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SORN 09-90-0016

System name: HHS Motor Vehicle Operator Records, HHS/OS/ASPER.

System location:  None.

System location:  Personnel offices of the Department shown in Applicants for Employment Records, HHS System 09-90-0006, Appendix 1. Issuing Officers for Motor Vehicle Operator Identification Cards and motor pool managers within the organizations serviced by the above personnel offices.

Categories of individuals covered by the system:  All Department employees who are required to operate motor vehicles regularly or incidentally in carrying out their official duties.

Categories of records in the system:  This system consists of a variety of records related to the issuance of a Government Motor Vehicle Operator's permit.  In addition to the name of the employee, the system includes information about the employee's birthplace, SSN, employing organization, number of years driven, type of vehicles operated, current driver's license, number, state issuing driver's license, date license expires, restrictions of state license, sex, date of birth, color or hair, color of eyes, weight, height, records of violations, arrests, and accidents. These records also include expiration dates of Motor Vehicle Operator permit, any limitations imposed on its use and the results of the annual review of each driving record.

Authority for maintenance of the system:  40 U.S.C. 471.

Purpose(s): 

These records are used as a basis for issuing a SF-46 “U.S. Government Motor Vehicle Operator's Identification Card'', to evaluate its use, and to revoke it when appropriate. These records are maintained in each component of the Department. See also “Retrievability'' below.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:   

Information in this system of records may be used:

(1)   In the event that this system of records indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether federal, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.

(2)   A record from this system of records may be disclosed as a “routine use” to a federal, state or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.

A record from this system of records may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the record is relevant and necessary to the requesting agency's decision on the matter.

(3)   In the event that this system of records indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use to the appropriate agency, whether state or local charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.

(4)   Where federal agencies having the power to subpoena other federal agencies' records, such as the Internal Revenue Service or the Civil Rights Commission, issue a subpoena to the Department for records in this system of records, the Department will make such records available.

(5)   Where a contract between a component of the Department and a labor organization recognized under E.O. 11491 or 5 U.S.C. Chapter 71 provides that the agency will disclose personal records relevant to the organization's mission; records in this system of records may be disclosed to such organization.

(6)   The Department contemplates that it will contract with a private firm for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. Relevant records will be disclosed to such a contractor. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.

(7) By the Office of Personnel Management in carrying out its functions.

(8)   Disclosure may be made 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.

(9)  In the event of litigation where the defendant is (a) the Department, any component of the Department, or any employee of the Department in his or her official capacity; (b) the United States where the Department determines that the claim, if successful, is likely to directly affect the operations of the Department or any of its components; or (c) any Department employee in his or her individual capacity where the Justice Department has agreed to represent such employee, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.

(10) Records may be disclosed to student volunteers, individuals working under a personal        services contract, and other individuals performing functions for the Department but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions. 

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

Storage:  Stored in Official Personnel Folder, in file folders, and index cards.

Retrievability:  Records are retrievable by name. They may also be used for production of summary descriptive statistics and analytical studies in support of the functions for which the records are collected and maintained and for related personnel management functions.

Safeguards:  Access to and uses of these records are limited to personnel whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure.

Retention and disposal:  Records are retained for three years after the individual's government motor vehicle operator's permit expires, or the individual leaves the Department, and are then destroyed. (See HHS Personnel Instruction 293-1, Exhibit S293-1-1, item 24.)

System manager(s) and address:  Personnel Officers of the Department shown in Applicants for Employment Records, HHS System 09-90-0006, Appendix 1.

Notification procedure:  Personnel officers in organizational units in which employed or systems managers shown above. Individual should provide name and organization in which employed.

Record access procedures:  Same as notification procedures. Requesters should also reasonably specify the record contents being sought. (These access procedures are in accordance with Department Regulations (45 CFR 5b.5(a)(2), Federal Register, October 8, 1975, page 47410.)

Contesting record procedures:  Contact the officials at the address specified under notification procedures above, and reasonably identify the record and specify the information to be contested, and state the corrective action sought and the reasons for the correction. (These procedures are in accordance with Department Regulations (45 CFR 5b.7), Federal Register, October 8, 1975, page 47411.)

Record source categories:  Information contained in this system of records is obtained: (1) From information supplied by the individual, or (2) derived from information supplied by the individual, or (3) from information supplied by officials of the Department.

