Notice2023-27709
Privacy Act of 1974; System of Records
Primary source
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Published
December 18, 2023
Issuing agencies
Housing and Urban Development Department
Abstract
Pursuant to the provisions of the Privacy Act of 1974, as amended, the Department of Housing and Urban Development (HUD), Office of Housing, Single Family Insurance Operations Division, is modify a system of records titled "Single Family Insurance System." The Single-Family Insurance System (SFIS). The SFIS maintains all Federal Housing Administration (FHA)-insured Single-Family mortgage loan case records and is the primary repository of FHA's single family insured loan portfolio. This system of records is being revised to make clarifying changes within: System Location, System Manager, Record Authority for Maintenance of the System, Purpose of the System, Categories of Individuals Covered by the System, Categories of Records in the System, Records Source Categories, Routine Uses of Records Maintained in the System, Retrieval of Records, and Retention and Disposal of Records. The SORN modifications are outlined in the SORN SUPPLEMENTARY INFORMATION section.
Full Text
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<title>Federal Register, Volume 88 Issue 241 (Monday, December 18, 2023)</title>
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[Federal Register Volume 88, Number 241 (Monday, December 18, 2023)]
[Notices]
[Pages 87450-87452]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-27709]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-7077-N-29]
Privacy Act of 1974; System of Records
AGENCY: Office of Housing, HUD.
ACTION: Notice of a modified system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of Housing and Urban Development (HUD), Office
of Housing, Single Family Insurance Operations Division, is modify a
system of records titled ``Single Family Insurance System.'' The
Single-Family Insurance System (SFIS). The SFIS maintains all Federal
Housing Administration (FHA)-insured Single-Family mortgage loan case
records and is the primary repository of FHA's single family insured
loan portfolio. This system of records is being revised to make
clarifying changes within: System Location, System Manager, Record
Authority for Maintenance of the System, Purpose of the System,
Categories of Individuals Covered by the System, Categories of Records
in the System, Records Source Categories, Routine Uses of Records
Maintained in the System, Retrieval of Records, and Retention and
Disposal of Records. The SORN modifications are outlined in the SORN
SUPPLEMENTARY INFORMATION section.
DATES: Comments will be accepted on or before January 17, 2024. 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 the following 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#3b4c4c4c154b49524d5a58427b534e5f155c544d"><span class="__cf_email__" data-cfemail="4a3d3d3d643a38233c2b29330a223f2e642d253c">[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: HUD, Office of Housing, Single Family
Operations Division, maintains the Single-Family Insurance System
(SFIS) system. Specific changes to the SORN are explained below:
SYSTEM NAME AND NUMBER:
Modified the systems title and code from ``Single Family Insurance
System (SFIS) A43--Insurance-in-force (IIF) database, HSNG.SF/HWAFS.01
to Single Family Insurance System HUD/HOU-04.
SECURITY CLASSIFICATION:
Added systems of record classification status.
SYSTEM LOCATION:
Replaced former data center location in West Virginia with new
locations in Virginia, Mississippi, and Washington, DC.
SYSTEM MANAGER(S):
Identified new system manager.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Updated with existing authorities that permit the maintenance of
the systems records, by clarifying citations, correcting errors, and
including relevant citations to the Code of Federal Regulations
Statutes and regulations are listed below.
PURPOSE(S) OF THE SYSTEM:
Updated to make clarifying changes to the systems purpose. This
update does not impact the business requirements scoped for this
system.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Reorganized this section to group and clarify individuals according
to their program responsibilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Updated this section to clarify the records collected.
RECORDS SOURCE CATEGORIES:
Updated with record sources for internal and external systems.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
HUD will make new disclosures from this system of records to
authorized agencies and participants as described below. This will
enable HUD to resolve disputes, implement remedial actions, test new
technology, work with researchers, and respond to investigations for
enforcement actions. HUD's responsiveness to records maintained by this
system of records makes these disclosures appropriate. To keep track of
legal, reporting, hearing, and procedural processes related to these
documents, HUD may maintain summaries or details on these disclosures
in this system.
