81 FR 56684 - Implementation of the Privacy Act of 1974, as Amended; Notice To Amend Systems of Records, Integrated Real Estate Management System, Development Application Processing System, Tenant Rental Assistance Certification System

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

Federal Register Volume 81, Issue 162 (August 22, 2016)

In accordance with requirements Privacy Act of 1974, as amended, 5 U.S.C. 552a, the U.S. Department of Housing and Urban Development (HUD), Office of Multifamily Housing gives notice of its intent to amend three system of records notices (SORNS): Integrated Real Estate Management System, published in the Federal Register on August 14, 2007 at 72 FR 45442-45443, Development Application Processing System, published in the Federal Register on August 1, 2007 at 72 FR 42101-42102, Tenant Housing Assistance and Contract Verification Data, published in the FR on March 13, 1997 62 FR 11909- 11910.'' This notice proposal renames the ``Tenant Housing Assistance and Contract Verification Data'' systems of records to ``Tenant Rental Assistance Certification System (TRACS)'', makes administrative updates to the systems of records location, authority, purpose, and records retention statements, refines previously published information about each notice in a clear and easy to read format, and implements a new coding structure to make it easier to differentiate a system of records from other program specific SORNs. A more detailed description of the present systems status is republished under this notice. This notice supersedes and replaces the former notice publications. The amended systems of records and their new/prior coding structures are identified below.

[Federal Register Volume 81, Number 162 (Monday, August 22, 2016)]
[Notices]
[Pages 56684-56690]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2016-20005]



[[Page 56684]]

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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-5921-N-13]


Implementation of the Privacy Act of 1974, as Amended; Notice To 
Amend Systems of Records, Integrated Real Estate Management System, 
Development Application Processing System, Tenant Rental Assistance 
Certification System

AGENCY: Office of Multifamily Housing, HUD.

ACTION: Notice to amend systems of records.

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SUMMARY: In accordance with requirements Privacy Act of 1974, as 
amended, 5 U.S.C. 552a, the U.S. Department of Housing and Urban 
Development (HUD), Office of Multifamily Housing gives notice of its 
intent to amend three system of records notices (SORNS): Integrated 
Real Estate Management System, published in the Federal Register on 
August 14, 2007 at 72 FR 45442-45443, Development Application 
Processing System, published in the Federal Register on August 1, 2007 
at 72 FR 42101-42102, Tenant Housing Assistance and Contract 
Verification Data, published in the FR on March 13, 1997 62 FR 11909-
11910.'' This notice proposal renames the ``Tenant Housing Assistance 
and Contract Verification Data'' systems of records to ``Tenant Rental 
Assistance Certification System (TRACS)'', makes administrative updates 
to the systems of records location, authority, purpose, and records 
retention statements, refines previously published information about 
each notice in a clear and easy to read format, and implements a new 
coding structure to make it easier to differentiate a system of records 
from other program specific SORNs. A more detailed description of the 
present systems status is republished under this notice. This notice 
supersedes and replaces the former notice publications. The amended 
systems of records and their new/prior coding structures are identified 
below.

------------------------------------------------------------------------
                                    Systems of records name/prior coding
       New coding structure                       structure
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1. HSNG.MF/HTS.01.................  Integrated Real Estate Management
                                     System (iREMS) (Previously coded
                                     HUD/MFH-10).
2. HSNG.MF.HTS.02.................  Tenant Rental Assistance
                                     Certification System (TRACS)
                                     (Previously coded HUD/H-11).
3. HSNG.MF/HTHE.01................  Development Application Processing
                                     System (DAPS) (Previously coded HUD/
                                     MFH-08).
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DATES: Effective Date: This action will be effective without further 
notice, August 22, 2016.
    Comments Due Date: September 21, 2016.

ADDRESSES: Interested persons are invited to submit comments regarding 
this notice to the Rules Docket Clerk, Office of General Counsel, 
Department of Housing and Urban Development, 451 Seventh Street SW., 
Room 10276, Washington, DC 20410. Communications should refer to the 
above docket number and title. Faxed comments are not accepted. A copy 
of each communication submitted will be available for public inspection 
and copying between 8 a.m. and 5 p.m. weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Helen Goff Foster, Chief Privacy 
Officer/Senior Agency Official for Privacy, 451 Seventh Street SW., 
Room 10139, Washington, DC 20410, telephone number 202-402-6836 (this 
is not a toll-free number). Individuals who are hearing- and speech-
impaired may access this number via TTY by calling the Federal Relay 
Service at 800-877-8339 (this is a toll-free number).

