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HUD-24: Investigation Files

HUD/DEPT-24

System name: Investigation Files.

System location: Headquarters.

Categories of individuals covered by the system: HUD program participants and HUD employees involved in matters under Office of Inspector General cognizance, and HUD investigators.

Categories of records in the system: Manual Files contain information concerning investigation of alleged irregularities in connection with HUD programs and include initial complaints filed against subject alleging violations, reports of investigation, findings of HUD officials, and recommendations and dispositions to be made. Manual and automated files contain case file number, status and disposition, investigator name and number, and staff hour usage.

Authority for maintenance of the system: Inspector General Act of 1978, Pub. L. 95-452.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Routine Use paragraphs in prefatory statement.

Other routine uses: To Department of Labor--for investigative research; as a data source for management information for production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained; or for related personnel management functions or manpower studies. Files may also be used to respond to general request for statistical information (without personal identification of individuals) under the Freedom of Information Act, or to locate specific individuals for personnel research or other personnel management functions.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders. The automated portion of the system is stored on magnetic tape/disc/drum.
Retrievability: Manual records can be retrieved by name, investigation file number, case number; manual records containing investigator time accounting information can be retrieved by investigator name and investigator number. Information in automated records can be retrieved by case file number, investigator name, investigator number, and subject name.
Safeguards: Manual Records are maintained in locked file cabinets or in metal file cabinets in secured rooms or premises with access limited to those persons whose official duties require access. Computer terminals are secured in controlled areas which are locked when unoccupied. Access to automated files is limited to authorized personnel who must use a password system to gain access.
Retention and disposal: Records are primarily active; however, records are destroyed in conformance with Records Schedule 28 (Investigation Records), Appendix 28, HUD Handbook 2225.6.

System manager(s) and address: Director, Administrative Support Staff, Office of the Inspector General, Department of Housing and Urban Development, 451 Seventh Street, SW., Washington, DC 20410.

Notification procedure: For information, assistance, or inquiry about existence of records, contact the Privacy Act Officer at the Headquarters location, in accordance with 24 CFR part 16. This location is given in appendix A.

Record access procedures: The Department's rules for providing access to records to the individual concerned appear in 24 CFR part 16. If additional information or assistance is needed, contact the Privacy Act Officer at the Headquarters location. This location is given in appendix A.

Contesting record procedures: The Department's rules for contesting the contents of records and appealing initial denials by the individual concerned appear in 24 CFR part 16. If additional information or assistance is needed, it may be obtained by contacting (i) in relation to contesting contents of records, the Privacy Act Officer at the Headquarters location, which is given in appendix A; (ii) in relation to appeals of initial denials, the HUD Departmental Privacy Appeals Officer, Office of General Counsel, Department of Housing and Urban Development, 451 Seventh Street, SW, Washington, DC 20410.

Record source categories: Subject individuals; other individuals; current or previous employers; credit bureau; financial institutions; corporations or firms; law enforcement agencies. Systems exempted from certain provisions of the act: Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), all investigatory material in the record which meets the criteria of these sub-sections is exempted from the notice, access, and contest requirements (under 5 U.S.C. 552a(c)(3), (d),(e)(1), (e)(4)(G), (H), and (I) and (f) of the agency regulations in order for the Department's legal staff to perform its function properly.