Privacy Act of 1974; System of Records

Issuing agencies

Abstract

Pursuant to the provisions of the Privacy Act of 1974, as amended, the Department of Housing and Urban Development (HUD), Office of Public and Indian Housing (PIH), is modifying the system of records notice for the Inventory Management System (IMS), also known as the Public and Indian Housing Information Center (IMS/PIC), and the Housing Information Portal (HIP). The modification incorporates two routine uses that were previously added by separate notices and adds three new routine uses and updates the system manager and agency contact information. The incorporated and new routine uses are listed as: (17), (18), (19), (20), and (21). The modification also clarifies the Categories of Records in the System, Record Source Categories, and methods of electronic collection and submission for IMS/PIC and HIP. These updates are explained in the SUPPLEMENTARY INFORMATION section of this notice. IMS/PIC and HIP serve as a national repository of information related to Public Housing Agencies (PHA)s, 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 track activities and processes. IMS/PIC and HIP also help to increase sharing of information throughout PIH and HUD, which improves staff awareness of activities related to the administration of HUD subsidized housing programs.

Full Text

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<title>Federal Register, Volume 91 Issue 188 (Wednesday, September 30, 2026)</title>
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[Federal Register Volume 91, Number 188 (Wednesday, September 30, 2026)]
[Notices]
[Pages 61855-61860]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2026-20042]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7106-N-38]


Privacy Act of 1974; System of Records

AGENCY: Office of Public and Indian 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 Public and Indian Housing (PIH), is modifying the system of records 
notice for the Inventory Management System (IMS), also known as the 
Public and Indian Housing Information Center (IMS/PIC), and the Housing 
Information Portal (HIP). The modification incorporates two routine 
uses that were previously added by separate notices and adds three new 
routine uses and updates the system manager and agency contact 
information. The incorporated and new routine uses are listed as: (17), 
(18), (19), (20), and (21). The modification also clarifies the 
Categories of Records in the System, Record Source Categories, and 
methods of electronic collection and submission for IMS/PIC and HIP. 
These updates are explained in the SUPPLEMENTARY INFORMATION section of 
this notice. IMS/PIC and HIP serve as a national repository of 
information related to Public Housing Agencies (PHA)s, 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 track activities and processes. IMS/PIC and HIP 
also help to increase sharing of information throughout PIH and HUD, 
which improves staff awareness of activities related to the 
administration of HUD subsidized housing programs.

DATES: Comments will be accepted on or before October 30, 2026. This 
proposed action will be 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#97e7e5fee1f6f4eed7ffe2f3b9f0f8e1"><span class="__cf_email__" data-cfemail="91e1e3f8e7f0f2e8d1f9e4f5bff6fee7">[email&#160;protected]</span></a>.
    Mail: Attention: Privacy Office; Kimberly Morton, Acting Chief 
Privacy Officer, Office of the Executive Secretariat; 451 7th Street 
SW, Room 10139, Washington, DC 20410-0001.
    Instructions: All submissions received must include the agency name 
and docket number for this notice.
    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: Kimberly Morton, Acting Chief Privacy 
Officer, 451 7th Street SW, Room 10139, Washington, DC 20410-0001, 
telephone number (804) 822-4801 (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/">https://www.fcc.gov/consumers/guides/</a>
telecommunications-relay-service-trs.

SUPPLEMENTARY INFORMATION: HUD is publishing this notice to add three 
new routine uses to the Routine Uses section of this System of Records 
Notice. The changes also include updates to the system manager and 
agency contact information. Additional revisions clarify the Categories 
of Records in the System, Record Source Categories, and methods of 
electronic collection and submission associated with IMS/PIC and HIP 
based

[[Page 61856]]

on current system operations, including updates to reflect the 
applicable record sources for each application.
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:
    IMS/PIC Records are maintained at these locations: U.S. Department 
of Housing and Urban Development Headquarters, 451 7th Street SW, 
Washington, DC 20410-0001. The IMS/PIC servers are located in 
Charleston, WV, and are accessed via the internet. These servers are 
maintained by HUD Information Technology Services (HITS) contractor, 
and HUD's information technology partner: Perspecta, located at 15052 
Conference Center Drive, Chantilly, VA 20151.
    HIP Records are maintained electronically in the HIP, Salesforce-
based cloud application hosted in the Salesforce Government Cloud 
General Support System (GSS) Production network. HIP data is stored in 
the HIP Salesforce organization (Org), which is a partition within the 
Salesforce Government Cloud environment. HIP does not maintain separate 
HUD-owned physical application servers. Authorized HUD and external 
users access HIP through Salesforce over the internet, with access 
controlled through HIP/Salesforce user accounts, role-based access 
controls, and assigned permission sets.

SYSTEM MANAGER(S):
    Robert Dalzell, Information System Owner, HUD Headquarters, 451 7th 
Street SW, Washington, DC 20410-0001, <a href="/cdn-cgi/l/email-protection#2e7c414c4b5c5a006a006a4f42544b42426e465b4a00494158"><span class="__cf_email__" data-cfemail="b5e7dad7d0c7c19bf19bf1d4d9cfd0d9d9f5ddc0d19bd2dac3">[email&#160;protected]</span></a>, 
telephone (202) 402-4216.