SUPPLEMENTARY INFORMATION: This notice satisfies the Privacy Act 
requirement that an agency must publish a system of records in the 
Federal Register when there are additional changes to a notice. The 
amended notices are set out in their entirety and described in detail 
following this section. The amended notices reflect administrative 
changes, as well as make minor clarification and/or editorial changes 
to the name and location of the record system, the authority for and 
manner of its operations, the categories of individuals that it covers, 
the type of records that it contains, and the records source sections. 
The notice also includes the current business address of the HUD 
officials who will inform interested persons of how they may gain 
access to and/or request amendments to records pertaining to the 
records themselves. The existing scope, objectives, business processes, 
and uses being made of the data by the Department for each notice 
remain unchanged.
    Publication of this notice allows the Department to maintain 
current information about its notices in a clear and cohesive format. 
The Privacy Act places on Federal agencies principal responsibility for 
compliance with its provisions, by requiring Federal agencies to 
safeguard an individual's records against an invasion of personal 
privacy; protect the records contained in an agency system of records 
from unauthorized disclosure; ensure that the records collected are 
relevant, necessary, current, and collected only for their intended 
use; and adequately safeguard the records to prevent misuse of such 
information. In addition, this notice demonstrates the Department's 
focus on industry best practices and laws that protect interest such as 
personal privacy and privacy protect records from inappropriate 
release.
    Pursuant to the Privacy Act and the Office of Management and Budget 
(OMB) guidelines, the amended notices do not meet threshold 
requirements for having to transmit a report to OMB, the Senate 
Committee on Homeland Security and Governmental Affairs, and the House 
Committee on Oversight and Government Reform, as instructed by 
paragraph 4c of Appendix l to OMB Circular No. A-130, ``Federal 
Agencies Responsibilities for Maintaining Records About Individuals,'' 
November 28, 2000.

    Authority:  5 U.S.C. 552a; 88 Stat. 1896; 42 U.S.C. 3535(d).

    Dated: August 16, 2016.
Helen Goff Foster,
Chief Privacy Officer/Senior Agency Official for Privacy.
SYSTEM OF RECORDS NO.:
    HSNG.MF/HTS.01.

SYSTEM NAME:
    Integrated Real Estate Management System (iREMS)-F24.

SYSTEM LOCATION:
    The system is hosted at the HUD data center in Charleston, West 
Virginia. Users have on-line access to the system at the Department of 
Housing and Urban Development Headquarters, 451 Seventh Street SW., 
Washington, DC 20410, HUD Field and Regional Offices,\1\ or at the 
locations of the service providers under contract with HUD.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The categories of individuals covered by the system include 
external business

[[Page 56685]]

partners approved to do Multifamily business with HUD (e.g., property 
owners, management agents, contract administrators, and owner/agent 
contacts).

CATEGORIES OF RECORDS IN THE SYSTEM:
    The categories of records in the system include:
    (1) Contact Information: Name, home/business address, and home/
business telephone number, fax, and email address.
    (2) Identification information: Social Security number (SSN) and 
tax identification number (TIN).
    (3) Loan Servicing information: Section 8 subsidy contract 
renewals, property management reviews, physical condition of 
multifamily properties and ownership data, workload tracking of HUD 
staff, Departmental Enforcement Center tracking for corrective actions/
referrals, and participant/partner information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Housing Act of 1937 as amended, 42 U.S.C. 1437 et seq.; CFR 24 
Part 5.216 (c), and 5.216 (e); Housing and Community Development Act, 
42 U.S.C Sec.  3543, Section 165.