Systems exempted from certain provisions of the act:  None.

Appendix 1

Office of the Secretary, Payroll Liaison Officer, Room 4355 HHS North Bldg., 330 Independence Ave., SW, Washington, DC 20201

Health Care Financing Administration, Payroll Liaison Officer, HCFA, East Low Rise Building,

PO Box 17255, Baltimore, MD 21203

Office of Human Development Services, Payroll Liaison Officer, Room 347 D, Hubert H. Humphrey Building, 200 Independences Ave., SW, Washington, DC 20201

Office of Child Support Enforcement, Payroll Liaison Officer, Room 1010 Beltway View Bldg.,6110 Executive Blvd, Rockville, MD 20852.

Social Security Administration Headquarters, Payroll Liaison Officer, SSA Headquarters, Room L 1100 West Low Rise Bldg., 6401 Security Blvd., Baltimore, MD 21235

Payroll Liasion Officer, SSA, ORS, Universal Bldg., Room 934, 1975 Connecticut Ave., NW, Washington, DC 20009

Regional Offices:

Region I, Payroll Liaison Officer, JFK Federal Bldg., Room 1503, Government Center, Boston, MA 00203

Region II, Payroll Liaison Officer, Personnel Support Branch, Room 39-120, 26 Federal Plaza, New York, NY 10007

Region III, Payroll Liaison Officer, PO Box 13716, Philadelphia, PA 19101, Region IV, Payroll Liaison Officer, 101 Marietta Tower, Suite 1601, Atlanta, GA 30331

Region V, Office of Personnel 31st Floor, Payroll Liaison Officer, 3300 South Wacker Drive, Chicago, IL 60606

Region VI, Regional Personnel Office, Room 1035, 1200 Main Street, Dallas, TX 75020

Region VII, Payroll Liaison Officer, Regional Personnel Office, 601 E 12th Street, Kansas City, MO 64106

Region VIII, Payroll Liaison Officer, Federal Office Building, Room 1028, 19th and Stout Street, Denver, CO 80294

Region IX, Regional Personnel Office, Room 138A, 50 United Nations Plaza, San Francisco, CA 94102

Region X, Payroll Liaison Officer, Regional Personnel, Arcade Plaza Bldg., Mail Stop 627, 1321 Second Avenue, Seattle, WA 98007

Regional Personnel Branch Office, Payroll Liaison Officer, 24000 Avila Road, 5th Floor, Laguna Niguel, CA 92677

Regional Personnel Branch Office, Payroll Liaison Officer, 1301 Superior Avenue--Suite 240

Cleveland, OH 44114

Social Security Administration Program Centers, Mid Atlantic, Payroll Liaison Officer, Program Service Center, P.O. Box 3579,  Philadelphia, PA 19122

Great Lakes, Payroll Liaison Officer, Program Service Center, 600 West Madison St., Chicago, IL 60606

Southeastern, Payroll Liaison Officer, Birmingham Program Service Center, P.O. Box 10364, Birmingham, AL 35202

North Eastern Payroll Liaison Officer, Program Service Center, 9605 Horace Harding Expressway, Flushing, NY 11368

Mid-American, Payroll Liaison Officer, Program Service Center, 601 East 12th Street, Kansas City, MO 64106

Western, Payroll Liaison Officer, Richmond Personnel Operations Center, Program Service Center, P.O. Box 2431, Richmond, CA 94802

Social Security Administration District Offices, New York, SSA, Payroll Liaison Officer, 26 Federal Plaza, Room 40-114, New York, NY 10007

Philadelphia, SSA, Payroll Liaison Officer, P.O. Box 13716, Philadelphia, PA 19101

Chicago, SSA, Payroll Liaison Officer, 300 South Wacker Drive, Chicago, IL 60606

Kansas City, SSA, Payroll Liaison Officer, 601 E 12th Street, Kansas City, MO 64106

San Francisco, Payroll Liaison Officer, Room 138A, 50 United Nations Plaza, San Francisco, CA 94102

Cleveland, SSA, Payroll Liaison Officer, 1301 Superior Avenue--Suite 240, Cleveland, OH 44114

SSA, Wilkes Barre Data Operations Center, Room 903, VA Bldg., 19 N. Main Street, Wilkes Barre, PA 18701

