Storage

   Retrievability

   Authorized Users

   Physical Safeguards

   Procedural Safeguards

   Implementation Guidelines

 

System name:  Fellowship Program and Guest Researcher Records.  HHS/CDC/AHRC.

Security classification:  None.

System location:  Executive Systems And Fellowship Staff,  Atlanta Human Resources Center, Stanford Bldg., Rm. 2044, Centers for Disease Control and Prevention, 4770 Buford Highway, Atlanta, GA  30341-3724.

and

National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO  63118.

Categories of individuals covered by the system:  Service Fellows, Regular Fellows, and Guest Researchers within CDC and ATSDR.

Categories of records in the system:  Applications, requests for appointment, curriculum vitae, letters of reference, employment documents, Stipend Determinations.

Authority for maintenance of the system:  Public Health Service Act, Section 207(g),(h), "Appointment of Personnel," Sections 208, "Pay and Allowances," and Section 301, "Research and Investigation" (42 U.S.C. 209(g),(h), 210 and 241).

Purpose(s):  This system is utilized by the Centers for Disease Control and Prevention (CDC) officials for the purpose of review of applications and supporting documents in order to award fellowships; and for determinations regarding salary or stipend increases.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:  Disclosure may be made to a congressional office from the record of an individual in response to a verified inquiry from the congressional office made at the written request of that individual.

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.

Records may be disclosed by CDC in connection with public health activities to the Social Security Administration for sources of locating information to accomplish the research or program purposes for which the records were collected.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:  File folders.  Service fellow personnel data is also maintained in an automated database.

Retrievability:  The system is accessed by name of the individual, fellow, or guest researcher.

Safeguards:

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), or its contractors, 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, access codes for automated database.

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 disclosure of data.

4. Implementation Guidelines:  Chapter 45-13 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:  Records are maintained in agency for two years.  Disposal methods include burning or shredding paper materials or transferring records to the Federal Personnel Center where records are retained in accordance with retention schedules.

System manager(s) and address:  Chief, Executive Systems And Fellowship Staff,  Atlanta Human Resources Center, Stanford Bldg., Rm. 2044, MS K-07, Centers for Disease Control and Prevention, 4770 Buford Highway, Atlanta, GA  30341-3724.

Notification procedure:  An individual may learn if a record exists about himself or herself by contacting the 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.

Record source categories:  Secured from applicant.

Systems exempted from certain provisions of the act:  None.