• This system of records is an umbrella system comprising separate sets of records located either in the organizations responsible for conducting evaluations or at the sites of programs or activities under evaluation. Locations include the Health Resources and Services Administration (HRSA) facilities in Rockville, Maryland, or facilities of contractors of HRSA. Write to the System Manager for a list of current locations.

1. 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.
2. A record may be disclosed for a research purpose, when theDepartment:
   (a) Has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained; (b) Has determined that the research purpose (1) cannot be reasonably accomplished unless the record is provided in individually identifiable form, and (2) warrants the risk to the privacy of the individual that additional exposure of the record might bring; (c) Has required the recipient to--(l) establish reasonable administrative, technical, and physical safeguards to prevent
   unauthorized use or disclosure of the record, (2) remove or destroy the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining such information, and (3) make no further use or disclosure of the record except--(A) in emergency circumstances affecting the health or safety of any individual, (B) for use in another research project, under these same conditions, and with written authorization of the Department, (C) for disclosure to a properly identified person for the purpose of an audit related to the research project, if information that would enable research subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the audit, or (D) when required by law; and (d) Has secured a written statement attesting to the recipient’s understanding of, and willingness to abide by these provisions.
3. Disclosure may be made to HHS contractors and their staff, in order to accomplish any of the purposes of the system of records. The recipients are required to protect such records from improper disclosure and to maintain Privacy Act safeguards.
4. The Department 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.

• Storage: File folders, magnetic tape, card files, microfilm, microfiche, and disk storage. The needs of each project determine the types of storage actually used.
• Retrievability: By name. In some instances an assigned number may be used to retrieve records.
• Safeguards:
  
  
  1. Locked building, locked rooms, locked file cabinets, personnel screening, locked computer rooms and computer tape vault, guard service, password protection of automated records and limited access to only authorized personnel may be used. Particular safeguards are selected as appropriate to the type of records included in each project. Authorized personnel are generally limited to contractor personnel directly involved in data collection, compilation, and analysis. (Safeguards are in accordance with Part 6, ADP Systems Security, of the Department’s Information Resources Management Manual, with Chapter 45-13, Safeguarding Records Contained in Systems of Records, of the Department’s General Administration Manual, and with supplementary Chapter PHS.hf: 45-13.)

Retention and disposal: The contractor removes personal identifiers and destroys the records when they are no longer needed, as appropriate to the specific project. (Records may be retired to a Federal Records Center and subsequently disposed of in accordance with the Records Control Schedule of the Health Resources and Services Administration.) You may obtain a copy of the disposal standard for a particular project by writing to the System Manager.

• Deputy Director, Division of Information and Analysis, Office of Planning, Evaluation and Legislation, HRSA, 5600 Fishers Lane, Room14-36,Rockville, MD 20857.

1. suitable identification,
2. a reasonable description of the record,
3. the specific information you want corrected, and
4. a precise description of the correction, with supporting justification. The right to contest records is limited to information which is incomplete, irrelevant, or untimely (obsolete).