclosure to Department of Justice 

or in Proceedings. 

Information may be disclosed to the 

Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: HHS, or any component 

thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, 

if HHS determines that litigation is 

likely to affect HHS or any of its 

components, is a party to litigation or 

has an interest in such litigation, and 

the use of such records by the 

Department of Justice or HHS is deemed 

by HHS to be relevant and necessary to 

the litigation provided, however, that in 

each case it has been determined that 

the disclosure is compatible with the 

purpose for which the records were 

collected. 

(6) Disclosure to the National 

Archives. 

Information may be disclosed to the 

National Archives and Records 

Administration in records management 

inspections. 

(7) Disclosure to Contractors, 

Grantees, and Others. 

Information may be disclosed to 

contractors, grantees, consultants, or 

volunteers performing or working on a 

contract, service, grant, cooperative 

agreement, job, or other activity for HHS 

and who have a need to have access to 

the information in the performance of 

their duties or activities for HHS. 

(8) Disclosure for Administrative 

Claim, Complaint, and Appeal. 

Information from this system of 

records may be disclosed to an 

authorized appeal grievance examiner, 

formal complaints examiner, equal 

employment opportunity investigator, 


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arbitrator or other person properly 

engaged in investigation or settlement of 

an administrative grievance, complaint, 

claim, or appeal filed by an employee, 

but only to the extent that the 

information is relevant and necessary to 

the proceeding. Agencies that may 

obtain information under this routine 

use include, but are not limited to, the 

Office of Personnel Management, Office 

of Special Counsel, Merit Systems 

Protection Board, Federal Labor 

Relations Authority, Equal Employment 

Opportunity Commission, and Office of 

Government Ethics. 

(9) Disclosure to Office of Personnel 

Management. 

Information from this system of 

records may be disclosed to the Office 

of Personnel Management pursuant to 

that agency’s responsibility for 

evaluation and oversight of Federal 

personnel management. 

(10) Disclosure in Connection with 

Litigation. 

Information from this system of 

records may be disclosed in connection 

with litigation or settlement discussions 

regarding claims by or against HHS, 

including public filing with a court, to 

the extent that disclosure of the 

information is relevant and necessary to 

the litigation or discussions and except 

where court orders are otherwise 

required under section (b)(11) of the 

Privacy Act of 1974, 5 U.S.C. 

552a(b)(11). 

(11) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

(12) Disclosure to Consumer 

Reporting Agencies. None. 

Note: Data produced by matching State 

provided data with data from the Office of 

Child Support Enforcement’s National 

Directory of New Hires will only be disclosed 

in accordance with applicable routine use 

disclosures set forth in the Office of Child 

Support Enforcement’s systems of records for 

OCSE Debtor File and OCSE National 

Directory of New Hires. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records may be transmitted 

electronically and stored on computer 

tapes, disks, and networks. 

RETRIEVABILITY: 

Records may be retrieved by name, 

state-defined unique identifier (which 

may be an SSN), or assigned case or 

family identification numbers. 

SAFEGUARDS: 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

The data transmitted by a State for a 

fiscal quarter are backed up after the 

initial processing of the data. The 

backed-up version of the data is kept 

only for a period of 30 days. The data 

transmitted by the States for a fiscal 

quarter, after processing and acceptance, 

are pooled to create a national database 

for the quarter. The national database is 

stored for up to 24 months after the end 

of the fiscal year. Afterwards, the 

database is copied to a compact disc, 

and the original data are erased. The 

data on the compact disc is securely 

maintained by ACF for up to 20 years 

in order to facilitate research on 

caseload trends, changes in the 

characteristics of TANF recipients, or 

other pertinent research. The eventual 

disposal of the data will be by means of 

physical destruction of the CD’s 

containing the data. The Office of 

Information Systems of the Office of 

Administration and OFA, ACF, are 

responsible for the retention and 

disposal of the data system. The SSNs 

obtained for the work performance 

measures for a performance year, 

although initially kept in an electronic 

file, are erased after calculation of the 

work measures for the performance 

year. The erasing of this SSN data file 

is done within two years after the 

performance measures are actually 

published for a performance year 

(which precedes the year in which they 

are calculated). Aggregate data files 

based on information provided for the 

work measures are also erased at the 

same time. 

SYSTEM MANAGERS AND ADDRESSES: 

(1) Director, Division of Applications 

Development Services, Office of 

Information Services, Office of 

Administration, Administration for 

Children and Families, Department of 

Health and Human Services, 370 

L’Enfant Promenade SW., Washington, 

DC 20447. 

(2) Director, Division of Data 

Collection and Analysis, TANF Bureau, 

Office of Family Assistance, 

Administration for Children and 

Families, Department of Health and 

Human Services, 370 L’Enfant 

Promenade SW., Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about themselves in this system of 

records should address written inquiries 

to the System Manager. The request 

should include the name, telephone 

number and/or email address, SSN, and 

address of the individual, and should be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes in not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD SOURCE CATEGORIES: 

All information is obtained from the 

states. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS

OF THE ACT: 

None. 


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System Number: 09–80–0381 

SYSTEM NAME: 

OCSE National Directory of New 

Hires, HHS/ACF/OCSE 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

National Computer Center, Social 

Security Administration, Baltimore, 

Maryland; OCSE Data Facility, 

Manassas, Virginia. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

(1) Individuals who are newly hired 

‘‘employees’’ within the meaning of 

chapter 24 of the Internal Revenue Code 

of 1986, 26 U.S.C. 3401, whose 

employers have furnished specified 

information to a State Directory of New 

Hires which, in turn, has furnished such 

information to the National Directory of 

New Hires pursuant to 42 U.S.C. 

653a(g)(2)(A); 

(2) Individuals who are federal 

government employees whose 

employers have furnished specified 

information to the National Directory of 

New Hires pursuant to 42 U.S.C. 653(n) 

and 653a(b)(1)(c). This category does not 

include individuals who are employees 

of a department, agency, or 

instrumentality performing intelligence 

or counterintelligence functions, if the 

head of such department, agency, or 

instrumentality has determined that 

filing such a report could endanger the 

safety of the employee or compromise 

an ongoing investigation or intelligence 

mission; and 

(3) Individuals to whom 

unemployment compensation or wages 

have been paid and about whom the 

State Directory of New Hires has 

furnished such information to the 

National Directory of New Hires 

pursuant to 42 U.S.C. 653(e)(3) and 

653a(g)(2)(B). 

(4) Individuals whose information is 

contained within input records 

furnished by an authorized state or 

federal agency for matching to obtain 

employment, wage, or unemployment 

compensation information pertaining to 

those individuals for purposes of 

establishing or verifying eligibility of 

applicants for, or beneficiaries of, 

federal or state benefit programs, such 

as those funded under 42 U.S.C. 601 

through 619 (Title IV–A of the Social 

Security Act, Temporary Assistance for 

Needy Families). Other individuals 

whose information is contained within 

input records furnished for authorized 

matching are listed in the routine uses 

to this system of records notice. 

(5) Individuals involved in child 

support cases whose information is 

collected and disseminated to and from 

employers (and other payers of income) 

and state IV–D child support 

enforcement agencies, courts, and other 

authorized entities for enforcement of 

child support orders by withholding of 

income. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

(1) Records pertaining to newly hired 

employees furnished by a State 

Directory of New Hires pursuant to 42 

U.S.C. 653a(g)(2)(A). Records in the 

system are the name, address, and 

Social Security Number (SSN) or 

Taxpayer Identification Number (TIN) 

and date of hire of the employee, the 

name, address and federal identification 

number of the employer of such 

employee and, at the option of the state, 

the date of birth or state of hire of the 

employee. 

(2) Records pertaining to newly hired 

employees furnished by a federal 

department, agency or instrumentality 

pursuant to 42 U.S.C. 653a(b)(1)(C), 

including the name, address, SSN (or 

TIN) and date of hire of the employee 

and the name, address and employer 

identification number of the employer. 

A Department of Defense status code, if 

available, is also included in the 

records. 

(3) Records furnished by a State 

Directory of New Hires pertaining to 

wages and unemployment 

compensation paid to individuals 

pursuant to 42 U.S.C. 653a(g)(2)(B). 

(4) Records furnished by a federal 

department, agency, or instrumentality 

pertaining to wages paid to individuals 

pursuant to 42 U.S.C. 653(n) and wage 

and unemployment compensation 

records obtained pursuant to an 

agreement with the Department of Labor 

pursuant to 42 U.S.C. 653(e)(3). 