New Routine Use:
Routine Use (1) was added to assist in the resolution of disputes
between HUD
[[Page 87451]]
and persons making FOIA requests; Routine Use (2) was added to was
added to assist with congressional inquiries made at the request of the
individual; Routine Use (3) was added to allow for researchers to use
access HUD data as needed; Routine Use (4) was added to allow for
support from contractors and others when necessary to accomplish an
agency function; Routine Use (5) was added to allow for testing new
technology to enhance program information technology and services;
Routine Uses (6) and (7) were updated to comply with the requirements
of OMB M-17-12; Routine Uses (8) and (9) were updated to assist in the
enforcement of civil or criminal laws; and Routine Use (10) was updated
to allow HUD to litigate as needed and receive effective representation
by its representatives (such as the Department of Justice).
Records Retention and Disposition: Updated this section to describe
current retention and disposal requirements in a simplified format by
adding existing NARA approved general records schedules the agency
generally uses to dispose of program related records.
Policy and Practice for Retrieval of Records: Reformatted the
retrieval statement for borrowers' records retrieved. The FHA Case
Number was removed since this record is not being used as a personal
identifier.
SYSTEM NAME AND NUMBER:
Single Family Insurance System HUD/HOU-04.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
National Center for Critical Information Processing and Storage
located in Mississippi and Virginia; HUD Headquarters building, 451
Seventh Street SW, Washington, DC 20410-0001; and the Pyramid Systems,
Inc. (PSI) 2677 Prosperity Ave., Ste. 250, Fairfax, VA 22031
SYSTEM MANAGER(S):
Pauline Devore, System Manager, Single Family Insurance Operations
Division, HWAFS, Department of Housing and Urban Development, 451
Seventh Street SW, Ninth floor, Washington, DC 20410-0001.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sec. 203, National Housing Act, Public Law 73-479; The National
Housing Act (12 U.S.C. 1701 et seq.) and the Department of Housing and
Urban Development Act (42 U.S.C. 3531 et seq.); 24 CFR parts 202, 203,
and 206. The Housing and Community Development Act of 1987, 42 U.S.C.
3543(a). FHA Single Family Housing Handbook 4000.1.
PURPOSES OF THE SYSTEM:
The purpose of Single-Family Insurance System (SFIS) is to provide
oversight for the servicing of the Single Family insured mortgage loans
and allows internal HUD users' on-line access to accurate and detailed
case information to make inquiries, and to report on insured case
activities (e.g., new insured case records, reinstated or terminated
case records, case record changes, servicer transfers or merger, and
mortgage insurance premium (MIP) calculations initiated, renewed, or
adjusted including any MIP status resets). SFISnet is a web-based
application which allows the viewing of FHA case information in a user-
friendly environment.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Mortgagors who assumed, obtained, or had a mortgage insured under
HUD Federal Housing Administration (FHA) single family mortgage
insurance programs; FHA-approved Mortgagees (Lenders) who are the
servicer or holder of the loan; and HUD users and authorized
contractors with system access and responsibility for servicing
functions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Full Name, Social Security Number (SSN), Address (work, home, and
business), phone number (home, work, and business), Date of Birth, Age,
Race/Ethnicity, Sex, Email (work, home, and business), Taxpayer
Identification Number, Employee Identification Number, User Ids, and
Lender Ids.
RECORD SOURCE CATEGORIES:
FHA-approved Mortgagees (Lenders), appraisers on behalf of the
mortgagors, staff underwriters, and HUD employees indirectly or
exchanged by HUD operational systems listed below:
Housing Office of Finance and Budget:
--Distributive Shares and Refunds Subsystem (DSRS),
--Single Family Insurance System Claims Subsystem (CLAIMS),
--Electronic Data Interchange System (EDIS)
Housing Office of Single Family Housing:
--Computerized Homes Underwriting Management System (CHUMS)
--Lender Electronic Assessment Portal (LEAP)
Office of the Chief Information Officer:
--Digital Identity Access Management System (DIAMS).
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's offering of
mediation service to resolve disputes between persons making FOIA
requests and administrative agencies.
