SORN 09-37-0022

System name:

Records of Health Experts Maintained by the Office of International Health (OIH), HHS/OASH/OIH.

Security classification:

None.

System location:

Office of International Health, Office of the Assistant Secretary for Health/HHS, 5600 Fishers Lane, room 18–87, Rockville, Maryland 20857.

Devres, Inc., 7201 Wisconsin Avenue, suite 500, Bethesda, Maryland 20814.

Logical Technical Services, Inc., 7222 47th Street, suite 100, Chevy Chase, Maryland 20815.

Categories of individuals covered by the system:

Experts who have responded to inquiry(s) of interest to provide short-term technical assistance in health disciplines identified by the Office of International Health.

Categories of records in the system:

Name, address, work and home telephone numbers, technical expertise, language capability, international experience, schools and degrees received, professional affiliations, principal publications, references, curricula vitae, travel records, payment records for consultants, Social Security number, and passport number, including date and place issued.

Authority for maintenance of the system:

42 U.S.C. 2421, regarding International Cooperation, and the Foreign Assistance Act.

Purpose(s):

The purpose of this system is:

(1) To locate experts with a particular area of expertise to respond to requests for technical assistance from AID/Washington or from an USAID overseas Mission; (2) to participate in cooperative bilateral health programs of the Public Health Service; (3) to communicate areas of expertise to the cooperating country to facilitate travel arrangements; (4) to monitor payments; and, (5) to coordinate the location of experts with various components of the Department.

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

1. 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.

2. 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.

3. OIH contracts with a contractor, Devres, Inc., and a subcontractor, Logical Technical Services, Inc., to obtain the services of experts. Relevant records will be disclosed to the contractor/subcontractor or may be developed by the contractor/subcontractor for use in such requests. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.

4. Information in this system of records is used by the contractor/subcontractor to prepare W–2 and 1099 Forms to submit to the Internal Revenue Service and applicable State and local governments those items to be included as income to an individual.

5. Disclosure may be made to AID/Washington and to USAID overseas Missions, and/or the American Embassy, in response to a request under the ANE–OIH agreement for technical assistance.

6. Information may be disclosed to foreign governments, in the form of official cable transmissions, to inform the foreign government of a proposed candidate for an assignment and to obtain necessary foreign government clearance.

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

Storage:

Records may be stored in file folders, on index cards, computer tapes and disks, microfiche, microfilm.

Retrievability:

Information will be retrieved by name, technical expertise, language capability, and/or international expertise.

Safeguards:

Measures to prevent unauthorized disclosures are implemented as follows:

1. Authorized Users: OIH, HCFA, Devres and LTS employees involved with the AID–OIH interagency agreement, and the OIH–HCFA subagreement, concerning health care financing issues are authorized users as designated by the System Manager.

2. Physical Safeguards: Records are stored in locked rooms, locked file cabinets, and/or secured computer facilities.

3. Procedural Safeguards: Contractors who maintain records in this system are instructed to make no further disclosure of the records except as authorized by the System Manager and permitted by the Privacy Act. Privacy Act requirements are specifically included in the Devres contract. HHS project directors, contract officers, and project officers oversee compliance with these requirements.

4. Implementation Guidelines: DHHS Chapter 45–13 and supplementary Chapter PHS.hf: 45–13 of the General Administration Manual, and Part 6, "ADP System Security" in the HHS Information Resource Management Manual.

Retention and disposal:

Records will be retained until the termination of the interagency agreements and will be disposed of in accordance with the OASH disposal standard.

System manager(s) and address:

Deputy Director, Office of International Health, 5600 Fishers Lane, Room 18–87, Rockville, Maryland 20857.

Notification procedure:

To determine whether a record exists, write to the OIH System Manager at the address above. Provide notarized signature as proof of identity. The request should include as much of the following information as possible: (a) Full name; (b) identification of assignment; and (c) approximate date(s) of participation.

Record access procedures:

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. Individuals may also request an accounting of disclosures that have been made of their records, if any.

Contesting record procedures:

Contact the System Manager and reasonably identify the record, specify the information being contested, and state the corrective action sought and the reason(s) for requesting the correction, along with supporting justification to show how the record is inaccurate, incomplete, untimely, or irrelevant.

Record source categories:

Information gathered from individual experts and from assignment or travel documents.

Systems exempted from certain provisions of the act:

None.