(5) Input records furnished by a state 

or federal agency or other entity for 

authorized matching with the NDNH. 

(6) Records collected and 

disseminated to and from employers 

(and other income sources) and state 

IV–D child support enforcement 

agencies and other authorized entities 

pertaining to income withholding, 

including additional information, such 

as termination date, final payment date 

and amount, contact information, 

children’s names, lump sum income 

information, order information, past-due 

support information, amounts to 

withhold, and instructions for 

withholding. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 653(i), 652(a)(9) and 

653(a)(1). 

PURPOSE(S): 

The Office of Child Support 

Enforcement (OCSE) uses the NDNH 

primarily to assist states administering 

programs that improve states’ abilities to 

locate parents, establish paternity, and 

collect child support. The NDNH is also 

used to support other programs as 

specified in sections 453 and 463 of the 

Social Security Act (42 U.S.C. 653, 663): 

Temporary Assistance for Needy 

Families; child and family services; 

foster care and adoption assistance; 

establishing or verifying eligibility of 

applicants for, or beneficiaries of benefit 

programs; recouping payments or 

delinquent debts under benefit 

programs; and for certain research 

purposes likely to contribute to 

achieving the purposes of the 

Temporary Assistance for Needy 

Families (TANF) or the federal/state 

child support program. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances under which ACF may 

disclose information from this system of 

records without the consent of the data 

subject. Each proposed disclosure of 

information under these routine uses 

will be evaluated to ensure that the 

disclosure is legally permissible, 

including but not limited to ensuring 

that the purpose of the disclosure is 

compatible with the purpose for which 

the information was collected. Any 

information defined as ‘‘return’’ or 

‘‘return information’’ under 26 U.S.C. 

6103 (Internal Revenue Code) will not 

be disclosed unless authorized by a 

statute, the Internal Revenue Service 

(IRS) or IRS regulations. 

(1) Disclosure for Child Support 

Purposes. 

Pursuant to 42 U.S.C. 653(a)(2), 

653(b)(1)(A) and 653(c), information 

about the location of an individual or 

information that would facilitate the 

discovery of the location of an 

individual or identifying information 

about the individual may be disclosed, 

upon request filed in accordance with 

law, to an ‘‘authorized person’’ for the 

purpose of establishing parentage or 

establishing, setting the amount of, 

modifying or enforcing child support 

obligations. Other information that may 

be disclosed is information about an 

individual’s wages (or other income) 

from, and benefits of, employment, and 

information on the type, status, location, 

and amount of any assets of, or debts 

owed by or to, the individual. An 

‘‘authorized person’’ is defined under 42 

U.S.C. 653(c) as follows: (1) Any agent 

or attorney of a state who has a duty or 


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authority to seek or recover any 

amounts owed as child and spousal 

support or to seek to enforce orders 

providing child custody or visitation 

rights; (2) a court which has authority to 

issue an order against a noncustodial 

parent for support of a child, or to issue 

an order against a resident parent for 

child custody or visitation rights, or any 

agent of such court; (3) the resident 

parent, legal guardian, attorney, or agent 

of a child that is not receiving assistance 

under a state program funded under title 

IV–A of the Social Security Act 

(Temporary Assistance for Needy 

Families); and (4) a state agency that is 

administering a program operated under 

title IV–B (child and family services 

programs) or IV–E (Foster Care and 

Adoption Assistance programs) of the 

Social Security Act. 

(2) Disclosure for Purposes Related to 

the Unlawful Taking or Restraint of a 

Child or Child Custody or Visitation. 

Pursuant to 42 U.S.C. 653(b)(1), upon 

request of an ‘‘authorized person,’’ as 

defined in 42 U.S.C. 663(d)(2), 

information as to the most recent 

address and place of employment of a 

parent or child may be disclosed for the 

purpose of enforcing any state or federal 

law with respect to the unlawful taking 

or restraint of a child or making or 

enforcing a child custody or visitation 

determination. 

(3) Disclosure to Department of State 

under International Child Abduction 

Remedies Act. 

Pursuant to 42 U.S.C. 653(b)(1) and 

663(e), the most recent address and 

place of employment of a parent or 

child may be disclosed upon request to 

the Department of State, in its capacity 

as the Central Authority designated in 

accordance with section 7 of the 

International Child Abduction Remedies 

Act, 42 U.S.C. 11601 et seq., for the 

purpose of locating the parent or child 

on behalf of an applicant. 

(4) Disclosure to a Foreign 

Reciprocating Country for Child 

Support Purposes. 

Pursuant to 42 U.S.C. 653(a)(2) and 

659a(c)(2), information on the state of 

residence of an individual sought for 

support enforcement purposes in cases 

involving residents of the United States 

and residents of foreign countries that 

are the subject of a declaration may be 

disclosed to a foreign reciprocating 

country. 

(5) Disclosure to the Treasury for Tax 

Administration Purposes. 

Pursuant to 42 U.S.C. 653(i)(3), 

information may be disclosed to the 

Secretary of the Treasury for purposes of 

administering 26 U.S.C. 32 (earned 

income tax credit), administering 26 

U.S.C. 3507 (advance payment of earned 

income tax credit) and verifying a claim 

with respect to employment in a tax 

return. 

(6) Disclosure to the Social Security 

Administration for Verification. 

Pursuant to 42 U.S.C. 653(j)(1), the 

names, SSNs, and birth dates of 

individuals about whom information is 

maintained may be disclosed to the 

Social Security Administration to the 

extent necessary for verification of the 

information by the Social Security 

Administration. 

(7) Disclosure for Locating an 

Individual for Paternity Establishment 

or in Connection with a Support Order. 

Pursuant to 42 U.S.C. 653(j)(2), the 

results of a comparison between records 

in this system and the Federal Case 

Registry of Child Support Orders may be 

disclosed to the state IV–D child 

support enforcement agency responsible 

for the case for the purpose of locating 

an individual in a paternity 

establishment case or a case involving 

the establishment, modification or 

enforcement of a support order. 

(8) Disclosure to State Agencies 

Operating Specified Programs. 

Pursuant to 42 U.S.C. 653(j)(3), 

information may be disclosed to a state 

to the extent and with the frequency 

that the Secretary determines to be 

effective in assisting the state to carry 

out its responsibilities under child 

support programs operated under 42 

U.S.C. 651 through 669b (Title IV–D of 

the Social Security Act, Child Support 

and Establishment of Paternity), child 

and family services programs operated 

under 42 U.S.C. 621 through 629m 

(Title IV–B of the Social Security Act), 

Foster Care and Adoption Assistance 

programs operated under 42 U.S.C. 670 

through 679c (Title IV–E of the Social 

Security Act) and assistance programs 

funded under 42 U.S.C. 601 through 619 

(Title IV–A of the Social Security Act, 

Temporary Assistance for Needy 

Families). 

(9) Disclosure to the Commissioner of 

Social Security. 

Pursuant to 42 U.S.C. 653(j)(4), 

information may be disclosed to the 

Commissioner of Social Security for the 

purpose of verifying eligibility for Social 

Security Administration programs and 

administering such programs. 

(10) Disclosure for Authorized 

Research Purposes. 

Pursuant to 42 U.S.C. 653(j)(5), data in 

the NDNH, including information 

reported by employers pursuant to 42 

U.S.C. 653a(b), may be disclosed, 

without personal identifiers, for 

research purposes found by the 

Secretary to be likely to contribute to 

achieving the purposes of 42 U.S.C. 651 

through 669b (Title IV–D of the Social 

Security Act, Child Support and 

Establishment of Paternity) and 42 

U.S.C. 601 through 619 (Title IV–A of 

the Social Security Act, Temporary 

Assistance for Needy Families). 

(11) Disclosure to Secretary of 

Education for Collection of Defaulted 

Student Loans 

Pursuant to 42 U.S.C. 653(j)(6), the 

results of a comparison of information 

in this system with information in the 

custody of the Secretary of Education 

may be disclosed to the Secretary of 

Education for the purpose of collection 

of debts owed on defaulted student 

loans, or refunds on overpayments of 

grants, made under title IV of the Higher 

Education Act of 1965 (20 U.S.C. 1070 

et seq. and 42 U.S.C. 2751 et seq.) and, 

after removal of personal identifiers, for 

the purpose of conducting analyses of 

student loan defaults. 

(12) Disclosure to Secretary of 

Housing and Urban Development for 

Verification Purposes. 