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 1964, 42 U.S.C. 2000d; The Fair Housing 
Act, 42 U.S.C. 3601-3619; The Housing and 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 Public Housing Agencies (PHA)s, 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 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 update (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, place of birth, date of birth, age (age on effective 
date of action), sex, gender, relationship to head of household, 
citizenship status, disability status, race, ethnicity, social security 
number, tax identification number, alien

[[Page 61857]]

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, 
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.
    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; 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:
    For IMS/PIC: Records are obtained from individuals; PHAs and their 
hired management agents; TDHEs and their hired management agents; HUD 
staff and contractors; the Department of Veterans Affairs; the Federal 
Emergency Management Agency; and other Federal, State, Tribal, and 
local agencies. Records are collected through direct electronic 
submission by authorized users and through electronic data exchanges 
with other HUD systems supporting PIH program administration. IMS/PIC 
data submitted by PHAs, TDHEs, and their hired management agents is 
electronically transmitted using agency-owned software or HUD's Family 
Reporting Software (FRS).
    For HIP: Records are obtained from individuals; PHAs and their 
hired management agents; TDHEs and their hired management agents; HUD 
staff and contractors; and other Federal, State, Tribal, and local 
agencies. Records are collected through direct electronic entry and 
submission by authorized users utilizing HUD-approved electronic forms 
and modules supporting PIH program administration, including the Tribal 
HUD-VASH and Moving To Work (MTW) Supplement modules.

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,

[[Page 61858]]

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 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) 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.
    (13) 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 
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 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.
    (17) To the U.S. Department of the Treasury when disclosure of the 
information is relevant to review payment and award eligibility through 
the Do Not Pay Working System for the purposes of identifying, 
preventing, or recouping improper payments to an applicant for, or 
recipient of, Federal funds, including funds disbursed by a state 
(meaning a state of the United States, the District of Columbia, a 
territory or possession of the United States, or a federally recognized 
Indian tribe) in a state-administered, federally funded program.
    (18) 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.
    (19) To appropriate Federal, State, local, tribal, or other 
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 and when such records,

[[Page 61859]]

either alone or in conjunction with other information, indicate a 
violation or potential violation of law.
    (20) To a court, magistrate, administrative tribunal, or arbitrator 
in the course of presenting evidence, including disclosures to opposing 
counsel or witnesses or jurors 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; or (2) any HUD employee 
in his or her official capacity; or (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.
    (21) 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; or (2) any HUD 
employee in his or her official capacity; or (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:
    These records will be stored in electronic and paper format. HIP 
data is secured in Salesforce and IMS/PIC data is secured in the SQL 
database servers. The HIP system information is hosted on Salesforce 
Hyperforce and stored in centralized HUD servers which are FedRAMP 
approved. Some records reside on PHA-controlled systems of records. The 
System of Records (SORs) referenced are the systems owned and 
controlled by the PHAs themselves. Computer files and printed listings 
are maintained in locked cabinets with PHAs. User's access, updates 
access, read-only access, and approval access based on the user's role 
and security access level.
    Risks Related to Information Sharing--Each Agency sharing 
information with HIP has a signed Computer Matching Agreement detailing 
the information being exchanged, and the purpose to which that 
information can be used, if/how long the information can be retained, 
whether it can be duplicated, and whether it can be disseminated to 
other parties. Enterprise authentication and authorization services for 
role based access ensure the Government Agency can only access the 
information detailed in the CMA. All information is encrypted in 
transit, and strong authentication procedures are required for Agency 
authentication. The CMAs detail the audit logging requirements for the 
HIP system on information shared, it also details the procedures and 
points of contact if there is a suspected data breach. The CMAs are 
reviewed annually to determine if they should be renewed.
    Risks Related to Retention--Records are retained for extended 
lengths of time due to reporting requirements; therefore the following 
mitigation is done:
    <bullet> Review current holdings of PII and ensure they are 
accurate, relevant, timely, and complete
    <bullet> Reduce PII holdings to the minimum necessary for proper 
performance of agency functions
    <bullet> Develop a schedule for periodic review of PII holdings.
    <bullet> Establish a plan to eliminate the unnecessary collection 
and use of SSNs.
    Risks Related to Redress--To provide effective redress, HUD (i) 
provides effective notice of the existence of a PII collection; (ii) 
provides plain language explanations of the processes and mechanisms 
for requesting access to records; (iii) establishes criteria for 
submitting requests for correction or amendment; (iv) implements 
resources to analyze and adjudicate requests; (v) implements the means 
of correcting or amending data collections; and (vi) reviews any 
decisions that may have been the result of inaccurate information.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Due to limitations in the Salesforce platform, records can only be 
searched by name in the HIP system. Records in IMS/PIC are accessible 
by SSN and name. User access is based on least privileged access and is 
based on a user's job duties and security access level. Users can only 
see unmasked PII in IMS/PIC if that ability has been granted to the 
user. At the PHA level, that is done by the PHA's IMS/PIC security 
administrator and for HUD staff that is done by a super user, with a 
limit of two users per field office, HQ offices may have more. This is 
limited for all users by the need to see unmasked PII.

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. Only authorized personnel needing them 
for official duties may access them. Computer files and printed 
listings are maintained in locked cabinets. System access levels depend 
entirely on the person's assigned role and security access level: User/
update access to modify data, read-only access to view data, and 
approval access to authorize system changes.

RECORD ACCESS PROCEDURES:
    Individuals requesting records of themselves should address written 
inquiries to the Department of Housing and Urban 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 and 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.

[[Page 61860]]

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Docket No. FR-7092-N-02, 89 FR 1121, January 9, 2024, modified by 
Docket No. FR-7106-N-12, 91 FR 2137, January 16, 2026 and by Docket No. 
FR-7106-N-20, 91 FR 22845, April 28, 2026.

Kimberly Morton,
Acting Chief Privacy Officer, Office of Administration.
[FR Doc. 2026-20042 Filed 9-29-26; 8:45 am]
BILLING CODE 4210-67-P


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