SORN 09-90-0059

System name: Federal Advisory Committee Membership Files, HHS/OS/ASPER.

Security classification:  None.

System location:   Department and component committee management offices. See Appendix 1.

Categories of individuals covered by the system:  Individuals who have been or are presently members of or are being considered for membership on advisory committees within the jurisdiction of the Department of Health and Human Services.  Additionally the system of records contains information about members of the public who have requested that they receive various publications through the inclusion of their names and addresses on various mailing lists.

Categories of records in the system:  Information maintained on those individuals who have requested participation on mailing lists is limited to name and mailing address. Information maintained on individuals who are past, present, or recommended members of advisory committees subject to this notice consists of one or more of the following name, title, sex, place and date of birth, home

address, business address, organizational affiliation, phone number, degrees held, general educational background, ethnic background, resume, curriculum vitae, dates of term on advisory committee, status on advisory committee, reason for leaving advisory committee, previous or current membership on other advisory committees, special qualifications of the individual for the advisory committee membership, source who recommended the individual for membership on advisory

committee and miscellaneous correspondence. Additionally, memoranda justifying the individual's selection are included in the file in cases in which the individual has served repetitively on advisory committees, has not had a one-year break in service on advisory committees, or where various statutory or other requirements for advisory committee membership cannot be met.

Authority for maintenance of the system:  Federal Advisory Committee Act (5 U.S.C. App. I et seq.).


Records in this system are used in the administration and management of Federal advisory committees in the Department, including the preparation of reports; quarterly alphabetical listings of past, present, and recommended advisory committee members; lists of vacancies, acceptances, and separations; and documentation of nominations. 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:

Annual Report to the President; administrative reports to OMB and GSA.  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.

In the event the Department deems it desirable or necessary, in determining whether particular records are required to be disclosed under the Freedom of Information Act, disclosure may be made to the Department of Justice for the purpose of obtaining its advice.

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 is 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. 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.

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 hard-copy filed in file cabinets, on index cards, on magnetic tape, or in computer storage.

Retrievability:  For the most part records are maintained in an alphabetical index by name of the individual. Certain files are based on other factors, e.g., Advisory Committee name, with a cross index based on an alphabetical listing of individuals. Certain other records are retrievable by individually identifiable computer identification codes. Certain of the mailing lists which are maintained are indexed by ZIP Code and within zone by alphabetical listing by name of the individual. Records from the system are available to the staffs of the respective Advisory Committees, the Committee Management Officers, the Departmental Committee Management Officer and other Departmental staff on a need-to-know basis.

Safeguards:  Direct access to records is restricted to authorized personnel through locked files, rooms, and buildings as well as building pass and security guard sign-in systems. Certain facilities are also protected by closed circuit television systems. Computer systems are secured through locked magnetic tape libraries as well as lockword-password computer access systems.

Retention and disposal:  Retention is variable from one year to permanent retention depending upon the type of record, e.g., names of former members of advisory committees are retained permanently. Certain records are disposed of by referral to the Federal Records Center. Others are disposed of as trash by the system manager or office of security depending upon the confidentiality of the information contained on the record.

System manager(s) and address:  See Appendix 1.

Notification procedure:  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 20852.  Verification of identification of individuals inquiring as to information contained in this System shall be in accordance with the procedures outlined in regulations published by

the Department of Health and Human Services to implement the Privacy Act.

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 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


Record source categories:  the vast majority of information contained in records on individuals is obtained directly from the individual. Other information in the form of references and recommendations is obtained from other private individuals, program personnel, biographical reference books, private organizations, former employers, regional office of HHS, Members of Congress, and other government sources.

Appendix 1

Department of Health and Human Services

Department Committee

Management Officer

Mary Switzer Building, Room 2319

330 Independence Ave., SW, Washington, DC 20201

Alcohol, Drug Abuse, and Mental Health Administration

Office of the Administrator

Committee Management Officer

Room 13-103

5600 Fishers Lane

Rockville, Maryland 20857

Centers for Disease Control

Committee Management Officer

Management Analysis Branch

Building 4, Room 225,

1600 Clifton Road, NE

Atlanta, Georgia 30333

Food and Drug Administration

Office of Management and Operations

Division of Management Systems and Policy

Committee Management Office

Room 12-21, 5600 Fishers Lane

Rockville, MD 20857

Health Care Financing Administration

Records Committee Management Officer

Bay A-1

1710 Gwynn Oak Avenue

Baltimore, Maryland 21235

Health Resources and Services Administration

Office of Program Policy Coordination

Committee Management Officer

Parklawn Building, Room 14-05

5600 Fishers Lane

Rockville, Maryland 20857

National Institutes of Health

Committee Management Officer

National Institutes of Health

Building 01, Room 303

Bethesda, Maryland 20205

Social Security Administration, OMBP

Office of Management

Budget and Personnel

Committee Management Officer

Room 828, Altmeyer Building,

6401 Security Boulevard

Baltimore, Maryland 21235

Office of the Assistant Secretary for Health

OASH Committee

Management Officer, Parklawn Building

Room 17-69

5600 Fishers Lane,

Rockville, Maryland 20857

Office of the Assistant Secretary for Planning and Evaluation,

Committee Management Officer

Room 405-F, HHH Building

200 Independence Ave., SW

Washington, DC 20201

Office of the Assistant Secretary for Human Development Services

Committee Management Officer

Room 308-E, HHH Building

200 Independence Ave., SW

Washington, DC 20201

Content created by Freedom of Information Act (FOIA) Division
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