Pursuant to 42 U.S.C. 653(j)(7), 

information regarding an individual 

participating in a housing assistance 

program (United States Housing Act of 

1937 (42 U.S.C. 1437 et seq.); 12 U.S.C. 

1701s, 1701q, 1715l(d)(3), 1715l(d)(5), 

1715z–1; or 42 U.S.C. 8013) may be 

disclosed to the Secretary of Housing 

and Urban Development for the purpose 

of verifying the employment and 

income of the individual and, after 

removal of personal identifiers, for the 

purpose of conducting analyses of the 

employment and income reporting of 

such individuals. 

(13) Disclosure to State 

Unemployment Compensation Agency 

for Program Purposes. 

Pursuant to 42 U.S.C. 653(j)(8), 

information on an individual for whom 

a state agency administering an 

unemployment compensation program 

under federal or state law has furnished 

the name and Social Security number, 

and information on such individual’s 

employer, may be disclosed to the state 

agency for the purposes of 

administering the unemployment 

compensation program. 

(14) Disclosure to Secretary of the 

Treasury for Debt Collection Purposes. 

Pursuant to 42 U.S.C. 653(j)(9), 

information pertaining to a person who 

owes the United States delinquent 

nontax debt and whose debt has been 

referred to the Secretary of the Treasury 

in accordance with 31 U.S.C. 3711(g), 

may be disclosed to the Secretary of the 

Treasury for purposes of collecting the 

debt. 

(15) Disclosure to State Agency for 

Food Stamp Program Purposes. 

Pursuant to 42 U.S.C. 653(j)(10), 

information on an individual and the 


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individual’s employer may be disclosed 

to a state agency responsible for 

administering a supplemental nutrition 

assistance program under the Food and 

Nutrition Act of 2008 (7 U.S.C. 2011 et 

seq.) for the purposes of administering 

the program. 

(16) Disclosure to the Secretary of 

Veterans Affairs for Verification 

Purposes. 

Pursuant to 42 U.S.C. 653(j)(11), 

information about an individual 

applying for or receiving the following 

benefits, compensation or services may 

be disclosed to the Secretary of Veterans 

Affairs for the purpose of verifying the 

employment and income of the 

individual and, after removal of 

personal identifiers, to conduct analyses 

of the employment and income 

reporting of such individuals: (i) Needsbased pension benefits provided under 

38 U.S.C. chapter 15, or under any other 

law administered by the Secretary of 

Veterans Affairs; (ii) parents’ 

dependency and indemnity 

compensation provided under 38 U.S.C. 

1315; (iii) health care services furnished 

under subsections 38 U.S.C. 

1710(a)(2)(G), (a)(3), (b); or (iv) 

compensation paid under 38 U.S.C. 

chapter 11, at the 100 percent rate based 

solely on unemployability and without 

regard to the fact that the disability or 

disabilities are not rated as 100 percent 

disabling under the rating schedule. 

(17) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate federal, state, local, tribal, 

or foreign agency responsible for 

identifying, investigating, and 

prosecuting, noncustodial parents who 

knowingly fail to pay their support 

obligations and meet the criteria for 

Federal prosecution under 18 U.S.C. 

228. The information must be relevant 

to the violation of criminal nonsupport, 

as stated in the Deadbeat Parents 

Punishment Act, 18 U.S.C. 228 and the 

disclosure must be compatible with the 

purpose for which the records were 

collected. 

(18) Disclosure to Department of 

Justice or in Proceedings. 

Records may be disclosed to support 

the Department of Justice, or in a 

proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, 

is a party to litigation or has an interest 

in such litigation, and the use of such 

records by the Department of Justice or 

the court or adjudicative body is 

deemed by HHS to be relevant and 

necessary to the litigation; provided, 

however, that in each case it has been 

determined that the disclosure is 

compatible with the purpose for which 

the records were collected. 

(19) Disclosure to Congressional 

Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(20) Disclosure to Contractor to 

Perform Duties. 

Records may be disclosed to a 

contractor performing or working on a 

contract for HHS and who has a need to 

have access to the information in the 

performance of its duties or activities for 

HHS in accordance with law and with 

the contract. 

(21) Disclosure in the Event of a 

Security Breach. 

Records may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

DISCLOSURE TO CONSUMER REPORTING

AGENCIES: 

None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records in the NDNH are stored 

electronically at the Social Security 

Administration’s National Computer 

Center and the OCSE Data Facility. 

Historical logs and system backups are 

stored off-site at an alternate location. 

RETRIEVABILITY: 

Records maintained in the NDNH are 

retrieved by the SSN (or TIN) of the 

individual to whom the record pertains. 

Records collected and disseminated 

from employers and other income 

sources are retrieved by state FIPS codes 

and employer identification numbers, 

and records collected and disseminated 

from state IV–D child support 

enforcement agencies are retrieved by 

state FIPS codes. 

SAFEGUARDS: 

Specific administrative, technical and 

physical controls are in place to ensure 

that the records collected and 

maintained in the NDNH are secure 

from unauthorized access. Access to the 

records is restricted to authorized 

personnel who are advised of the 

confidentiality of the records and the 

civil and criminal penalties for misuse 

and who sign a nondisclosure oath to 

that effect. Personnel are provided 

privacy and security training before 

being granted access to the records and 

annually thereafter. 

Logical access controls are in place to 

limit access to the records to authorized 

personnel and to prevent browsing. The 

records are processed and stored in a 

secure environment. All records are 

stored in an area that is physically safe 

from access by unauthorized persons at 

all times. 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

Records maintained in the NDNH are 

retained for 24 months after the date of 

entry and then deleted from the 

database pursuant to 42 U.S.C. 

653(i)(2)(A). In accordance with 42 

U.S.C. 653(i)(2)(B), OCSE shall not have 

access for child support enforcement 

purposes to quarterly wage and 

unemployment insurance information 

in the NDNH if 12 months have elapsed 

since the information is provided by a 

State Directory of New Hires pursuant to 

42 U.S.C. 653A(g)(2)(B) and there has 

not been a match resulting from the use 

of such information in any information 

comparison. Notwithstanding these 

retention and disposal requirements, 

OCSE may retain such samples of data 

entered into the NDNH as OCSE may 

find necessary to assist in carrying out 

its responsibility to provide access to 

data in the NDNH for research purposes 

found by OCSE to be likely to contribute 

to achieving the purposes of Part A or 

Part D of title IV of the Act, but without 

personal identifiers, pursuant to 42 

U.S.C. 653(i)(2)(C), (j)(5). Samples are 

retained only so long as necessary to 

complete such research. (1) Input 

records for authorized matching to 

obtain NDNH information and (2) 

records pertaining to income 

withholding collected and disseminated 

by OCSE are retained for 60 days. Audit 

logs including information such as 

employer identification numbers, FIPS 

code numbers, document tracking 

numbers, case identification numbers 

and order identifier are retained up to 

5 years. 


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SYSTEM MANAGER AND ADDRESS: 

Director, Division of Federal Systems, 

Office of Automation and Program 

Operations, Office of Child Support 

Enforcement, Administration for 

Children and Families, 370 L’Enfant 

Promenade 4th Floor East SW., 

Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about them should address 

written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed by the individual to whom such 

information pertains. The requester’s 

letter must provide sufficient particulars 

to enable the System Manager to 

distinguish between records on subject 

individuals with the same name. 

Verification of identity as described in 

HHS’s Privacy Act regulations may be 

required. 45 CFR 5b.5. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about them in this system of records 

should address written inquiries to the 

System Manager. The request should 

include the name, telephone number 

and/or email address, SSN, and address 

of the individual, and should be signed 

by the individual to whom such 

information pertains. The requester’s 

letter must provide sufficient particulars 

to enable the System Manager to 

distinguish between records on subject 

individuals with the same name. 

Verification of identity as described in 

HHS’s Privacy Act regulations may be 

required. 45 CFR 5b.5. 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about them in this system of records 

should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes is not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5. 

RECORD SOURCE CATEGORIES: 

Information is obtained from 

departments, agencies, or 

instrumentalities of the United States or 

any state, from entities authorized to 

match to receive NDNH information, 

and from employers and other income 

sources. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

System Number: 09–80–0383 

SYSTEM NAME: 

OCSE Debtor File, HHS/ACF/OCSE 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

National Computer Center, Social 

Security Administration, Baltimore, 

Maryland 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals owing past-due child 

support, as indicated by a state agency 

administering a child support 

enforcement program pursuant to 42 

U.S.C. 651 through 669b (Title IV, Part 

D, of the Social Security Act) are 

covered by this system. 

