Storage

   Retrievability

   Authorized Users

   Physical Safeguards

   Procedural Safeguards

   Implementation Guidelines

 

System name:  Clinical Laboratory Personnel Proficiency Test Results (Medicare).  HHS/CDC/PHPPO.

Security classification:  None.

System location:  Public Health Practice Program Office, Koger/Williams Bldg., Rm. 3809, Centers for Disease Control and Prevention, 4770 Buford Highway, NE, Atlanta, GA  30341-3724.

and

Federal Records Center, 1557 St. Joseph Avenue, East Point, GA  30344.

A list of contractor sites where individually identifiable data are currently located is available upon request to the system manager.

Categories of individuals covered by the system:  Clinical laboratory technicians and technologists, cytotechnologists, independent laboratory directors.

Categories of records in the system:  Answer sheets and examination scores.

Authority for maintenance of the system:  Social Security Act, Section 1123 "Qualifications for Health Care Personnel" (42 U.S.C. 1320a-2).

Purpose(s):  To maintain a record of examination scores.  When applicable, answer sheets are used to revalidate results.

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 Centers for Disease Control and Prevention is under contract with private firms for the purpose of collating, analyzing, or otherwise refining records in this system.  Relevant records are maintained by the contractors.  The contractors are required to maintain Privacy Act safeguards with respect to such records.

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.

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

Storage:  Computer-generated listings filed by discipline, and by State, in file folders.  Computer tapes filed at the Federal Records Center.

Retrievability:  Listings and answer sheets are retrieved by examination discipline, State, examinee's name and address, and examination number.

Safeguards:

1. Authorized Users:  Access is granted to only a limited number of Laboratory Program Office personnel 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, 24-hour guard service in buildings, personnel screening of visitors, electronic anti-intrusion devices in operation at the Federal Records Center.

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.

CDC and contractor employees who maintain records are instructed to check with the system manager prior to making disclosures of data.  When individually identified data are being used in a room, admittance at either CDC or contractor sites is restricted to specifically authorized personnel.  Privacy Act provisions are included in contracts, and the CDC Project Director, contract officers and project officers oversee compliance with these requirements.  Upon completion of the contract, all data will be either returned to CDC or destroyed, as specified by the contract.

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:  Records are retained in agency for three years.  Disposal methods include erasing computer tapes, burning or shredding paper materials or transferring records to the Federal Records Center when no longer needed for evaluation and analysis.  Records destroyed by paper recycling process after 15 years old, unless needed for further study.

System manager(s) and address:  Director, Public Health Practice Program Office, Koger/Williams Bldg., Rm. 3809, MS K36, 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 system manager at the above address.  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.

The following information must be provided when requesting notification:  (1) full name; (2) approximate date(s) of the examination(s); and (3) name of the examination and location at which examination was administered.

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:  Scored examination.

Systems exempted from certain provisions of the act:  None.