Notice2023-20830
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
September 26, 2023
Issuing agencies
Housing and Urban Development Department
Abstract
Under the Privacy Act of 1974, as amended, the Department of Housing and Urban Development (HUD), Office of Public and Indian Housing (PIH) is modifying system of records notice, the Inventory Management System (IMS), also known as the Public and Indian Housing Information Center (IMS/PIC), to amend and replace the current system of records with one that encompasses both the IMS/PIC and the Housing Information Portal (HIP) system, add three new routine uses and a new collection authority. The updates are explained in the "Supplementary Section" of this notice. The system name is changing from IMS/PIC to IMS/PIC-HIP because HUD is adding functionality from HIP to the IMS/PIC system. The existing scope, objectives, business processes, and uses being made of the data by the HUD remains unchanged.
Full Text
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<title>Federal Register, Volume 88 Issue 185 (Tuesday, September 26, 2023)</title>
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[Federal Register Volume 88, Number 185 (Tuesday, September 26, 2023)]
[Notices]
[Pages 66037-66041]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-20830]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No.: FR-7077-N-19]
Privacy Act of 1974; System of Records
AGENCY: Office of Public and Indian Housing, HUD.
[[Page 66038]]
ACTION: Notice of a modified system of records.
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SUMMARY: Under the Privacy Act of 1974, as amended, the Department of
Housing and Urban Development (HUD), Office of Public and Indian
Housing (PIH) is modifying system of records notice, the Inventory
Management System (IMS), also known as the Public and Indian Housing
Information Center (IMS/PIC), to amend and replace the current system
of records with one that encompasses both the IMS/PIC and the Housing
Information Portal (HIP) system, add three new routine uses and a new
collection authority. The updates are explained in the ``Supplementary
Section'' of this notice. The system name is changing from IMS/PIC to
IMS/PIC-HIP because HUD is adding functionality from HIP to the IMS/PIC
system. The existing scope, objectives, business processes, and uses
being made of the data by the HUD remains unchanged.
DATES: Comments will be accepted on or before October 26, 2023. The
SORN becomes effective immediately, while the routine uses become
effective after the comment period immediately upon publication except
for the routine uses, which will become effective on the date following
the end of the comment period unless comments are received which result
in a contrary determination.
ADDRESSES: You may submit comments, identified by docket number or by
one of these methods:
Federal e-Rulemaking Portal: <a href="http://www.regulations.gov">http://www.regulations.gov</a>. Follow the
instructions provided on that site to submit comments electronically.
Fax: 202-619-8365.
Email: <a href="/cdn-cgi/l/email-protection#cebebca7b8afadb78ea6bbaae0a9a1b8"><span class="__cf_email__" data-cfemail="e595978c9384869ca58d9081cb828a93">[email protected]</span></a>.
Mail: Attention: Privacy Office; Mr. Ladonne White, Chief Privacy
Officer, Office of the Executive Secretariat; 451 Seventh Street, SW,
Room 10139,Washington, DC 20410-0001.
Instructions: All submissions received must include the agency name
and docket number for this rulemaking. All comments received will be
posted without change to <a href="http://www.regulations.gov">http://www.regulations.gov</a>. including any
personal information provided.
Docket: For access to the docket to read background documents or
comments received go to <a href="http://www.regulations.gov">http://www.regulations.gov</a>.
FOR FURTHER INFORMATION CONTACT: LaDonne White, 451 Seventh Street SW,
Room 10139, Washington, DC 20410-0001, telephone number (202) 708-3054
(this is not a toll-free number). HUD welcomes and is prepared to
receive calls from individuals who are deaf or hard of hearing, as well
as individuals with speech or communication disabilities. To learn more
about how to make an accessible telephone call, please visit <a href="https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs">https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs</a>.
