System number: 09-15-0067
System name: HRSA Information Center (IC) Integrated Clearinghouse System (ICS)
Security classification: Moderate
System location(s): HRSA IC, Circle Solutions, Inc., Corporate Office, 8280 Greensboro
Drive, Suite 300, McLean, VA 22102
HRSA IC, Circle Solutions, Inc., Distribution Center, 22815 Glenn Drive, Suite 103, Sterling,
Categories of individuals covered by the system: Members of the public who request
information or publications from the HRSA IC.
Categories of records in the system: The system includes: names, addresses, and telephone
numbers of individuals who place orders via telephone, web, or written request for a 12-month
period within receipt of the request.
Authority for maintenance of the system: 5 U.S.C. § 301
Purpose(s) for records in this system: To facilitate the delivery of publications and the response to questions pertaining to HRSA programs as requested by members of the general public.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Authorized users: Access to records is limited to designated HRSA IC staff. The HRSA IC maintains current lists of authorized users.
Physical safeguards: All computer equipment and files are stored in areas where fire and life safety codes are strictly enforced. All automated documents are protected on a 24-hour basis. Perimeter security includes intrusion alarms and key card controls. No hard copy files are maintained. Computer files are password protected and are accessible only by use of computers which are password protected.
Procedural safeguards: A password is required to access computer files. All users of personal information in connection with the performance of their jobs protect information from public view and from unauthorized personnel entering an unsupervised area. All authorized users sign a nondisclosure statement. All passwords, keys and/or combinations are changed when a person leaves or no longer has authorized duties. Access to records is limited to those authorized personnel trained in Government privacy procedures.
Retention and disposal: Records of orders placed with the HRSA IC are maintained for 12 months, after which the records are purged from the system. Orders received by mail are shredded after the required information is entered into the HRSA IC/ICS.
System manager(s) and address: Director, Office of Communications, Health Resources and Services Administration, 5600 Fishers Lane, Parklawn Building, Room 14–27, Rockville, Maryland 20857
Notification procedure: Individuals may learn about personal information maintained in the system by contacting the system manager at the address above.
Record access procedures: Same as notification procedure. Requestors should also provide a reasonable description of the record being sought. Requesters may also request an accounting of disclosures that have been made of their records, if any.
Contesting record procedures: Contact the system manager as identified above, and reasonably identify the record contested, the corrective action sought, and the reason for seeking the information to show how the record is inaccurate or incomplete.
Record source categories: Members of the general public who voluntarily make publication or information requests.
Systems exempted from certain provisions of the act: None.