Privacy Act System Notice 09-20-0055
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Routine uses of records maintained in the system, including categories of users and the purposes of such uses
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system
System name: Administrative Files for Research/Demonstration and Training Grants, and Cooperative Agreements Applications. HHS/CDC/PGO.
System location: Division of Research Grants, National Institutes of Health (NIH), Westbard Bldg., Westbard Avenue, Bethesda, MD 20014.
Grants Management Branch, Procurement and Grants Office, Rm. 3614, Colgate, Centers for Disease Control and Prevention, 2920 Brandywine Road, Atlanta, GA 30341.
Office of Extramural Coordination and Special Projects, National Institute for Occupational Safety and Health (NIOSH), Bldg. 1, Rm. 3053, Centers for Disease Control and Prevention, 1600 Clifton Road, NE, Atlanta, GA 30333.
Education and Information Division, Division of Biomedical and Behavioral Science, Division of Physical Sciences and Engineering, and Division of Surveillance, Hazard Evaluations, and Field Studies, NIOSH, 4676 Columbia Parkway, Cincinnati, OH 45226.
Division of Respiratory Disease Studies and Division of Safety Research, NIOSH, 1095 Willowdale Road, Morgantown, WV 26505-2888.
Health Effects Laboratory Division, National Institute for Occupational, Safety and Health (NIOSH), Bldg. ALOSH, Rm. L-4021, 1095 Willowdale Road, Morgantown, WV 26505-2888.
Pittsburgh Research Laboratory, National Institute for Occupational, Safety and Health (NIOSH), Cochrans Mill Road, Post Office Box 18070, Pittsburgh, PA 15156-0070.
Federal Records Center, 4205 Suitland Road, Suitland, MD 20409, and 1557 St. Joseph Avenue, East Point, GA 30344.
Data are also occasionally located at contractor sites as studies are developed, data collected, and reports written. A list of contractor sites where individually identified data are currently located is available upon request to the system manager.
Data are also occasionally located at grantee sites as studies are developed, data collected, and reports written. A list of grantee sites where individually identified data are currently located is available upon request to the system manager.
Categories of individuals covered by the system: Applicants for occupational safety and health research and demonstration grants, training grants and cooperative agreements.
Categories of records in the system: Draft and final grant application and review history, awards, financial records and progress reports and related correspondence.
Authority for maintenance of the system: Occupational Safety and Health Act, Section 20, "Research and Related Activities" and Section 21, "Training and Employee Education" (29 U.S.C. 669, 670).
Purpose(s): The purpose of this system is to review grant applications for research and training and to administer funded grants. This information is provided to the National Institutes of Health and to components of the Centers for Disease Control and Prevention (CDC) including NIOSH for review.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Referrals may be made of assignments of research investigators and project monitors on specific research projects to the National Technical Information Service (NTIS), Department of Commerce, to contribute to the Smithsonian Science Information Exchange.
To the cognizant audit agency for auditing.
The Department of Health and Human Services (HHS) may disclose information from this system of records to the Department of Justice, or to a court or other tribunal, when: (a) HHS, or any component thereof; or (b) any HHS employee in his or her official capacity; or (c) any HHS employee in his or her individual capacity where the Department of Justice (or HHS, where it is authorized to do so) has agreed to represent the employee; or (d) the United States or any agency thereof where HHS determines that the litigation is likely to affect HHS or any of its components, is a party to litigation or has an interest in such litigation, and HHS determines that the use of such records by the Department of Justice, the court or other tribunal is relevant and necessary to the litigation and would help in the effective representation of the governmental party, provided, however, that in each case, HHS determines that such disclosure is compatible with the purpose for which the records were collected.
Disclosure may be made to a congressional office from the record of an individual in response to a verified inquiry from the ongressional office made at the written request of that individual.
To qualified experts not within the definition of Department employees as prescribed in Department regulations for opinions as a part of the application review process.
To a Federal agency, in response to its request, in connection with the letting of a contract, or the issuance of a license, grant, cooperative agreement, or other benefit by the requesting agency, to the extent that the record is relevant and necessary to the requesting agency's decision on the matter.
To individuals and organizations deemed qualified by PHS to carry out specific research related to the review and award processes of PHS.
To the grantee institution relative to performance or administration under the terms and conditions of the award.
Records subject to the Privacy Act are disclosed to private firms for data entry, computer systems analysis and computer programming services. The contractors promptly return data entry records after the contracted work is completed. The contractors are required to maintain Privacy Act safeguards.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
1. Authorized Users: Access is granted to only a limited number of physicians, scientists, statisticians, and designated support staff of the Centers for Disease Control and Prevention (CDC), as authorized by the system manager to accomplish the stated purposes for which the data in this system have been collected.
2. Physical Safeguards: Locked cabinets in locked rooms, electronic anti-intrusion devices in operation at the Federal Records Center, 24-hour guard service in buildings, personnel screening of visitors.
3. Procedural Safeguards: Users of individually identified data protect information from public scrutiny, and only specifically authorized personnel may be admitted to the record storage area. CDC employees who maintain records are instructed to check with the system manager prior to making disclosures of data.
4. Implementation Guidelines: Chapter 45-13, “Safeguarding Records Contained in Systems of Records,” of the HHS General Administration Manual. FRC safeguards are in compliance with GSA Federal Property Management Regulations, Subchapter B--Archives and Records.
Retention and disposal: Approved and funded applications are kept for one year beyond closeout, and then sent to the Federal Records Center (FRC) for 10 years, after which time they are destroyed. Unsuccessful applications are retained for up to 2 years at the agency, and then sent to the FRC for 10 years. Draft applications are kept for one year or until an official application is received (at which time the draft is destroyed). Disposal methods include the paper recycling process and burning or shredding paper materials.
System manager(s) and address: Grants Management Officer, Procurement and Grants Office, Colgate Bldg., Rm. 3614, MS E09, Centers for Disease Control and Prevention, 2920 Brandywine Road, Atlanta, GA 30341.
Associate Director for Extramural Programs, NIOSH, Bldg. 1, Rm. 3053, MS D30, Centers for Disease Control and Prevention, 1600 Clifton Road, NE, Atlanta, GA 30333.
Director, Health Effects Laboratory Division, NIOSH, Bldg. ALOSH, Rm. L-4027, MS 4020, 1095 Willowdale Road, Morgantown, WV 26505-2888.
Policy coordination is provided by: Associate Director for Management and Operations, Bldg. 16, Rm. 5117, MS D15, Centers for Disease Control and Prevention, 1600 Clifton Road, NE, Atlanta, GA 30333.
Notification procedure: An individual may learn if a record exists about himself or herself by contacting the appropriate system manager at the address above. Requesters in person must provide driver's license or other positive identification. Individuals who do not appear in person must either: (1) submit a notarized request to verify their identity; or (2) certify that they are the individuals they claim to be and that they understand that the knowing and willful request for or acquisition of a record pertaining to an individual under false pretenses is a criminal offense under the Privacy Act subject to a $5,000 fine.
Record access procedures: Same as notification procedures. Requesters should also reasonably specify the record contents being sought. An accounting of disclosures that have been made of the record, if any, may be requested.
Contesting record procedures: Contact the official at the address specified under System Manager above, reasonably identify the record and specify the information being contested, the corrective action sought, and the reasons for requesting the correction, along with supporting information to show how the record is inaccurate, incomplete, untimely, or irrelevant.
- Page last updated: April 11, 2012