SUPPLEMENTARY INFORMATION: The Housing Information Portal (HIP) system
will replace, enhance, and augment the functionality currently
performed by Inventory Management System and Public and Indian Housing
Information Center (IMS/PIC), while reducing the administrative burden
on Public Housing Authorities (PHAs) for providing information to HUD
through a new form/data submission mechanism. HIP is a modernized,
flexible, scalable, internet-based integrated system, which enables
PHA, Tribe/Tribally Designated Housing Entities (TDHE) and HUD users to
access a common database of affordable housing information via the
internet. IMS/PIC and HIP will operate in parallel until such time as
HIP is able to fully replace IMS/PIC. The enhanced technology used by
the HIP system will also enable critical new policy initiatives,
including the expansion of the Moving to Work (MTW) Expansion program
mandated by the 2016 Consolidated Appropriations Act and several
programmatic changes resulting from the Housing Opportunities Through
Modernization Act of 2016 (HOTMA). HUD is publishing this notice to
amend and replace the current system of records titled as IMS/PIC with
one that encompasses both the IMS/PIC and HIP systems, add three new
routine uses to the Routine Use Section and add to the collection
authority section published in the Federal Register on March 25, 2019,
at 84 FR 11117. The three new additions to the Routine Uses section
allow for sharing of data with Universal Service Administrative Company
(USAC)/Federal Communications Commission (FCC) to establish eligibility
for benefits administered by USAC for families which also participate
in a HUD rental assistance program, and to any Federal, State, or local
agency to verify the accuracy and completeness of the eligibility data
for HUD rental assistance program, and HUD to enter into cooperative
agreements and other types of agreements for the purposes of
statistical analysis and research in support of program operations. The
addition to the collection authority covers the data collected by
Tribes/TDHE and their-hired management agents and entered HIP via the
Tribal HUD-Veterans Affairs Supportive Housing (VASH) reporting tool.
The changes also include an update to the name of the system manager.
System Name and Number:
Inventory Management System, Public and Indian Housing Information
Center (IMS/PIC) and Housing Information Portal (HIP), HUD/PIH-01.
Security Classification:
Unclassified.
System Location:
Records are maintained at these locations: U.S. Department of
Housing and Urban Development Headquarters, 451 Seventh Street SW,
Washington, DC 20410-0001; IMS/PIC servers are in Charleston, WV; and
are accessed through the internet. The servers are maintained by HUD
Information Technology Services (HITS) contractor, and HUD's
information technology partner: Perspecta. 15052 Conference Center
Drive, Chantilly, VA 20151.
System Manager(s):
Ashley Sheriff, Deputy Assistant Secretary, Real Estate Assessment
Center (REAC), 550 12th Street SW, Suite 100, Washington, DC 20410.
(202) 475-7949.
Authority for Maintenance of the System:
United States Housing Act of 1937 (42 U.S.C. 1437, et seq.); Title
VI of the Civil Rights Act of 1962 (42 U.S.C. 2000d); The Fair Housing
Act (42 U.S.C. 3601-3619); The Housing Community Development Act of
1981, Public Law 97-35, 85 Stat. 348,408; The Housing and Community
Development Act of 1987 (42 U.S.C. 3543); and the Native American
Housing Assistance and Self-Determination Act of 1996, Public Law 104-
330, 110 Stat. 4016.
Purpose(s) of the System:
IMS/PIC and HIP serve as a national repository of information
related to PHAs, Tribally Designated Housing Entities (TDHE), HUD-
assisted families, HUD assisted properties, and other HUD programs, for
the purpose of monitoring and evaluating the effectiveness of PIH
rental housing assistance programs. IMS/PIC and HIP allow PHAs, TDHEs,
and their-hired management agents to electronically submit information
to HUD that is related to the administration of HUD's PIH programs.
They collect data for PIH operations, including data submitted via the
internet from HUD's field offices, and accurately tracks activities and
processes. IMS/PIC and HIP also help to increase sharing of information
[[Page 66039]]
throughout PIH and HUD, which improves staff awareness of activities
related to the administration of HUD subsidized housing programs. IMS/
PIC and HIP are flexible, scalable, internet-based integrated systems,
which enables PHA and TDHE users, and HUD personnel to access a common
database via their web browser. IMS/PIC and HIP aids HUD and entities
that administer HUD's assisted housing programs in: (a) Increasing the
effective distribution of rental assistance to individuals that meet
the requirements of Federal rental assistance programs; (b) detecting
abuses in assisted housing programs; (c) taking administrative or legal
actions to resolve past and current abuses of assisted housing
programs; (d) monitoring compliance with HUD program requirements; (e)
deterring abuses by verifying the employment and income of tenants at
the time of annual and interim reexaminations of family income and
composition via the PIH Enterprise Income Verification (EIV) system;
(f) evaluating program effectiveness; (g) improving PHA and TDHE IMS/
PIC and HIP reporting rates; (h) forecasting budgets; (i) controlling
funds; (j) updating tenant information; and (k) updating building and
unit data.
Categories of Individuals Covered by the System:
Families residing in a HUD-assisted property and/or receiving
rental housing assistance via programs administered by the Department
of Housing and Urban Development; PHAs and their hired management
agents; TDHEs and their hired management agents; and individuals who
have received or applied for housing-related disaster assistance from
the Federal Emergency Management Agency (FEMA).