(2) To a congressional office from the record of an individual, in
response to an inquiry from the congressional office made at the
request of that individual.
(3) 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. Records under this routine use may not be used in
whole or in part to make decisions that affect the rights, benefits, or
privileges of specific individuals. The results of the matched
information may not be disclosed in identifiable form.
(4) To contractors, grantees, experts, consultants and their
agents, or others performing or working under a contract, service,
grant, or cooperative agreement with HUD, when necessary to accomplish
an agency function related to a system of records. Disclosure
requirements are limited to only those data elements considered
relevant to accomplishing an agency function.
(5) To contractors, experts, and consultants with whom HUD has a
contract, service agreement, or other assignment of the Department when
necessary to utilize relevant data for the purpose of testing new
technology and systems designed to enhance program operations and
performance.
(6) To another Federal agency or Federal entity when HUD determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or
[[Page 87452]]
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.
(7) To appropriate agencies, entities, and persons when (1) HUD
suspects or has confirmed that there has been a breach of the system of
records; (2) HUD has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, HUD (including
its information systems, programs, and operations), the Federal
Government, or national security; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with HUD's efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm.
(8) To appropriate Federal, state, local, tribal, or governmental
agencies or multilateral governmental organizations responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license where HUD
determines that the information would assist in the enforcement of
civil or criminal laws when such records, either alone or in
conjunction with other information, indicate a violation or potential
violation of law. Records may only be disclosed upon a showing by the
requester that the information is pertinent to the investigation. (2)
To third parties during the course of a law enforcement investigation,
to the extent necessary to obtain information pertinent to the
investigation, provided the disclosure of such information is
appropriate to the proper performance of the official duties of the
officer making the disclosure.
(9) To a court, magistrate, administrative tribunal, or arbitrator
in the course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation,
mediation, or settlement negotiations; or in connection with criminal
law proceedings; when HUD determines that use of such records is
relevant and necessary to the litigation and when any of the following
is a party to the litigation or have an interest in such litigation:
(1) HUD, or any component thereof; (2) any HUD employee in his or her
official capacity; (3) any HUD employee in his or her individual
capacity where HUD has agreed to represent the employee; or (4) the
United States, or any agency thereof, where HUD determines that
litigation is likely to affect HUD or any of its components.
(10) To any component of the Department of Justice or other Federal
agency conducting litigation or in proceedings before any court,
adjudicative, or administrative body when HUD determines that the use
of such records is relevant and necessary to the litigation and when
any of the following is a party to the litigation or have an interest
in such litigation: (1) HUD, or any component thereof; (2) any HUD
employee in his or her official capacity; (3) any HUD employee in his
or her individual capacity where the Department of Justice or agency
conducting the litigation has agreed to represent the employee; or (4)
the United States, or any agency thereof, where HUD determines that
litigation is likely to affect HUD or any of its components.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper and electronic.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Name, Social Security Number, Property Address, and User ID.
POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
Disposition is Temporary--Paper records are either burned or
shredded, and electronic and media records are erased following NIST
Special Publication 800-88 guidelines.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Administrative Controls: Data backups Secured Off-Site; Encryption
of Backups; Methods to Ensure Only Authorized Personnel Access to PII;
Periodic Security Audits; and Regular Monitoring of User's Security
Practices.
Technical Controls: Firewall; Role-Based Access Controls; Virtual
Private Network; Encryption of Data in Transit; Least Privilege Access;
User Identification and Password; Personal Identity Verification Card;
Intrusion Detection System.
Physical Safeguards: Combination locks; Key Cards; Security Guards;
Identification Badges; and paper files will be stored securely in a
locked cabinet that can only be accessed by authorized individuals
working on the data. The locked cabinet will be stored in a locked
office in a limited-access building. Additionally, permissions will be
defined for each authorized user based on the user's role.
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 accessing, contesting, and appealing agency
determinations by the individual concerned are published in 24 CFR part
16.8.
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 part 16.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Docket No. 81 FR 59235 (August 29, 2016), and 64 FR 40032 (July 23,
1999).
LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2023-27709 Filed 12-15-23; 8:45 am]
BILLING CODE P
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