Additional individuals whose records 

are contained in input files for 

authorized matching with records in 

this system are also covered by this 

system. These additional individuals 

include those claiming or receiving 

income or benefits, such as workers’ 

compensation or insurance claims, 

settlements, awards, and payments. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

(1) Records pertaining to individuals 

owing past-due child support, as 

indicated by a state agency 

administering a child support 

enforcement program, including the 

name, Social Security Number (SSN) or 

Taxpayer Identification Number (TIN), 

of such individual, the amount of pastdue child support owed by the 

individual, adjustments to such amount, 

information on each enforcement 

remedy applicable to the individual to 

whom the record pertains, as indicated 

by a state IV–D child support 

enforcement agency; the amount of pastdue support collected as a result of each 

such remedy; and a history of updates 

by the state agency to the records. 

(2) Records of the results of a 

comparison between records in the 

Debtor File pertaining to individuals 

owing past-due child support and 

information maintained by the Secretary 

of the Treasury concerning the 

following amounts payable to such 

individuals: Refunds of federal taxes; 

salary, wage and retirement benefits; 

income and benefits information; 

vendor payments and expense 

reimbursement payments and travel 

payments; and information pertaining to 

the collection of those amounts by state 

child support enforcement agencies. 

(3) Records of the results of a 

comparison between records in the 

Debtor File pertaining to individuals 

owing past-due child support and 

information provided by a financial 

institution doing business in two or 

more states, including the name, record 

address, SSN (or TIN), or other 

identifying number of each such 

individual and information about any 

account, held by the individual and 

maintained at such institution, 

including the amounts to withhold from 

the account, date of withholding of the 

amounts, and other information 

pertaining to the placement of a lien or 

levy by a state child support 

enforcement agency on the account. 

(4) Records pertaining to individuals 

claiming or receiving periodic or lumpsum workers’ compensation payments 

(including name, record address, SSN 

(or TIN), claim numbers, and workers’ 

compensation insurers) which are 

furnished by a workers’ compensation 

agency and records of the results of a 

comparison between those records and 

records in the Debtor File pertaining to 

individuals owing past-due child 

support. 

(5) Records pertaining to individuals 

whose information is maintained by an 

insurer (or its agent) concerning 

insurance claims, settlements, awards, 

and payments and the results of a 

comparison between records in the 

Debtor File pertaining to individuals 

owing past-due child support and 

income and benefits information, 

including lump sum payment 

information and information maintained 

by insurers (or their agents) concerning 

insurance claims, settlements, awards, 

and payments and information 

pertaining to state child support 

enforcement agency withholding of 

these amounts. 

(6) Records pertaining to individuals 

claiming or receiving other periodic or 

lump-sum state or federal benefits or 

other income and match results between 

those individuals and individuals owing 

past-due support. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 652, 653, 664, and 666. 

PURPOSE(S): 

The primary purpose of the Debtor 

File is to improve states’ abilities to 

collect past-due child support. The 


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Debtor File facilitates OCSE’s execution 

of its responsibility to perform the 

following duties: Transmit to the 

Secretary of State a certification by a 

state IV–D child support agency that an 

individual owes arrearages of child 

support in an amount exceeding $2,500 

for action (with respect to denial, 

revocation or limitation of passports) 

pursuant to 42 U.S.C. 652(k)(1); through 

the Federal Parent Locator Service 

(FPLS), to aid state IV–D agencies and 

financial institutions doing business in 

two or more states in operating a data 

match system pursuant to 42 U.S.C. 

652(l) (see also 42 U.S.C. 

666(a)(17)(A)(i)) and to aid in the 

transmission of information pertaining 

to a lien or levy of financial institution 

accounts located as a result of that data 

match system authorized under 42 

U.S.C. 652(a)(7), 666(c)(1)(G), and 

666(c)(1)(G)(ii); through the FLPS, to 

compare information regarding 

individuals owing past-due support 

with income and benefits information of 

such individuals, including lump sum 

payment information, and furnish 

information resulting from the data 

matches to the state agencies 

responsible for collecting child support 

from the individuals pursuant to 42 

U.S.C. 652(a)(7), 653(a)(2), 666(a)(4) and 

666(c)(1)(G); through the FPLS, to 

compare information regarding 

individuals owing past-due support 

with specified information maintained 

by insurers (or their agents) and furnish 

information resulting from the data 

matches to the state agencies 

responsible for collecting child support 

from the individuals pursuant to 42 

U.S.C. 652(l) (to be redesignated 

§ 652(m)); to assist the Secretary of the 

Treasury in withholding from refunds of 

federal taxes paid an amount owed by 

an individual owing past-due child 

support pursuant to 42 U.S.C. 664; and 

to assist state IV–D child support 

enforcement agencies in the collection 

of past-due child support through the 

administrative offset of certain federal 

payments pursuant to the Debt 

Collection Improvement Act of 1996 

(Pub. L. 104–134), Executive Order 

13019, and 31 CFR part 285; and to 

improve states’ abilities to collect pastdue and current support from 

individuals who are owed workers’ 

compensation benefits pursuant to 42 

U.S.C. 653(e)(1); 666(a)(1)(A), (b)(1) and 

(8), and (c)(1)(F) and (G); and 

653(b)(1)(B). OCSE operates the FPLS 

pursuant to 42 U.S.C. 652(a)(9) and 42 

U.S.C. 653(a)(1). 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances under which ACF may 

disclose information from this system of 

records without the consent of the data 

subject. Each proposed disclosure of 

information under these routine uses 

will be evaluated to ensure that the 

disclosure is legally permissible, 

including but not limited to ensuring 

that the purpose of the disclosure is 

compatible with the purpose for which 

the information was collected. Any 

information defined as ‘‘return’’ or 

‘‘return information’’ under 26 U.S.C. 

6103 (Internal Revenue Code) will not 

be disclosed unless authorized by a 

statute, the Internal Revenue Service 

(IRS) or IRS regulations. 

(1) Disclosure to the Treasury to 

Withhold Past-Due Support. 

Pursuant to 42 U.S.C. 664 and the 

Debt Collection Improvement Act of 

1996 (Pub. L. 104–134), information 

pertaining to an individual owing pastdue child support may be disclosed to 

the Secretary of the Treasury for the 

purpose of withholding the past-due 

support from amounts payable as 

refunds of federal taxes; salary, wage 

and retirement payments; vendor 

payments; and expense reimbursement 

payments and travel payments. 

(2) Disclosure to State Department for 

Passport Purposes. 

Pursuant to 42 U.S.C. 652(k), 

information pertaining to an individual 

owing past-due child support in a 

specified amount, as certified by a state 

child support enforcement agency, may 

be disclosed to the Secretary of State for 

the purpose of revoking, restricting, 

limiting, or denying a passport to the 

individual. 

(3) Disclosure to Financial Institution 

to Collect Past-Due Support. 

Pursuant to 42 U.S.C. 652(l), 

information pertaining to an individual 

owing past-due child support may be 

disclosed to a financial institution doing 

business in two or more states to 

identify an individual who maintains an 

account at the institution for the 

purpose of collecting past-due support. 

Information pertaining to requests by 

the state child support enforcement 

agencies for the placement of a lien or 

levy of such accounts may also be 

disclosed. 

(4) Disclosure to Insurer to Collect 

Past-Due Support. 

Pursuant to 42 U.S.C. 652(l) (to be 

redesignated (m)), information 

pertaining to an individual owing pastdue child support may be disclosed to 

an insurer (or its agent) to identify an 

individual with an insurance claim, 

settlement, award or payment for the 

purpose of collecting past-due support. 

(5) Disclosure to Workers’ 

Compensation Agencies to Collect 

Current and Past-Due Support. 

Pursuant to 42 U.S.C. 653(e)(1); 

666(a)(1)(A), (b)(1) and (8), and (c)(1)(F) 

and (G), information pertaining to an 

individual owing past-due child support 

may be disclosed to a workers’ 

compensation agency to identify an 

individual who is applying for or 

receiving periodic or lump-sum 

workers’ compensation for the purpose 

of collecting current and past-due 

support. 

(6) Disclosure of Treasury Information 

to State Child Support Enforcement 

Agency of Comparison Information for 

Assistance in Collecting Past-Due 

Support. 