PURPOSE(S):
    iREMS is HUD's multifamily property management tool for the Office 
of Multifamily Housing (MFH), the Departmental Enforcement Center 
(DEC), and the Real Estate Assessment Center (REAC). The goal of iREMS 
is to improve fiscal and regulatory control over HUD's Multifamily 
housing portfolio, and ensure compliance with HUD program requirements 
and business agreements. iREMS is the repository of HUD's data that 
define the portfolio of insured, subsidized, HUD-held, HUD-owned, co-
insured, elderly and disabled properties, and provides portfolio 
management for Section 8 contracts to establish property ownership and 
management for physical property inspection follow-up, and financial 
assessment reviews. The data are used for tracking property status, 
loan status and characteristics, Section 8 contract renewals, and 
financial status of property owners. iREMS provides REAC with the 
ability to validate financial statement submissions and mortgagee 
inspections. iREMS provides DEC and the Office of Affordable Housing 
Preservation the ability to track corrective action referrals initiated 
against owners and/or properties not fully complying with HUD 
requirements (Owners not in full compliance may be subject to 
enforcement action, including civil money penalties, suspension and/or 
debarment, and referral to the Department of Justice). When criminal 
activity is suspected, cases are referred to HUD's Office of the 
Inspector General for investigation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside HUD as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To appropriate agencies, entities, and persons to the extent 
such disclosures are compatible with the purpose for which the records 
in this system were collected, as set forth by Appendix I \2\--HUD's 
Routine Uses Inventory Notice published in the Federal Register.
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    2. To appropriate agencies, entities, and persons when:
    (a) HUD suspects or has confirmed that the security or 
confidentiality of information in a system of records has been 
compromised;
    (b) HUD has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of systems or programs (whether maintained by HUD or another 
agency or entity) that rely upon the compromised information;
    (c) HUD has determined that the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist in connection 
with HUD's efforts to respond to the suspected or confirmed compromise 
and prevent, minimize, or remedy such harm for purposes of facilitating 
responses and remediation efforts in the event of a data breach.
    3. To the National Archives and Records Administration (NARA) or to 
the General Services Administration for records management inspections 
conducted under 44 U.S.C. Sec.  2904 and 2906.
    4. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    5. To the Department of Justice for possible enforcement action 
against owners or properties not complying with HUD requirements.
    6. To HUD business partners (Public Housing Authorities and 
Community Development Corporations serving as Performance Based 
Contract Administrators (PBCA)) in order to fulfill their business 
agreements with HUD (e.g., manage their assigned Section 8 contracts).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
    Records in this system are stored securely electronically or on 
paper in secure facilities in a locked drawer behind a locked door.

RETRIEVABILITY:
    Records are retrieved mainly based on the property identification 
number or contract ID. However, for participant/partner information and 
security system access it is possible to locate data via their names 
and/or taxpayer identification number (TIN).

SAFEGUARDS:
    Access to electronic systems is by password and code identification 
card access and limited to authorized users. Retrievals are only 
accessible via entry of a valid HUD user id and password. LDAP (light-
weight directory access protocol) is used to verify external users--
each must be properly registered with HUD and have an LDAP user id/
password. When first gaining access to iREMS and on an annual basis, 
all users must agree to the systems ``Rules of Behavior'' which specify 
handling of personal information and any physical records.

RETENTION AND DISPOSAL:
    Paper records are destroyed by shredding or burning. Backup and 
Recovery digital media will be destroyed or otherwise rendered 
irrecoverable per NIST SP 800-88 Revision 1 ``Guidelines for Media 
Sanitization'' (December 2014). Records and data are retained and 
disposed of in accordance with the HUD Records Disposition Schedules 
Handbook (2225.6 Rev-1), as described in Records Disposition Schedule 
68, Items 2 and 3.\3\
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SYSTEM MANAGER(S) AND ADDRESS:
    Director, Program Systems Management Office, Office of Multifamily 
Housing, Department of Housing and Urban Development, 451 Seventh 
Street SW., Washington, DC 20410.