Categories of records in the System:
Records consist of the following information as reported to HUD by
PHAs, TDHEs, and their hired management agents, and other governmental
agencies:
1. Agency information: Agency name, HUD-assigned code, HUD program
type family participates in; project number, building number, building
entrance number, and unit number (applicable to only the Public Housing
program).
2. Agency contact information.
a. Agency point of contact information for individuals that work
for, and access IMS/PIC and HIP and oversee the agency's administration
(i.e., Mayors, board members, managers, directors, etc.: Individual's
name, agency's physical address, agency's mailing address, agency's
telephone numbers, and email addresses for point of contacts).
b. PHA and TDHE IMS/PIC and HIP system user's information: Name,
telephone number, fax number, email address, mailing address, agency
website address.
3. Action information: Type of action (new admission, annual
reexamination, interim reexamination, portability move-in, portability
move-out, end of participation, other change of unit, Family Self-
sufficiency (FSS), annual reexamination searching (Section 8 program
only), issuance of voucher (Section 8 program only), expiration of
voucher (Section 8 program only), flat rent annual updated (Public
Housing program only), annual HQS inspection (Section 8 program only),
historical adjustment, and void); effective date of action, indication
of correction of previous submitted information, type of correction,
date family was admitted into a PIH rental assistance program,
projected effective date of next reexamination of family income and/or
composition, projected date of next flat rent annual updated
(applicable only to the Public Housing program), indication of whether
or not the family is or has participated in the FSS program within the
last year, identification of special Section 8 program (applicable only
to the Section 8 program), identification of other special HUD rental
program(s) the family is participating in, and ``PHA Use Only'' fields
which are used by PHAs for general administrative purposes or other
uses as prescribed by HUD.
4. Family composition (which includes the following personally
identifiable information) as reported by the family and verified by
PHAs, TDHEs, and their-hired management agents: Last name, first name,
middle initial, date of birth, age on effective date of action, sex,
relationship to head of household, citizenship status, disability
status, race, ethnicity, social security number, alien registration
number, compliance with community service or self-sufficiency
requirement for public housing tenants, total number of household
members, family subsidy status under the noncitizens rule, eligibility
effective date, and former head of household's social security number.
5. Geographical and unit information:
a. Background at admission information as reported by the family:
Date family entered the waiting list, zip code before admission,
whether or not the family was homeless at time of admission, whether or
not the family qualifies for admission over the very low-income limit,
whether or not the family is continuously assisted under the 1937
Housing Act, whether or not there is a HUD-approved income targeting
disregard.
b. Subsidized Unit information: Unit number and street address,
city, State and zip code in which the subsidized unit is located, city,
State and zip code in which the subsidized unit is located, whether or
not the family's mailing address is the same address of the unit to be
occupied by the family, family's mailing address (unit number and
street address, city, State, and zip code) if different from the
address of the subsidized unit, number of bedrooms, whether or not the
unit is an accessible unit (applicable to the Public Housing program
only), whether or not the family has requested accessibility features
(applicable to the Public Housing program only), whether or not the
family has received the requested accessibility features (applicable to
the Public Housing program only), date the unit last passed Housing
Quality Standards (HQS) inspection (applicable to the Section 8 program
only, except Homeownership and Project-Based Vouchers programs), date
of last annual HQS inspection (applicable to the Section 8 program
only, except Homeownership and Project-Based Vouchers programs), year
the unit was built (applicable to the Section 8 program only), and the
structure type of the unit (applicable to the Section 8 program only).
6. Family assets information, as reported by the family and
verified by PHAs, TDHEs, and their hired management agents, which
includes the type of asset, cash value of the asset, anticipated annual
income derived from the asset, passbook rate, imputed asset income, and
final asset income.
7. Family income information, as reported by the family and
verified by PHAs, TDHEs, and their hired management agents, which
includes the income source, Income calculations, annual income derived
from the income source, income exclusion amount in accordance with HUD
program requirements and annual income amount after deducting allowable
income exclusion for each household member of the family, total
household annual income, amounts of permissible deductions and other
deductions to annual income in accordance with HUD program
requirements, and amount of family adjusted annual income.
8. Total tenant payment (TTP), minimum rent amount, most recent TTP
amount, and tenant rent calculation information in accordance with HUD
requirements for the specific PIH rental assistance program the family
is currently participating in.
[[Page 66040]]
9. Family Self-sufficiency (FSS) program information: Type of self-
sufficiency program the family is participating in, FSS report
category, FSS effective date, PHA code of PHA administering FSS
contract, and general information pertaining to the employment status
of the head of household, date current employment began, type of
employment benefits head of household receives from employer, number of
years of school completed by the head of household, type of other
Federal assistance received by the family, number of children receiving
childcare services, and optional information related to the type of
family services the family needs, whether or not the need was met
during participation in the FSS program, and the name of the service
provider; FSS contract, account and exit information; and FSS contract,
account and exit information.