Pursuant to 42 U.S.C. 664 and the 

Debt Collection Improvement Act 1996 

(Pub. L. 104–134), the results of a 

comparison of information pertaining to 

an individual owing past-due child 

support and information maintained by 

the Secretary of Treasury pertaining to 

amounts payable to the individual for 

refunds of federal taxes; salary, wage 

and retirement benefits; vendor 

payments; expense reimbursement 

payments; or travel payments may be 

disclosed to a state IV–D child support 

agency for the purpose of assisting state 

agencies in collecting past-due support. 

(7) Disclosure of Financial Institution 

Information to State Child Support 

Enforcement Agency of Comparison 

Information for Assistance in Collecting 

Past-Due Support. 

Pursuant to 42 U.S.C. 652(l), the 

results of a comparison between 

information pertaining to an individual 

owing past-due child support and 

information provided by multistate 

financial institutions may be disclosed 

to a state child support enforcement 

agency for the purpose of assisting state 

agencies-in collecting past-due support. 

Information pertaining to responses to 

requests by the state child support 

enforcement agencies for the placement 

of a lien or levy of such accounts may 

also be disclosed. 

(8) Disclosure of Insurance 

Information to State Child Support 

Enforcement Agency for Assistance in 

Collecting Past-Due Support. 

Pursuant to 42 U.S.C. 652(l) (to be 

redesignated subsection (m)), the results 

of a comparison between information 

pertaining to an individual owing pastdue child support and information 

maintained by an insurer (or its agent) 

concerning insurance claims, 

settlements, awards, and payments may 

be disclosed to a state IV–D child 

support enforcement agency for the 


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purpose of assisting state agencies in 

collecting past-due support. 

(9) Disclosure of Workers’ 

Compensation Information to State 

Child Support Enforcement Agency for 

Assistance in Collecting Past-Due and 

Current Support. 

Pursuant to 42 U.S.C. 653(b)(1)(B), the 

results of a comparison between the 

information pertaining to an individual 

owing past-due child support and 

information maintained by a workers’ 

compensation agency concerning 

workers’ compensation payments may 

be disclosed to a state IV–D child 

support enforcement agency for the 

purpose of assisting states in collecting 

past-due support and any current 

support owed by the individual. 

(10) Disclosure of Income and 

Benefits Information to State Child 

Support Enforcement Agency for 

Assistance in Collecting Past-Due and 

Current Support. 

Pursuant to 42 U.S.C. 652(a)(7), 

653(a)(2), 666(a)(4) and 666(c)(1)(G), the 

results of a comparison between the 

information pertaining to an individual 

owing past-due child support and 

income and benefits information of such 

individuals, including lump sum 

payment information, may be disclosed 

for the purpose of assisting states in 

collecting past-due support and any 

current support owed by the individual. 

(11) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate federal, state, local, tribal, 

or foreign agency responsible for 

identifying, investigating, and 

prosecuting noncustodial parents who 

knowingly fail to pay their support 

obligations and meet the criteria for 

federal prosecution under 18 U.S.C. 228. 

The information must be relevant to the 

violation of criminal nonsupport, as 

stated in the Deadbeat Parents 

Punishment Act, 18 U.S.C. 228 and the 

disclosure must be compatible with the 

purpose for which the records were 

collected. 

(12) Disclosure to Department of 

Justice or in Proceedings. 

Information may be disclosed to 

support the Department of Justice, or in 

a proceeding before a court, or 

adjudicative body, or other 

administrative body before which HHS 

is authorized to appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components, is 

a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

the court or other adjudicative body is 

deemed by HHS to be relevant and 

necessary to the litigation; provided, 

however, that in each case it has been 

determined that the disclosure is 

compatible with the purpose for which 

the records were collected. 

(13) Disclosure to Contractor to 

Perform Duties. 

Information may be disclosed to a 

contractor performing or working on a 

contract for HHS and who has a need to 

have access to the information in the 

performance of its duties or activities for 

HHS in accordance with law and with 

the contract. 

(14) Disclosure to Congressional 

Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(15) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

DISCLOSURE TO CONSUMER REPORTING

AGENCIES: 

None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records in the Debtor File are stored 

electronically at the Social Security 

Administration’s National Computer 

Center. Historical logs and system 

backups are stored offsite at an alternate 

location. 

RETRIEVABILITY: 

Records maintained in the Debtor File 

are retrieved by the SSN or TIN of the 

individual to whom the record pertains; 

provided, however, that for the purpose 

of comparing information in the Debtor 

File with information provided by 

workers’ compensation agencies or 

insurers (or their agents), records in the 

Debtor File may be retrieved by the 

name of the individual and either the 

date of birth or the address of the 

individual. For the purpose of collecting 

and disseminating information provided 

by state child support agencies and 

financial institutions, information is 

retrieved by the FEIN of the financial 

institution and the state FIPS code of 

the state child support agency and, 

where requested, by the state child 

support case identification number. 

SAFEGUARDS: 

Specific administrative, technical and 

physical controls are in place to ensure 

that the records collected and 

maintained in the Debtor File are secure 

from unauthorized access. Access to the 

records is restricted to authorized 

personnel who are advised of the 

confidentiality of the records and the 

civil and criminal penalties for misuse 

and who sign a nondisclosure oath to 

that effect. Personnel are provided 

privacy and security training before 

being granted access to the records and 

annually thereafter. 

Logical access controls are in place to 

limit access to the records to authorized 

personnel and to prevent browsing. The 

records are processed and stored in a 

secure environment. All records are 

stored in an area that is physically safe 

from access by unauthorized persons at 

all times. 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

Records maintained in the Debtor File 

are retained until the IV–D child 

support case is in deleted status and 

there has been no activity on the case 

for seven years and are then deleted. 

Records pertaining to a financial 

institution or an insurer (or its agent) are 

retained for 60 days and are then 

deleted; provided, however, that after 

removal of personal identifiers, the 

results of a comparison may be retained 

for such period necessary to conduct 

analyses for the purpose of estimating 

potential collections of past-due support 

by state child support enforcement 

agencies and are then deleted. OCSE 

retains information furnished by 

workers’ compensation agencies for 

only a period necessary to complete the 

processing of the file, not to exceed 60 

days from the date OCSE received the 

file. A copy of response file records 

provided to state child support 

enforcement agencies is retained by 

OCSE for 60 days and is then deleted. 

A copy of records matched is retained 

by OCSE for the purpose of 

electronically filtering and suppressing 

the transmission of redundant 

information for one year and is then 

deleted. 


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SYSTEM MANAGER AND ADDRESS: 

Director, Division of Federal Systems, 

Office of Automation and Program 

Operations, Office of Child Support 

Enforcement, Administration for 

Children and Families, Department of 

Health and Human Services, 370 

L’Enfant Promenade 4th Floor East SW., 

Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about them should address 

written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about them in this system of records 

should address written inquiries to the 

System Manager. The request should 

include the name, telephone number 

and/or email address, SSN, and address 

of the individual, and should be signed. 

The requester’s letter must provide 

sufficient particulars to enable the 

System Manager to distinguish between 

records on subject individuals with the 

same name. Verification of identity as 

described in HHS’s Privacy Act 

regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about themselves in this system of 

records should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed; (2) identify the system 

of records that the individual believes 

includes his or her records or otherwise 

provide enough information to enable 

the identification of the individual’s 

record; (3) identify the information that 

the individual believes is not accurate, 

relevant, timely, or complete; (4) 

indicate what corrective action is 

sought; and (5) include supporting 

justification or documentation for the 

requested amendment. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

RECORD SOURCE CATEGORIES: 

Information is obtained from 

departments, agencies, or 

instrumentalities of the United States or 

any state and from multistate financial 

institutions and insurers (or their 

agents). 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

System Number: 09–80–0385 (formerly 

09–80–0202) 

SYSTEM NAME: 

OCSE Federal Case Registry of Child 

Support Orders (FCR), HHS/ACF/OCSE 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

National Computer Center, Social 

Security Administration, Baltimore, 

Maryland; OCSE Data Facility, 

Manassas, Virginia 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals involved in child support 

cases in which services are being 

provided by the state IV–D child 

support agencies, and/or individuals 

who are subject to child support orders 

established or modified on or after 

October 1, 1998, and the children of 

such individuals. Individuals whose 

information is collected and/or 

disseminated through the system, as 

part of authorized technical assistance 

or matching, including but not limited 

to individuals involved in a child and 

family services’ program provided by 

the state IV–B agency, and individuals 

involved in a state IV–E foster care and 

adoption assistance program and 

programs administered by other 

authorized agencies and entities 

specified in the routine uses of records 

maintained in this system. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The FCR maintains, collects, and 

disseminates several categories of 

records. The FCR collects and maintains 

records provided by state child support 

registries. These records include 

abstracts of support orders and 

information from child support cases. 