SSA Data Operations Center, Payroll Liaison Officer, P.O. Box 4429, Station A, Albuquerque, NM 87106

Boston, SSA, Payroll Liaison Officer, SSA, Room 1105, JFK Bldg., Government Center, Boston, MA 02203

Atlanta, SSA, Payroll Liaison Officer, 101 Marietta Tower, Suite 1601, Atlanta, GA30331

Dallas, SSA, Payroll Liaison Officer, Room 1035, 1200 Main Street, Dallas, TX 75020

Denver, SSA, Payroll Liaison Officer, Federal Office Building, Room 1196, 19th and Stout Street

Denver, CO 80294

Seattle, SSA, Payroll Liaison Officer, Regional Personnel, Arcade Plaza Bldg., Mail Stop 627, 1321 Second Avenue, Seattle, WA 98007

SSA, Record Center, P.O. Box 25, Boyers, PA 16020

SSA Data Operations Center, Payroll Liaison Officer, 100 East Alvin Drive, Salinas, CA 93906

SSA, Office of Hearings and Appeals, Room 102, Braedon Building, 3833 Fairfax Drive, Arlington, VA 22203

Public Health Service, Center for Disease Control, Payroll Liaison Officer, Personnel Management, Office, 1600 Clifton Road NE, Atlanta, GA 30333

National Institute of Environmental Health Services Payroll Liaison Officer, P.O. Box 12233,

Research Triangle Park, NC 27709

Food & Drug Administration, Payroll Liaison Officer, HFA 125 Parklawn Bldg., Room 1182, 5600 Fishers Lane, Rockville, MD 20857

Alcohol, Drug Abuse and Mental Health Administration, Payroll Liaison Officer, Room 1397, Parklawn Bldg., 5600 Fishers Lane, Rockville, MD 20857

National Institute of Health, Payroll Liaison Officer, Bldg. 31, Room B1B 30, 9000 Rockville Pike, Bethesda, MD 20014

Health Resources and Services Admin., & Office of Asst. Sec. for Health Payroll Liaison Officer,

Room 1649, Parklawn Bldg., 5600 Fishers Lane, Rockville, MD 20852

CDC, NIOSH, Payroll Liaison Officer, Financial Management Branch, Parklawn Bldg. 8A-10

5600 Fishers Lane, Rockville, MD 20857

Indian Health Service, Payroll Liaison Officer, Indian Health Service Area Office, Room 215, Federal Building, Aberdeen, SD 57401

Payroll Liaison Officer, Albuquerque Indian Health Service, Federal Office Building and U.S. Courthouse, Room 4005, 500 Gold SW., Albuquerque, NM 87101

Payroll Liaison Officer, Alaska Area Native Health Service, Area Personnel and Training Branch

PO Box 7-741, Anchorage, AK 99501

Payroll Liaison Officer, Phoenix Area Indian Health Service, 3738 N. 16th Street, Suite A. ,

Phoenix, AZ 85014

Payroll Liaison Officer, Oklahoma City Area Indian Health Service, 388 Old Post Office & Courthouse Bldg., Oklahoma City, OK 73102

Payroll Liaison Officer, Indian Health Service, 1220 SW. 3rd Avenue, Room 476, Portland, OR 97204

Payroll Liaison Officer, Indian Health Service Area Office, P.O. Box 2143, Billings, MT 59101

Payroll Liaison Officer, Navajo Area Indian Health Service, P.O. Box G, Attn: Financial Management Branch, Window Rock, AZ 86515

Payroll Liaison Officer, Indian Health Service, Data Processing Center, 2401 12th Street NW. – Room 3N, Albuquerque, NM 87198

Payroll Liaison Officer, Phoenix Indian Medical Center, 4212 N. 16th St., Phoenix, AZ 85016

Payroll Liaison Officer, Office of Research and Development, P.O. Box 11340, Tucson, AZ 85734

Payroll Liaison Officer, Gallup Indian Medical Center, P.O. Box 1337, Gallup NM Public Health Service Hospitals, Payroll Liaison Officer, St Elizabeth's Hospital, Room 101 E. Building, 2700 Martin Luther King Ave., SE, Washington, DC 20032

Payroll Liaison Officer, USPHS Hospital, Carville, LA 70721