10. Disaster assistance information: Records from FEMA, shared with
HUD pursuant to an approved computer matching agreement, to enable
effective delivery of aid in the wake of a disaster. Includes
information about applicants for FEMA assistance, including name,
social security number, address, type and amount of disaster damage,
type and amount of assistance provided by FEMA.
Record Source Categories:
Individuals, HUD staff; HUD contractors; PHAs, TDHEs, and their
hired management agents; the Social Security Administration; the
Department of Veteran Affairs; the Federal Emergency Management Agency;
and other Federal, State and local agencies. The IMS/PIC and HIP data
reported by PHAs, TDHEs, and their hired management agents is
electronically transmitted to IMS/PIC and HIP using agency owned
software or via HUD's Family Reporting Software (FRS). The Tribal HUD-
VASH module in HIP is used by the TDHEs and their hired management
agents to record data as required by the Tribal HUD-VASH program.
Routine Uses of Records Maintained in the System, Including Categories
of Users and Purposes of Such Uses:
1. To the National Archives and Records Administration, Office of
Government Information Services (OGIS), to the extent necessary to
fulfill its responsibilities in 5 U.S.C. 552(h), to review
administrative agency policies, procedures and compliance with the
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of
mediation services to resolve disputes between persons making FOIA
requests and administrative agencies.
2. To the HUD Geocoding Service Center (GSC) to obtain geographic
information for records in the system.
3. To individuals under contract to HUD or under contract to
another agency with funds provided by HUD: For the preparation of
studies and statistical reports directly related to the management of
HUD's rental assistance programs, to support quality control for tenant
eligibility efforts requiring a random sampling of tenant files to
determine the extent of administrative errors in making rent
calculations, eligibility determinations, etc., and for processing
reexaminations (individuals provided information under this routine use
are subject to Privacy Act requirements and limitation on disclosures
as are applicable to HUD officials and employees).
4. To PHAs, TDHEs, and their hired management agents, and auditors
of HUD rental housing assistance programs: To verify the accuracy and
completeness of tenant data used in determining eligibility and
continued eligibility and the amount of housing assistance received.
5. To PHAs, TDHEs, and their hired management agents of HUD rental
housing assistance programs: To identify and resolve discrepancies in
tenant data.
6. To researchers affiliated with academic institutions, with not-
for profit organizations, or with Federal, State or local governments,
or to policy researchers: Without personally identifiable information:
For the performance of research and statistical activities on housing
and community development issues (individuals provided information
under this routine use are subject to Privacy Act requirements and
limitation on disclosures as are applicable to HUD officials and
employees).
7. To HUD contractors, independent public auditors and accountants,
PHAs, and TDHEs: For the purpose of conducting oversight and monitoring
of program operations to determine compliance with applicable laws and
regulations, and financial reporting requirements (individuals provided
information under this routine use are subject to Privacy Act
requirements and limitation on disclosures as are applicable to HUD
officials and employees).
8. To the U.S. Department of Veterans Affairs (VA) for statistical
analysis to advance the goals of the nation's Federal strategic plan to
prevent and end homelessness through the collection, analysis, and
reporting of quality and timely data on veterans homelessness to assist
VA with the establishment and/or verification of the following:
Reducing homelessness among our nation's veterans; identify and
understand the needs of homeless veterans and to develop programs and
services to address those needs; effective administration of the HUD
Veterans Affairs Supportive Housing (VASH) program by HUD and VA
business partners; HUD-VASH program monitoring and evaluation; and the
production of aggregate statistical data without any personal
identifiers, which will not be used to make decisions concerning the
rights, benefits, or privileges of specific individuals, or providers
of services with respect to assistance provided under the HUD-VASH
program.
9. To the U.S. Department of Veterans Affairs (VA), under an
approved computer matching agreement, or data sharing agreement
pursuant to a Presidential Executive Order (E.O.) mandate and in
accordance with the Federal Privacy Act and Computer Matching and
Privacy Protection Act: To identify and recover overpayments (improper
payments) of rental assistance, determine compliance with program
requirements by program administrators and participants of HUD rental
housing assistance programs, deter future abuses in rental housing
assistance programs, reduce administrative costs associated with manual
program evaluation and monitoring efforts, and ensure that only
eligible participants receive rental assistance in the correct amount.