The records may include the following 

information: Name, Social Security 

number (SSN), state case identification 

number, state Federal Information 

Processing Standard (FIPS) code, county 

code, case type (cases in which services 

are being provided by the state child 

support agencies under Title IV–D of the 

Social Security Act and those cases in 

which services are not being provided 

by the state child support agencies), sex, 

date of birth, mother’s maiden name, 

father’s name, participant type 

(custodial party, non-custodial parent, 

putative father, child), family violence 

indicator (domestic violence or child 

abuse), order indicator, locate request 

type, and requested locate source. These 

records are maintained within the FCR 

and are regularly compared (matched) to 

the National Directory of New Hires 

(NDNH) and other federal agencies’ 

databases to locate information for the 

state child support agencies or other 

authorized persons. 

State child support agencies and other 

authorized persons can directly request 

information (referred to as locate 

requests) from the FPLS, which includes 

the FCR system of records, and the 

National Directory of New Hires system 

of records. The FPLS must seek the 

requested information from other 

federal agencies. When state child 

support agencies or other authorized 

persons request information from the 

FPLS, the request is transmitted to the 

FPLS via the FCR. Upon receipt of such 

requests, or as a result of the regular 

comparisons of the FCR with the NDNH 

and other agencies’ databases, the 

records located pertaining to the 

requests are disseminated to the 

requestor via the FCR. The records 

collected and disseminated, depending 

upon the requestor’s specific authority, 

may include information retrieved from 

the FCR, from the NDNH, or from other 

federal or state agencies. Records from 

the NDNH and other agencies 

disseminated through the FCR may 

include categories of information such 

as name, SSN (or TIN), address, phone 

number, employer, employment status 

and wages, retirement status and pay, 

assets, military status and pay, federal 

benefits status and amount, 

representative payees, unemployment 

status and amount, children’s health 

insurance, incarceration status, financial 

institution accounts, assets, and date of 

death. The FCR also contains 

information related to those categories 

of records; for example, the date of 

receipt of federal benefits. 

Additional categories of information 

include those contained in the following 

documents: judicial or administrative 

orders pertaining to child support and 

medical support; an administrative 

subpoena; an affidavit in support of 

establishing paternity; a financial 

statement; a medical support notice; a 

notice of a lien; and an income 

withholding notice. The FCR also 

maintains: (1) Records (logs) of 

transactions involving the receipt of 

requests and the dissemination of 

requested information; (2) copies of the 

disseminated information for audit 


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purposes; and (3) copies of certain 

disseminated information for the 

purpose of electronically filtering and 

suppressing the transmission of 

redundant information. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 652(a)(7) and (9), 653(a)(1), 

(h), and (j)(3) 

PURPOSE(S): 

The Office of Child Support 

Enforcement (OCSE) uses the FCR 

primarily to assist states in 

administering programs under 42 U.S.C. 

651 to 669b (Title IV–D of the Social 

Security Act, Child Support and 

Establishment of Paternity) and 

programs funded under 42 U.S.C. 601 to 

619 (Title IV–A of the Social Security 

Act, Temporary Assistance for Needy 

Families). Additional purposes are 

specified in sections 453 and 463 of the 

Social Security Act. (42 U.S.C. 653, 

663). 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES: 

These routine uses specify 

circumstances under which ACF may 

disclose information from this system of 

records without the consent of the data 

subject. Each proposed disclosure of 

information under these routine uses 

will be evaluated to ensure that the 

disclosure is legally permissible, 

including but not limited to ensuring 

that the purpose of the disclosure is 

compatible with the purpose for which 

the information was collected. If any 

record contains a ‘‘family violence 

indicator’’ associated to the record by 

state child support agencies, if there is 

reasonable evidence of domestic 

violence or child abuse and disclosure 

could be harmful to the party or the 

child, the record may only be disclosed 

as determined by a court as provided in 

42 U.S.C. 653(b)(2). 

Any information defined as ‘‘return’’ 

or ‘‘return information’’ under 26 U.S.C. 

6103 (Internal Revenue Code) will not 

be disclosed unless authorized by a 

statute, the Internal Revenue Service 

(IRS) or IRS regulations. 

(1) Disclosure for Child Support 

Purposes. 

Pursuant to 42 U.S.C. 653(a)(2), 

653(b)(1)(A), and 653(c), information 

about the location of an individual or 

information that would facilitate the 

discovery of the location of an 

individual may be disclosed, upon 

request filed in accordance with law, to 

an ‘‘authorized person,’’ as defined in 

42 U.S.C. 653(c), for the purpose of 

establishing parentage or establishing, 

setting the amount of, modifying or 

enforcing child support obligations. 

Information disclosed may include 

information about an individual’s wages 

(or other income) from, and benefits of, 

employment, and information on the 

type, status, location, and amount of any 

assets of, or debts owed by or to, the 

individual. 

(2) Disclosure to any Department, 

Agency, or Instrumentality of the United 

States or of any State to Locate an 

Individual or Information Pertaining to 

an Individual. 

Pursuant to 42 U.S.C. 653(e)(1), 

information from the FCR (names and 

SSNs) may be disclosed to any 

department, agency, or instrumentality 

of the United States or of any state on 

order to obtain information for an 

‘‘authorized person’’ as defined in 42 

U.S.C. 653(c) which pertains to an 

individual’s location, wages (or other 

income) from, and benefits of, 

employment (including rights to or 

enrollment in group health care 

coverage); or the type, status, location, 

and amount of any assets of, or debts 

owed by or to, the individual. 

(3) Disclosure for Purposes Related to 

the Unlawful Taking or Restraint of a 

Child or Child Custody or Visitation. 

Pursuant to 42 U.S.C. 653(b)(1)(A), 

upon request of an ‘‘authorized person,’’ 

as defined in 42 U.S.C. 663(d)(2), or 

upon request of the Department of 

Justice, Office of Juvenile Justice and 

Delinquency Prevention, pursuant to 42 

U.S.C. 663(f), information as to the most 

recent address and place of employment 

of a parent or child may be disclosed for 

the purpose of enforcing any state or 

federal law with respect to the unlawful 

taking or restraint of a child or making 

or enforcing a child custody or 

visitation determination. 

(4) Disclosure to the Social Security 

Administration for Verification. 

Pursuant to 42 U.S.C. 653(j)(1), the 

names, SSNs, and birth dates of 

individuals about who information is 

maintained may be disclosed to the 

Social Security Administration to the 

extent necessary for verification of the 

information by the Social Security 

Administration. 

(5) Disclosure for Locating an 

Individual for Paternity Establishment 

or in Connection with a Support Order. 

Pursuant to 42 U.S.C. 653(j)(2)(B), the 

results of a comparison between records 

in this system and the National 

Directory of New Hires may be 

disclosed to the state IV–D child 

support enforcement agency responsible 

for the case for the purpose of locating 

an individual in a paternity 

establishment case or a case involving 

the establishment, modification, or 

enforcement of a support order. 

(6) Disclosure to State Agencies 

Operating Specified Programs. 

Pursuant to 42 U.S.C. 653(j)(3), 

information may be disclosed to a state 

to the extent and with the frequency 

that the Secretary determines to be 

effective in assisting the state to carry 

out its responsibilities under child 

support programs operated under 42 

U.S.C. 651 through 669b (Title IV–D of 

the Social Security Act, Child Support 

and Establishment of Paternity), child 

and family services programs operated 

under 42 U.S.C. 621 through 629m 

(Title IV–B of the Social Security Act), 

Foster Care and Adoption Assistance 

programs operated under 42 U.S.C. 670 

through 679c (Title IV–E of the Social 

Security Act) and assistance programs 

funded under 42 U.S.C. 601 through 619 

(Title IV–A of the Social Security Act, 

Temporary Assistance for Needy 

Families). 

(7) Disclosure to Department of State 

under International Child Abduction 

Remedies Act. 

Pursuant to 42 U.S.C. 653(b)(1) and 

663(e), the most recent address and 

place of employment of a parent or 

child may be disclosed upon request to 

the Department of State, in its capacity 

as the Central Authority designated in 

accordance with section 7 of the 

International Child Abduction Remedies 

Act, 42 U.S.C. 11601 et seq., for the 

purpose of locating the parent or child 

on behalf of an applicant. 

(8) Disclosure to Secretary of the 

Treasury for Certain Tax Purposes. 