[[Page 56686]]

NOTIFICATION AND RECORD ACCESS PROCEDURES:
    For information, assistance, or inquiries about the existence of 
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency 
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington, 
DC 20410, telephone number 202-402-6836. When seeking records about 
yourself from this system of records or any other HUD system of 
records, your request must conform with the Privacy Act regulations set 
forth in 24 CFR part 16. You must first verify your identity by 
providing your full name, current address, and date and place of birth. 
You must sign your request, and your signature must either be notarized 
or submitted under 28 U.S.C. 1746, a law that permits statements to be 
made under penalty of perjury as a substitute for notarization. In 
addition, your request should:
    (1) Explain why you believe HUD would have information on you.
    (2) Identify which HUD office you believe has the records about 
you.
    (3) Specify when you believe the records would have been created.
    (4) Provide any other information that will help the Freedom of 
Information Act (FOIA) staff determine which HUD office may have 
responsive records.
    If you are seeking records pertaining to another living individual, 
you must obtain a statement from that individual certifying their 
agreement for you to access their records. Without the above 
information, the HUD FOIA Office may not be able to conduct an 
effective search, and your request may be denied due to lack of 
specificity or lack of compliance with applicable regulations.

CONTESTING RECORD PROCEDURES:
    The Department's rules for contesting contents of records and 
appealing initial denials appear in 24 CFR part 16, Procedures for 
Inquiries. Additional assistance may be obtained by contacting Helen 
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy, 
451 Seventh Street SW., Room 10139, Washington, DC 20410, or the HUD 
Departmental Privacy Appeals Officers, Office of General Counsel, 
Department of Housing and Urban Development, 451 Seventh Street SW., 
Room 10110 Washington, DC 20410.

RECORD SOURCE CATEGORIES:
    Sources of data are contractual agreements between HUD and property 
owners (e.g. Regulatory Agreement, Section 8 Housing Assistance 
Payments (HAP) contract) and memorandums to HUD from the business 
partners and from other HUD source systems that transmit data to iREMS. 
The HUD source systems provide information to iREMS to allow 
Multifamily Housing the ability to track property status, loan status 
and characteristics, Section 8 contract renewals, and financial data 
concerning property owners. The source systems and their HUD functions 
are listed below:
    (1) Development Application Processing (DAP): DAP is a 
comprehensive, automated underwriting system that supports processing 
and tracking of HUD Multifamily Housing applications from pre-
application through final closing. Once the underwriting process has 
been completed, the information is passed along to iREMS.
    (2) FHA Subsidy Ledger (FHASL): This system contains financing 
instrument, primary address, holding mortgagee and servicing mortgagee 
information.
    (3) Multifamily Accounting Report and Servicing System (MARS): This 
system contains FHA information for Multifamily properties.
    (4) Financial Assessment Subsystem (FASS): This system provides 
financial statements/data for all HUD owned properties.
    (5) Physical Assessment Subsystem (PASS): This system holds the 
physical inspection data for HUD owned properties.
    (6) Geo-coding Services (GSC): This system contains geo data and 
also provides standardized addresses for HUD owned properties.
    (7) Tenant Rental Assistant Certification System (TRACS): TRACS 
contains Multifamily property attribute information. It also collects 
certified tenant data for processing from owners and management agents 
of Multifamily housing projects, and from local housing authorities and 
state housing agencies acting as subsidy contract administrators for 
HUD.
    (8) Automatic Renewal and Amendment Management Sub-system (ARAMS): 
ARAMS processes and confirms Multifamily funding reservation requests 
for renewal and amendment subsidy contracts.
    (9) Online Property Integrated Information Suite (OPIIS): OPIIS 
provides Risk management scores and ratings for HUD's Multifamily 
insured and assisted portfolio.
    (10) Line of Credit Control System (LOCCS): LOCCS is a HUD grant 
disbursement system.
    (11) Program Accounting System (PAS): PAS is an integrated 
subsidiary ledger for the Department's grant, subsidy, and loan 
programs.
    (12) Northridge Loan System/Loan Accounting System (NLS/LAS): The 
NLS system contains loan information on HUD's properties.
    (13) Active Partners Performance System (APPS): APPS is an online 
system that allows for submission and review of the Housing and Urban 
Development (HUD) Previous Participation Certification Process (Form 
2530). This information is needed for the renewal process.
    (14) Multifamily Insurance System MFIS: MFIS maintains the 
inventory of Multifamily insurance-in-force cases, as well as all 
pertinent and historical data, and produces premium bills and new 
account receivables monthly.
    (15) Lender Electronic Assessment Portal (LEAP): Maintains the 
official record of institutions (Title I and Title II lenders) approved 
by HUD/Federal Housing Administration (FHA) to originate, service, or 
invest in FHA-insured mortgages or loans.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

SYSTEM OF RECORDS NO.:
    HSNG/MF.HTS.02.

