System name: Telephone Directory/Locator System, HHS/OS/ASMB/OMAS.
Security classification: None.
System location: Operating Offices and Facility Complexes of the Department-- Employee Locators and Offices of Administrative or Management Services.
Categories of individuals covered by the system: Current employees of the Department and vendor or other Federal employees located in Department operating offices and facility complexes.
Categories of records in the system: Name, title, agency office address, agency mailing address, telephone number, standard administrative code, and social security number.
Authority for maintenance of the system: 5 U.S.C. 301, 40 U.S.C. 486(c).
The records are used to develop and maintain current employee locator and directory listings. The locator listings are used by the HHS information centers, mailrooms, and others specifically for the purpose of locating employees and for routing mail. The directory listings are used to produce departmental telephone directories on an as needed basis.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
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: Variously stored in card files, computer printouts, paper forms, magnetic tape.
Retrievability: Alphabetically by employee name in certain instances, also by agency and/or title. Some large systems use the SSN as control to update, change or delete information on individuals no longer within this system of records.
Safeguards: Only authorized personnel have access to master lists which contain social security numbers.
Retention and disposal: Retained as long as individual is employed by or associated with the Department, then information deleted from files by appropriate method.
System manager(s) and address: Telecommunications management officials of the Department--See Appendix.
Notification procedure: Direct inquiries to appropriate systems manager identified in Appendix.
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: Individual employee.
Systems exempted from certain provisions of the act: None.
Department Policy Coordinator:
Telecommunications Management Officer, Department of Health, and Human Services, Office of the Assistant Secretary for Management and Budget, Office of Management Analysis and Systems, 200 Independence Avenue, SW, Washington, DC 20201.
PHS Policy Coordinator: Telecommunications Management Officer, Office of the Assistant Secretary for Health, Office of Management, Office of Organization and Management Systems, Division of Management Sciences and Systems, 5600 Fishers Lane, Rockville, MD 20857.
Operating System Managers: Office of the Secretary, Deputy Director, Division of Administrative Services, Office of Management Services, 330 Independence Ave., SW, Room 1739, Washington, DC 20201.
Human Development Services, Director, Division of Administrative Services, 200 Independence Ave., SW, Room 309B, Washington, DC 20201.
Public Health Service, Chief, Communications Section, Administrative Services Center, 5600 Fishers Lane, Rockville, MD 20857.
Public Health Service, Centers for Disease Control, Chief, Communications Records and Space Branch, 1600 Clifton Road, Atlanta, GA 30333.
Public Health Service, Food and Drug Administration, Chief, Services Management Section, Division of Management Services, 5600 Fishers Lane, Rockville, MD 20857.
Public Health Service, Chief, General Services Branch, USPHS Hospital, Carville, LA 70721.
Health Care Financing Administration, Director, Division of Communications Services, 591 East High Rise Bldg., 6325 Security Blvd., Baltimore, MD 21207.
Social Security Administration, Communications Systems Branch, 6401 Security Boulevard, Room 1-N-9--Annex, Baltimore, MD 21235.
Region I, HHS Director, Division of Administrative Services, JFK Federal Building, Boston, MA 02203.
Region II, HHS Director, Division of Administrative Services, 26 Federal Plaza, New York, NY 10007.
Region III, HHS Director, Division of Administrative Services, 3535 Market Street, Philadelphia, PA 19101.
Region IV, HHS Director, Division of Administrative Services, 101 Marietta Tower, Suite 1502, Atlanta, GA 30323.
Region V, HHS Director, Division of Administrative Services, 300 South Wacker Drive, Chicago, IL 60606.
Region VI, HHS Director, Division of Administrative Services, 1200 Main Tower, Dallas, TX 75202.
Region VII, HHS Director, Division of Administrative Services, 601 East 12th Street, Kansas City, MO 64106.
Region VIII, HHS Director, Division of Administrative Services, 1961 Stout Street, Denver, CO 80294.
Region IX, HHS Director, Division of Administrative Services, 50 United Nations Plaza, San Francisco, CA 94102.
Region X, HHS Director, Division of Administrative Services, 1321 Second Avenue, Seattle, WA 98101.