Pursuant to 42 U.S.C. 653(h)(3), 

information may be disclosed to the 

Secretary of Treasury for the purpose of 

administering sections of the Internal 

Revenue Code which grant tax benefits 

based on support or residence of 

children. 

(9) Disclosure for Authorized 

Research Purposes. 

Pursuant to 42 U.S.C. 653(j)(5), data in 

the FCR may be disclosed, without 

personal identifiers, for research 

purposes found by the Secretary to be 

likely to contribute to achieving the 

purposes of 42 U.S.C. 651 through 669b 

(Title IV–D of the Social Security Act, 

Child Support and Establishment of 

Paternity) and 42 U.S.C. 601 through 

619 (Title IV–A of the Social Security 

Act, Temporary Assistance for Needy 

Families). 

(10) Disclosure to a Foreign 

Reciprocating Country for Child 

Support Purposes. 

Pursuant to 42 U.S.C. 653(a)(2) and 

659a(c)(2), information on the State of 

residence of an individual sought for 

support enforcement purposes in cases 

involving residents of the United States 

and residents of foreign countries that 


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are the subject of a declaration may be 

disclosed to a foreign reciprocating 

country. 

(11) Disclosure for Law Enforcement 

Purpose. 

Information may be disclosed to the 

appropriate federal, state, local, tribal, 

or foreign agency responsible for 

identifying, investigating, and 

prosecuting noncustodial parents who 

knowingly fail to pay their support 

obligations and meet the criteria for 

federal prosecution under 18 U.S.C. 228. 

The information must be relevant to the 

violation of criminal nonsupport, as 

stated in the Deadbeat Parents 

Punishment Act, 18 U.S.C. 228 and the 

disclosure must be compatible with the 

purpose for which the records were 

collected. 

(12) Disclosure to Congressional 

Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(13) Disclosure to Department of 

Justice or in Proceedings. 

Information may be disclosed to 

support the Department of Justice, or in 

a proceeding before a court, adjudicative 

body, or other administrative body 

before which HHS is authorized to 

appear, when: 

• HHS, or any component thereof; or 

• Any employee of HHS in his or her 

official capacity; or 

• Any employee of HHS in his or her 

individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• The United States, if HHS 

determines that litigation is likely to 

affect HHS or any of its components, is 

a party to litigation or has an interest in 

such litigation, and the use of such 

records by the Department of Justice or 

HHS is deemed by HHS to be relevant 

and necessary to the litigation provided, 

however, that in each case it has been 

determined that the disclosure is 

compatible with the purpose for which 

the records were collected. 

(14) Disclosure to Contractor to 

Perform Duties. 

Information may be disclosed to a 

contractor performing or working on a 

contract for HHS and who has a need to 

have access to the information in the 

performance of its duties or activities for 

HHS in accordance with law and with 

the contract. 

(15) Disclosure in the Event of a 

Security Breach. 

Information may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

(16) Disclosure to Consumer 

Reporting Agencies. 

None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are stored electronically at 

the Social Security Administration’s 

National Computer Center and the 

OCSE Data Facility. Historical logs and 

system backups are stored offsite at an 

alternate location. 

RETRIEVABILITY: 

Records are retrieved by an 

identification number assigned to a 

child support case by the state child 

support enforcement agency, an SSN or 

TIN of an individual, a transaction serial 

number, or by a name and date of birth 

of an individual. 

SAFEGUARDS: 

Specific administrative, technical and 

physical controls are in place to ensure 

that the records collected and 

maintained in the FCR are secure from 

unauthorized access. Access to the 

records is restricted to authorized 

personnel who are advised of the 

confidentiality of the records and the 

civil and criminal penalties for misuse 

and who sign a nondisclosure oath to 

that effect. Personnel are provided 

privacy and security training before 

being granted access to the records and 

annually thereafter. Logical access 

controls are in place to limit access to 

the records to authorized personnel and 

to prevent browsing. The records are 

processed and stored in a secure 

environment. All record are stored in an 

area that is physically safe from access 

by unauthorized persons at all times. 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

(1) Records provided from state child 

support agencies. 

(a) Electronic records furnished by the 

state child support agency containing 

child support case and order 

information (input files) are retained for 

60 days and then deleted. 

(b) State agency records (as posted to 

the FCR) remain within the FCR until 

removed, upon notification by the state 

agency that the case is closed, provided 

that, upon request, a sample may be 

retained for research purposes found by 

OCSE to be likely to contribute to 

achieving the purposes of child support 

programs or the TANF program, but 

without personal identifiers. 

(c) Records pertaining to closed cases 

are archived on the fiscal year basis and 

retained for two years. Family violence 

indicators are removed from the 

individual’s record, upon request by the 

state that initiated the indicator. 

(2) Locate requests and match results. 

(a) Locate requests submitted by state 

child support agencies and other 

authorized persons and match results 

are retained for 60 days and are then 

deleted. 

(b) Audit trail records of locate 

requests and disclosures of match 

results pursuant to those requests, 

which include indications of which 

federal agencies were contacted for 

locate information, whether information 

was located, and the type(s) of 

information returned to the requesting 

entity, are archived once a year based on 

the fiscal year. The records are retained 

for two completed fiscal years and then 

destroyed. These records indicate the 

type of information located for the 

authorized user, not the information 

itself. 

(3) Match results generated as a result 

of FCR-to-FCR comparisons which 

locate individuals who are participants 

in child support cases or orders in more 

than one state are transmitted to the 

relevant states. Copies of FCR-to-FCR 

match results are retained for 60 days 

and then deleted. 

(4) Any record relating or potentially 

relating to a fraud or abuse investigation 

or a pending or ongoing legal action, 

including a class action, is retained 

until conclusion of the investigation or 

legal action. 

(5) Copies of the FCR records 

transmitted to the Secretary of the 

Treasury for the purpose of 

administering sections of the Internal 

Revenue Code which grant tax benefits 

based on support or residence of 

children (routine use 8) are retained for 

one year and then deleted. 

(6) Records collected or disseminated 

for technical assistance to child support 

agencies or other authorized agencies or 

entities are retained for 60 days to five 

years, and audit data is retained for a 

period of up to two years. 

SYSTEM MANAGER AND ADDRESS: 

Director, Division of Federal Systems, 

Office of Automation and Program 

Operations, Office of Child Support 

Enforcement, Administration for 

Children and Families, Department of 


tkelley on DSK3SPTVN1PROD with NOTICES2
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Health and Human Services, 370 

L’Enfant Promenade SW., 4th Floor 

East, Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about them should address 

written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed by the individual to whom such 

information pertains. The requester’s 

letter must provide sufficient particulars 

to enable the System Manager to 

distinguish between records on subject 

individuals with the same name. 

Verification of identity as described in 

HHS’s Privacy Act regulations may be 

required. 45 CFR 5b.5. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about them in this system of records 

should address written inquiries to the 

System Manager. The request should 

include the name, telephone number 

and/or email address, SSN, and address 

of the individual, and should be signed 

by the individual to whom such 

information pertains. The requester’s 

letter must provide sufficient particulars 

to enable the System Manager to 

distinguish between records on subject 

individuals with the same name. 

Verification of identity as described in 

HHS’s Privacy Act regulations may be 

required. 45 CFR 5b.5. 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about them in this system of records 

should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

SSN, and address of the individual, and 

should be signed by the individual to 

whom such information pertains; (2) 

identify the system of records that the 

individual believes includes his or her 

records or otherwise provide enough 

information to enable the identification 

of the individual’s record; (3) identify 

the information that the individual 

believes is not accurate, relevant, 

timely, or complete; (4) indicate what 

corrective action is sought; and (5) 

include supporting justification or 

documentation for the requested 

amendment. Verification of identity as 

described in HHS’s Privacy Act 

regulations may be required. 45 CFR 

5b.5. 

RECORD SOURCE CATEGORIES: 

Records maintained within the FCR 

are furnished by state child support 

enforcement agencies. Records 

disseminated from the FCR for the 

purpose of providing locate information 

from the NDNH and other federal 

agencies are furnished by departments, 

agencies, or instrumentalities of the 

United States or any state, employers, 

financial institutions, and insurers or 

their agents. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

A rulemaking is pending publication 

to add this system to the list of exempt 

systems in HHS regulations 

implementing the Privacy Act (45 CFR 

5b, at § 5b.11), and that exemption will 

be effective upon publication of a Final 

Rule. The Final Rule will, pursuant to 

5 U.S.C. 552a(k)(5), exempt the portions 

of this system consisting of investigatory 

material compiled for law enforcement 

purposes from the requirements in 

subsections (c)(3) and (d) of the Privacy 

Act (5 U.S.C. 552a(c)(3) and (d)), subject 

to the limitations set forth in subsection 

(k)(5) and to the limitation in 42 U.S.C. 