SYSTEM NAME:
    Tenant Rental Assistance Certification System (TRACS)--F87.

SYSTEM LOCATION:
    The system is hosted at the HUD data center in Charleston, West 
Virginia. Users have on-line access to the system at the Department of 
Housing and Urban Development Headquarters, 451 Seventh Street SW., 
Washington, DC 20410, HUD Field and Regional Offices,\4\ or at the 
locations of the service providers under contract with HUD.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    TRACS categories of records include, records reported to HUD for 
each individual receiving housing assistance from HUD under the 
following programs: Section 8, Section 236 (including Section 236 RAP), 
Rent Supplement, Section 221(d)3 BMIR, Section 811, and Section 202 
(e.g., all participants of certain HUD Rental Housing Assistance 
Programs); records for each Public Housing Authorities (PHA), PHA-owner 
or management agents who receives payments for these assisted housing 
programs (e.g., sole proprietors who administer these programs).

[[Page 56687]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system of records contains manual and automated records 
consisting of tenant information supplied to HUD from PHAs or PHA-owner 
or management agents; data supplied by the tenant, or through a third 
party verification process. The full extent of the data fields 
collected is detailed in the 202D MAT GUIDE.
    The categories of records include, but are not limited to Tenant:
    (1) Identification Information: Name; Social Security number (SSN); 
alien registration information; address and tenant unit number, date of 
birth, phone number, driver's license, email, DUNS number.
    (2) Characteristics Information: Information about the family that 
would qualify them for certain adjustments or for admission to a 
project limited to a special population (e.g., elderly, handicapped or 
disabled), relationships of members of the household to the Head of 
household (e.g., spouse, child), sex and ethnicity of Head of household 
and their family members.
    (3) Preference(s) Applicable to Family Admission: Income status at 
admission, adjustments to income, contract rent amount, tenant rent, 
unit characteristics such as number of bedrooms, tenant to determine 
eligibility or level of assistance.
    (4) Verification Information: State wage information pertaining to 
collection agency on wages and claim information, information obtained 
through computer matching by HUD or a PHA with Federal and State 
agencies, information on the results of the follow-up phase of owner 
verifications or a computer match of tenant income (i.e., dollar amount 
of overpaid assistance, amount repaid, prosecution, termination of 
assistance, and termination of tenancy), and related correspondence.
    (5) Geographic Information: Street address, zip code.
    TRACS also include information reported to HUD by PHA or PHA-
management or owner agents or contract administrators, as follows:
    (1) PHA, PHA-owner or management agent's/contractor administrator's 
information: Manual and automated records on all their contractual 
agreements, and financial information (i.e., names, addresses, Taxpayer 
Identification Numbers (TINs) or SSNs, obligations, payments, and 
contract terms) for public housing agencies, and/or owners/management 
agents or contract administrators.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    United States Housing Act of 1937, as amended, 42 U.S.C. 1437 et 
seq., The Housing and Community Development Act, 42 U.S.C Sec.  3543, 
Section 165. The Housing and Community Development Amendments of 1981, 
Public Law 97-35, 95 Stat. 408. Housing and Community Development Act 
of 1987, Public Law 100-242, title I, Sec.  165, Feb. 5, 1988, 101 
Stat. 1864. Stewart B. McKinney Homeless Assistance Amendments Act of 
1988 Section 904 as amended by the Housing and Community Development 
Act of 1992 Section 903, and the Omnibus Budget Reconciliation Act of 
1993 Section 3003, 42 U.S.C. 3544.

