System name: Biographies and Photographs of HHS Officials, HHS/OS/ASPA.
Security classification: None.
System location: Office of the Assistant Secretary for Public Affairs, News Division, Room 638E, Humphrey Building, 200 Independence Avenue, SW, Washington, DC 20201 (see Appendix 1 following)
Categories of individuals covered by the system: HHS employees in key management and technical positions, such as the Secretary, Under Secretary, Assistant Secretaries, Deputy Assistant Secretaries, Commissioners, Regional Directors, Deputy Regional Directors, Agency Heads, Unit Managers.
Categories of records in the system: Biographical files consist of approved, printed personal and professional resumes and standard portrait pictures and biographical and professional questionnaires providing name, title, office location, telephone number, date of appointment to HHS, home address, home telephone, date of birth, place of birth, marital status, spouse's name, children's names,
children's date of birth, education, military service, professional career data, professional affiliations, publications and articles authored, awards, citations, prizes and honors received, civic, social and fraternal associations, outside interests, such as hobbies, sports, recreation.
Authority for maintenance of the system: 5 U.S.C. 301.
These records are maintained and made available to staff of the Department who have a need for photographs or background information on top officials of HHS.
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 an inquiry from the congressional office made at the request to that individual. 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.
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: Records are maintained in individual and combined files and stored in standard five-drawer file cabinets in offices listed under System Location.
Retrievability: Records are indexed by the name in alphabetical order, of those in higher management and technical positions with the remainder combined in a `miscellaneous' folder or folders. These records are made available to staff of the Department who have a need for photos of
background information on these officials.
Safeguards: Files are maintained in the offices of Public Affairs and requests are honored ‘on a need to know' basis only.
Retention and disposal: Records are periodically updated as circumstances warrant relative to promotions, reassignment, resignations, and death.
System manager(s) and address: Same as in Location above and Appendix 1.
Notification procedure: Contact System Managers in areas where individual is employed. Addresses same as above with the exception of Food and Drug Administration, contact: FDA Privacy Coordinator (HF-50), Food and Drug Administration, 5600 Fishers Lane, Rockville, Md. 20857.
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 official at the address specified under notification procedures above, and reasonably identify the record and specify the information to be contested and corrective action sought with supporting justification. (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 the biographies comes from the individuals whose biographies they form and from other material furnished by agency public information offices. The biographies are cleared with the individuals whose biography they represent prior to release to the public and the news media.
Systems exempted from certain provisions of the act: None.
Public Affairs Officer, Alcohol, Drug Abuse, and Mental Health Administration, Room 60-15, 5600 Fishers Lane, Rockville, Maryland 20857.
Public Affairs Officer, Center for Disease Control, Room 2067, Building 1, 1600 Clifton Road, Atlanta, Georgia 30333.
Public Affairs Officer, Food and Drug Administration, Room 15B42, 5600 Fishers Lane, Rockville, Maryland 20857.
Public Affairs Officer, Health Resources Administration, Room 1030, Center Building, 3700 East-West Highway, Rockville, Maryland 20782.
Public Affairs Officer, Health Services Administration, Room 14A55, 5600 Fishers Lane, Rockville, Maryland 20857.
Public Affairs Officer, National Institutes of Health, Room 309, Building I, 9000 Rockville Pike, Bethesda, Maryland 20014.
Director, Public Health Services, Office of Public Affairs, Room 721H, HHH Bldg., 200 Independence Ave., SW, Washington, DC 20201.
Public Affairs Officer, Health Care Financing Administration, Room 4244 HHS North, Humphrey Building, 330 Independence Ave. SW, Washington, DC 20201.
Public Affairs Officer, Social Security Administration, Rm 900 Altmeyer Bldg., 6401 Security Boulevard, Baltimore, Maryland 21235.
Public Affairs Officer, Department of Health and Human Services, John F. Kennedy Federal Building, Government Center, Boston, Massachusetts 02203.
Public Affairs Officer, Department of Health and Human Services, Federal Building, 26 Federal Plaza, New York, New York 10007.
Public Affairs Officer, Department of Health and Human Services, PO Box 13716, Philadelphia, Pennsylvania 19101.
Public Affairs Officer, Department of Health and Human Services, 101 Marietta Towers, Suite 1403, Atlanta, Georgia 30323.
Public Affairs Officer, Department of Health and Human Services, 300 South Wacker Drive, 35th Floor, Chicago, Illinois 60606.
Public Affairs Officer, Department of Health and Human Services, 1200 Main Tower Building, 11th Floor, Dallas, Texas 75202.
Public Affairs Officer, Department of Health and Human Services, 601 East 12th Street, Kansas City, Missouri 64106.
Public Affairs Officer, Department of Health and Human Services, 19th and Stout Sts., RM10006, Fed Ofc. Bldg., Denver, Colorado 80294.
Public Affairs Officer, Department of Health and Human Services, Federal Office Building, 50 United Nations Plaza, San Francisco, California 94102.
Public Affairs Officer, Department of Health and Human Services, 2901 Third Avenue, Seattle, Washington 98121.