10. To the FEMA, under an approved computer matching agreement, or
data sharing agreement pursuant to a Presidential E.O. mandate in
accordance with the Federal Privacy Act and Computer Matching and
Privacy Protection Act: To identify existing families which participate
in a HUD rental assistance program and are currently receiving housing
assistance.
11. To State, local and Tribal governments receiving HUD disaster
recovery grants, and to PHAs: To ensure effective delivery of disaster
recovery aid, to prevent duplication of benefits between HUD and other
Federal agencies, and to address unmet needs of disaster victims.
12. To appropriate agencies, entities, and persons when (1) [the
agency] suspects or has confirmed that there has been a breach of the
system of records,[middot] (2) [the agency] has determined that as a
result of the suspected or confirmed breach there is a risk of harm to
individuals, [the agency] (including its information systems, programs,
and
[[Page 66041]]
operations), the Federal Government, or national security; and (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with [the agency's] efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
13. To another Federal agency or Federal entity, when [the agency]
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
14. To the Universal Service Administrative Company (USAC), which
is designated by the Federal Communications Commission (FCC) as the
Federal administrator of the Universal Service Fund (USF or Fund)
Lifeline Program (Lifeline), the Emergency Broadband Benefit (EBB)
program and other Federal Telecommunications Benefit (FTB) programs
that utilizes Lifeline eligibility criteria as specified by the
Lifeline program, 47 CFR 54.409. The purpose of this routine use is to
establish eligibility for the Lifeline, EBB and other FTB programs for
families which also participate in a HUD rental assistance program.
15. To any Federal, State, or local agency (e.g., State agencies
administering the State's unemployment compensation laws, Temporary
Assistance to Needy Families, or Supplemental Nutrition Assistance
Program agencies, U.S. Department of Health and Human Services, and
U.S. Social Security Administration): To verify the accuracy and
completeness of the data provided, to verify eligibility or continued
eligibility in HUD's rental assistance programs, to identify and
recover improper payments under the Payment Integrity Information Act
of 2019, Public Law 116-117., and to aid in the identification of
tenant errors, fraud, and abuse in assisted housing programs.
16. To contractors, grantees, experts, consultants, Federal
agencies, and non-Federal entities, including, but not limited to,
State and local governments and other research institutions or their
parties, and entities and their agents with whom HUD has a contract,
service agreement, grant, cooperative agreement, or other agreement for
the purposes of statistical analysis and research in support of program
operations, management, performance monitoring, evaluation, risk
management, and policy development, or to otherwise support the
Department's mission. Research and analysis activities may include the
matching of the records in this system with information from any other
source.
Policies and Practices for Storage of Records:
Electronic and paper.
Policies and Practices for Retrieval of Records:
Records are retrieved by name and Social Security Number.
Policies and Practices for Retention and Disposal of Records:
Electronic records are maintained and destroyed in accordance with
requirements of the HUD Records Disposition Schedule, 2225-6. In
accordance with 24 CFR 908.101 and HUD record retention requirements at
24 CFR 85.42, PHAs are required to retain at least `three years' worth
of IMS/PIC and HIP data either electronically or in paper form.
Administrative, Technical, and Physical Safeguards:
Records are maintained at the U.S. Department of Housing and Urban
Development in Washington, DC with limited access to those persons
whose official duties require the use of such records. Computer files
and printed listings are maintained in locked cabinets. User's access,
updates access, read-only access, and approval access are granted based
on the user's role and security access level.
Record Access Procedures:
Individuals requesting records of themselves should address written
inquiries to the Department of Housing Urban and Development 451 7th
Street SW, Washington, DC 20410-0001. For verification, individuals
should provide their full name, current address, and telephone number.
In addition, the requester must provide either a notarized statement or
an unsworn declaration made under 24 CFR 16.4.
Contesting Record Procedures:
The HUD rule for contesting the content of any record pertaining to
the individual by the individual concerned is published in 24 CFR 16.8
or may be obtained from the system manager.
Notification Procedures:
Individuals requesting notification of records of themselves should
address written inquiries to the Department of Housing Urban
Development, 451 7th Street SW, Washington, DC 20410-0001. For
verification purposes, individuals should provide their full name,
office or organization where assigned, if applicable, and current
address and telephone number. In addition, the requester must provide
either a notarized statement or an unsworn declaration made under 24
CFR 16.4.
Exemptions Promulgated for the System:
None.
History:
Docket No. FR-7077-N-07 published on March 25, 2019, at 88 FR
17004.
LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2023-20830 Filed 9-25-23; 8:45 am]
BILLING CODE P
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</html>Indexed from Federal Register on September 26, 2023.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.