PURPOSE(S):
    TRACS accepts tenant and voucher request data to facilitate rental 
assistance for very low/low income households. It facilitates the 
payment to authorized owners/agents/housing authorities and/or contract 
administrators. TRACS has edit checks and functionality to verify data 
quality, and interfaces with other HUD systems exist to validate tenant 
income, verify contract funding, obligate and commit contract funds, 
provide information to other HUD divisions, and submit voucher requests 
for payment in order to try to minimize improper payments and fraud. 
TRACS provides data needed to: (1) Determine the amount of housing 
assistance tenants may receive, (2) Calculate payments due to PHAs, 
PHA-owners/management agents, or contract administrators, (3) Make 
budgets forecasts, (4) Control funds, (5) Collect and maintain accurate 
rental assistance data, (6) Automate and improve management of assisted 
housing programs, (7) Reduce manual processes and paperwork, and (8) 
Detect subsidy fraud, waste, and abuse in multifamily housing rental 
housing assistance programs. The assisted housing programs within 
TRACS' scope include:
     Section 236 Interest Reduction and Rental Assistance 
Payments.
     Section 8 New Construction/Substantial Rehabilitation 
Housing Assistance Payments.
     Section 8 Loan Management/Property Disposition Set-Aside 
Housing Assistance Payments.
     Section 221(d) (3) Below Market Interest Rate (BMIR) 
mortgage insurance.
     Rent Supplement Payments.
     Certain Section 202 programs.
     Section 202/811 Project Rental Assistance Payments.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
Section 552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside HUD as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To appropriate agencies, entities, and persons to the extent 
such disclosures are compatible with the purpose for which the records 
in this system were collected, as set forth by Appendix I \5\--HUD's 
Library of Routine Uses last published in the Federal Register.
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    2. To appropriate agencies, entities, and persons when:
    (a) HUD suspects or has confirmed that the security or 
confidentiality of information in a system of records has been 
compromised;
    (b) HUD has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of systems or programs (whether maintained by HUD or another 
agency or entity) that rely upon the compromised information;
    (c) HUD determines that the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist in connection 
with HUD's efforts to respond to the suspected or confirmed compromise 
and prevent, minimize, or remedy such harm for purposes of facilitating 
responses and remediation efforts in the event of a data breach.
    7. To the National Archives and Records Administration (NARA) or to 
the General Services Administration for records management inspections 
conducted under 44 U.S.C. 2904 and 2906.
    8. To individuals under contract, cooperative agreement or grant, 
to HUD or under contract, cooperative agreement or grant to another 
agency with funds provided by HUD for the performance of research and 
statistical activities directly related to the management of HUD's 
rental assistance programs, to support quality control for tenant 
eligibility efforts requiring a random sampling of tenant files to 
determine the extent of administrative errors in making rent 
calculations, eligibility determinations, etc., for processing 
certifications/recertifications, and for other research and statistical 
purposes not otherwise prohibited by law or regulation.
    9. To Housing Authorities, (HAs) to verify the accuracy and 
completeness of tenant data used in determining

[[Page 56688]]

eligibility and continued eligibility and the amount of housing 
assistance received.
    10. To Private Owners of assisted housing to verify the accuracy 
and completeness of applicant and tenant data used in determining 
eligibility and continued eligibility and the amount of assistance 
received.
    11. To HAs, owners, management agents and contract administrators 
to identify and resolve discrepancies in tenant data.
    12. To the Internal Revenue Service to report income using IRS Form 
1099.
    13. To Social Security Administration and Immigration and 
Naturalization Service to verify alien status and continued eligibility 
in HUD's rental assistance programs via EIV.
    14. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
    Records in this system are stored electronically or on paper in 
secure facilities. The records may be stored on magnetic disc, tape, 
and digital media. Tenant data is stored at the National Archives and 
Records Administration (NARA) facility.

RETRIEVABILITY:
    Name, address, SSN, or other identification number (contract or 
project numbers)

SAFEGUARDS:
    Access to TRACS is by password and user ID and limited to 
authorized users. Paper records are maintained and locked drawer or in 
file cabinets. Role-based access levels or assignment roles are 
restricted to those who have a need-to-know. When first gaining access 
to TRACS and on an annual basis, all users must agree to the systems 
``Rules of Behavior'' which specify handling of personal information 
and any physical records. Authorized users can download reports--the 
SSN is masked in both the system and reports during the download 
process.

