SORN 09-90-0160

System name: Medical Reserve Corps Unit Information, HHS/OPHS/OSG

Security classification: None

System location: System manager is located in Medical Reserve Corps (MRC)

program office, Office of Force Readiness and Deployment (OFRD), Office of the

Surgeon General (OSG), Office of Public Health and Science (OPHS), Department

of Health and Human Services (HHS), 5600 Fishers Lane, Room 18C-14, Rockville,

MD 20857. Website server is located in Z-Tech Corporation, 1803 Research

Boulevard., Suite 301, Rockville, MD 20850.

Categories of individuals covered by the system: Medical Reserve Corps

leaders who have registered their units with the OSG/MRC program office. MRC

volunteers who have indicated their willingness/ability to be utilized outside their

local jurisdiction.

Categories of records in the system: The collected information will include,

but is not limited to name of  unit, community/jurisdiction served, defining

characteristics and population of jurisdiction, name and type of sponsoring

organization, contact information for primary contacts (name, mailing address,

phone number, e-mail address, website address), emergency contact information

for MRC unit leader (phone number, e-mail address), description of MRC unit,

activation procedure, unit goals and objectives, unit activities and

accomplishments, unit partnerships and affiliations, information on MRC unit’s

volunteers, including but not limited to names, contact information, medical or

public health specialty, license information, and total number of volunteers,

description of volunteer recruitment activities, description of credentialing process,

description of training, description of policies and procedures, forms, partnership

agreements, organizational charts, and any other organizational documents, and

photographs of MRC unit/volunteers involved in exercises, deployments, or other

activities.

Authority for maintenance of the system:  The MRC program is authorized by

sections 311(c)(1) and 319A of the Public Health Service Act, as amended, 42

U.S.C sections 243(c)(1) and 247d-1.

Purpose(s):

the purpose of this system is to collect and maintain information about MRC units,

including unit demographics, contact information (regular and emergency),

volunteer numbers, activity updates and samples of best practices/lessons learned.

MRC unit leaders are asked to update this information at least quarterly. In

addition, information pertaining to MRC members who are able and willing to be

utilized outside their local jurisdiction will be collected, as a “PHS Auxiliary”

component of the MRC is being developed to further meet White House

recommendations.

Routine uses of records maintained in the system, including categories of

users and the purposes of such uses: The Privacy Act allows for disclosure of

information without an individual’s consent if the information is to be used for a

purpose that is compatible with the purpose(s) for which the information was

collected. Any such compatible use of data is known as a “routine use.”  The

following proposed routine uses in this system meet the compatibility requirement

of the Privacy Act:

1. Disclosure may be made to U.S. Government employees in order to accomplish

the purposes for which the records are collected. The users are required to

comply with the requirements of the Privacy Act with respect to such records.

2. Disclosure may be made to contractors, consultants or grantees, who have

been engaged by the Department to assist with the MRC program and who need

access to the records in order to perform the activity.

3. Disclosure may be made to a congressional office from the record of any

individual in response to an inquiry from the congressional office made at the

request of that individual.

4. 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, and HHS determines that the use of

such records by the Department of Justice, 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.

Policies and practices for storing, retrieving, accessing, retaining, and

disposing of records in the system:

Storage: Records are maintained in file folders and in computer data files.

Retrievability: The collected data are retrieved by MRC unit name.

Safeguards:  Authorized users: Access to records is limited to MRC program staff,

and contractors, consultants or grantees who have been engaged by the

Department to assist with the MRC program and who need access to the records in
order to perform the activity.

Physical safeguards: All computer equipment and files are stored in areas where fire

and life safety codes are strictly enforced. All documents are protected on a 24-hour

 basis. Perimeter security includes intrusion alarms, on-site guard force, random

guard patrol, passcard/combination controls, and receptionist controlled area.

Computer networks and web-accessible systems are password protected.

Procedural safeguards: A password is required to access computer files. System

users protect information from public view and from unauthorized personnel entering

an unsupervised area. Access to records is limited to authorized personnel.

Technical safeguards: Computer networks and web-accessible systems are

password protected. All computers have virus protection/detection software in

place.

Retention and disposal: Records may be retired to a Federal Records Center and

subsequently disposed of in accordance with the OPHS records control schedule.

The records control schedule and disposal standard for these records may be

obtained by writing to the System Manager at the address below.

System manager and address: Director, Medical Reserve Corps Program, Office of

the Surgeon General, Department of Health and Human Services (HHS), 5600

Fishers Lane, Room 18C-14, Rockville, MD 20857.

Notification procedure: To determine if a record exists, write to the System

Manager at the address above. The requester must verify his or her identify by

providing either a notarization of the request or a written certification that the

requester is who he or she claims to be and understands that the knowing and

willful request for acquisition of a record pertaining to an individual under false

pretenses is a criminal offense under the Act subject to a fine.

Record access Procedure: To obtain access to a record, write to the System

Manager at the address above. Requesters should provide the same information

as is required under the Notification Procedures. Requesters should also

reasonable specify the record contents being sought.

Contesting Record Procedures: To contest the contents of a record, write to the

System Manager at the address above, reasonably identify the record, and specify

the information being contested, the corrective action sought, and your reasons

for requesting the correction. Include supporting information to show how the

record is inaccurate, incomplete, untimely, or irrelevant.

Record Source Categories: Data is collected from the MRC unit leaders and MRC

volunteers who have indicated their willingness/ability to be utilized outside their

local jurisdiction.

Systems Exempted from Certain Provisions of the Act: None