653(b)(2). 

Case files marked with the Family 

Violence Indicator (FVI) (i.e., indicating 

there is reasonable evidence of domestic 

violence or child abuse) are de facto 

exempt from the Privacy Act’s 

notification, access and accounting 

requirements, by virtue of the statutory 

prohibitions in § 653(b)(2) of the Social 

Security Act (42 U.S.C. 653(b)(2)). 

Section 653(b)(2) prohibits disclosure of 

case files marked with the FVI to 

anyone other than a court or an agent of 

the court pursuant to section 

653(b)(2)(B), to avoid harm to the 

custodial parent or the child of such 

parent. 

System Number: 09–80–0387 

SYSTEM NAME: 

Federal Parent Locator Service Child 

Support Services Portal, HHS/ACF/

OCSE 

SECURITY CLASSIFICATION: 

Unclassified 

SYSTEM LOCATION: 

OCSE Data Facility, Manassas, 

Virginia 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

OCSE employees and contractors, and 

employees of states, financial 

institutions, insurance companies, 

federal agencies and other employers 

who have registered to access the 

system and its services for the 

purpose(s) of exchanging information to 

support electronic income withholding 

orders process (also referred to as eIWO), to identify financial holdings, to 

locate parents or other responsible 

parties, to intercept tax refunds and 

administrative payments or to deny or 

reinstate a U.S. passport for a 

noncustodial parent owing past-due 

child support. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Information relating to registration 

requests by individuals seeking access 

to the portal and its services, including 

the individual’s name, Social Security 

number (SSN), date of birth, and the 

address and Federal Employer 

Identification Number (FEIN) of the 

individual’s employer. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

42 U.S.C. 652(a)(7) and (9) and 

653(a)(1) 

PURPOSE(S): 

To validate eligibility for, and 

maintain an official registry file that 

identifies individuals and organizations, 

including third-parties conducting 

business on behalf of another business 

or organization that apply for and are 

granted access privileges to the FPLS 

Child Support Services Portal and its 

services. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

These routine uses specify 

circumstances under which ACF may 

disclose information from this system of 

records without the consent of the data 

subject. Each proposed disclosure of 

information under these routine uses 

will be evaluated to ensure that the 

disclosure is legally permissible, 

including but not limited to ensuring 

that the purpose of the disclosure is 

compatible with the purpose for which 

the information was collected. 

Any information defined as ‘‘return’’ 

or ‘‘return information’’ under 26 U.S.C. 

6103 (Internal Revenue Code) will not 

be disclosed unless authorized by a 

statute, the Internal Revenue Service 

(IRS), or IRS regulations. 

(1) Disclosure to Department of Justice 

or in Proceedings. 

Records may be disclosed to support 

the Department of Justice, or in 

proceedings before a court, or 

adjudicative body, or other 

administrative body before which HHS 

is authorized to appear, when: 

• HHS, or any component thereof; or 

• 2. Any employee of HHS in his or 

her official capacity; or 

• 3. Any employee of HHS in his or 

her individual capacity where the 

Department of Justice or HHS has agreed 

to represent the employee; or 

• 4. The United States, is a party to 

litigation or has an interest in such 


tkelley on DSK3SPTVN1PROD with NOTICES2
17916 Federal Register / Vol. 80, No. 63 / Thursday, April 2, 2015 / Notices 

litigation, and the use of such records by 

the Department of Justice or court or 

adjudicative body is deemed by HHS to 

be relevant and necessary to the 

litigation; provided, however, that in 

each case it has been determined that 

the disclosure is compatible with the 

purpose for which the records were 

collected. 

(2) Disclosure to Congressional Office. 

Information may be disclosed to a 

congressional office from the record of 

an individual in response to a written 

inquiry from the congressional office 

made at the request of the individual. 

(3) Disclosure to Contractor to 

Perform Duties. 

Records may be disclosed to a 

contractor performing or working on a 

contract for HHS and who has a need to 

have access to the information in the 

performance of its duties or activities for 

HHS in accordance with law and with 

the contract. 

(4) Disclosure in the Event of a 

Security Breach. 

Records may be disclosed to 

appropriate federal agencies and 

Department contractors that have a need 

to know the information for the purpose 

of assisting the Department’s efforts to 

respond to a suspected or confirmed 

breach of the security or confidentiality 

of information maintained in this 

system of records, provided the 

information disclosed is relevant and 

necessary for that assistance. 

(5) Disclosure to Consumer Reporting 

Agencies. None. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records in the system are stored 

electronically at the OCSE Data Facility. 

RETRIEVABILITY: 

Records are retrieved by the Social 

Security Number of the individual to 

whom the record pertains. 

SAFEGUARDS: 

Specific administrative, technical, 

and physical controls are in place to 

ensure that the records collected and 

maintained in the FPLS Child Support 

Services Portal are secure from 

unauthorized access. Access to the 

records is restricted to authorized 

personnel who are advised of the 

confidentiality of the records and the 

civil and criminal penalties for misuse 

and who sign a nondisclosure oath to 

that effect. Personnel are provided 

privacy and security training before 

being granted access to the records and 

annually thereafter. Logical access 

controls are in place to limit access to 

the records to authorized personnel and 

to prevent browsing. The records are 

processed and stored in a secure 

environment. The individual’s SSN is 

encrypted, and access to, and viewing 

of, the SSN is restricted to designated 

employees and contractors of OCSE 

solely for the purpose of verifying the 

identity of a registrant or a user of the 

portal. All records are stored in an area 

that is physically safe from access by 

unauthorized persons at all times. 

Safeguards conform to the HHS 

Information Security Program, http://

www.hhs.gov/ocio/securityprivacy/

index.html. 

RETENTION AND DISPOSAL: 

Electronic records are deleted when/ 

if OCSE determines that the records are 

no longer needed for administrative, 

audit, legal, or operational purposes, 

and in accordance with records 

schedules approved by the National 

Archives and Records Administration. 

Approved disposal methods for 

electronic records and media include 

overwriting, degaussing, erasing, 

disintegration, pulverization, burning, 

melting, incineration, shredding, or 

sanding. 

SYSTEM MANAGER AND ADDRESS: 

Director, Division of Federal Systems, 

Office of Automation and Program 

Operations, Office of Child Support 

Enforcement, Administration for 

Children and Families, 370 L’Enfant 

Promenade SW., 4th Floor East, 

Washington, DC 20447. 

NOTIFICATION PROCEDURES: 

Individuals seeking to determine 

whether this system of records contains 

information about themselves should 

address written inquiries to the System 

Manager. The request should include 

the name, telephone number and/or 

email address, SSN, and address of the 

individual, and the request must be 

signed. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to a record 

about them in this system of records 

should address written inquiries to the 

System Manager. The request should 

include the name, telephone number 

and/or email address, Social Security 

number (SSN), and address of the 

individual, and should be signed by the 

individual to whom such information 

pertains. The requester’s letter must 

provide sufficient particulars to enable 

the System Manager to distinguish 

between records on subject individuals 

with the same name. Verification of 

identity as described in HHS’s Privacy 

Act regulations may be required. 45 CFR 

5b.5 

CONTESTING RECORD PROCEDURES: 

Individuals seeking to amend a record 

about them in this system of records 

should address the request for 

amendment to the System Manager. The 

request should (1) include the name, 

telephone number and/or email address, 

Social Security number (SSN), and 

address of the individual, and should be 

signed by the individual to whom such 

information pertains; (2) identify the 

system of records that the individual 

believes includes his or her records or 

otherwise provide enough information 

to enable the identification of the 

individual’s record; (3) identify the 

information that the individual believes 

is not accurate, relevant, timely, or 

complete; (4) indicate what corrective 

action is sought; and (5) include 

supporting justification or 

documentation for the requested 

amendment. Verification of identity as 

described in HHS’s Privacy Act 

regulations may be required. 45 CFR 

5b.5 

RECORD SOURCE CATEGORIES: 

Information is obtained from 

individuals and organizations, 

including third-parties conducting 

business on behalf of a business or 

organization, that apply for access 

privileges to the FPLS Child Support 

Services Portal and its services. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. 2015–07440 Filed 4–1–15; 8:45 am] 

BILLING CODE 4184–42–P 


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