RETENTION AND DISPOSAL:
    Data is sent to NARA on a yearly basis. Paper records are destroyed 
by shredding or burning. Backup and Recovery digital media will be 
destroyed or otherwise rendered irrecoverable per NIST SP 800-88 
Revision 1 ``Guidelines for Media Sanitization'' (December 2014). All 
records and data are retained and disposed of in accordance with 
guidance from the Records Disposition Management (2228.1) and the HUD 
Records Disposition Schedules Handbook (2225.6 Rev-1),\6\ as described 
in Records Disposition Schedule 10, Item 14.
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SYSTEM MANAGER(S) AND ADDRESS:
    For inquiries relating to TRACS, contact:
     Office of the Assistant Secretary for Housing, Director, 
Housing Information and Statistics Division, Office of Management; 
Office of Multifamily Housing Management, Director, Planning and 
Procedures Division; Deputy Assistant Secretary for Multifamily Housing 
Programs, Department of Housing and Urban Development, 451 Seventh 
Street SW., Washington, DC 20410, for Section 8, Section 236 (including 
Section 236 Rental Assistance Payments (RAP) projects), Rent 
Supplement, Section 221(d)3 BMIR, Section 811, and Section 202 
activities.
     Office of Assistant Secretary for Public and Indian 
Housing: Office of Public Housing, Chief, Occupancy Branch, Department 
of Housing and Urban Development, 451 Seventh Street SW., Washington, 
DC 20410 for Public and Indian Housing and Section 8 existing and 
Moderate Rehabilitation (Mod Rehab) Program activities.
     Office of Public and Indian Housing, Director: Computer 
Matching Activities Division, Office of Public and Indian Housing, 
Comptroller, Department of Housing and Urban Development, 451 Seventh 
Street SW., Washington, DC 20410 for TRACS Computer Matching 
Activities.

NOTIFICATION AND RECORD ACCESS PROCEDURES:
    For Information, assistance, or inquiries about the existence of 
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency 
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington, 
DC 20410, telephone number (202) 402-6836. When seeking records about 
yourself from this system of records or any other HUD system of 
records, your request must conform with the Privacy Act regulations set 
forth in 24 CFR part 16. You must first verify your identity, meaning 
that you must provide your full name, current address, and date and 
place of birth. You must sign your request, and your signature must 
either be notarized or submitted under 28 U.S.C. 1746, a law that 
permits statements to be made under penalty of perjury as a substitute 
for notarization. In addition, your request should:
    a. Explain why you believe HUD would have information on you.
    b. Identify which Office of HUD you believe has the records about 
you.
    c. Specify when you believe the records would have been created.
    d. Provide any other information that will help the FOIA staff 
determine which HUD office may have responsive records.
    If your request is seeking records pertaining to another living 
individual, you must include a statement from that individual 
certifying their agreement for you to access their records. Without the 
above information, the HUD FOIA Office may not be able to conduct an 
effective search, and your request may be denied due to lack of 
specificity or lack of compliance with applicable regulations.

CONTESTING RECORD PROCEDURES:
    The Department's rules for contesting contents of records and 
appealing initial denials appear in 24 CFR part 16, Procedures for 
Inquiries. Additional assistance may be obtained by contacting Helen 
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy, 
451 Seventh Street SW., Room 10139, Washington, DC 20410, or the HUD 
Departmental Privacy Appeals Officers, Office of General Counsel, 
Department of Housing and Urban Development, 451 Seventh Street SW., 
Room 10110, Washington, DC 20410.

RECORD SOURCE CATEGORIES:
    Records in the system are obtained from PHAs, PHA-owners, and 
management agents/Housing Authorities and/or Contract administrators on 
behalf of the assisted tenants. The basis for these electronic 
submissions to TRACS is the form HUD-50059, Owner's Certification of 
Compliance with HUD's Tenant Eligibility and Rent Procedures, and the 
form HUD-52670.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

SYSTEM OF RECORDS NO.:
    HSNG.MFH/HTHE.01.

SYSTEM NAME:
    Development Application Processing System (DAP)--F24A.

SYSTEM LOCATION:
    The system is hosted at the HUD data center in Charleston, West 
Virginia. Users have on-line access to the system

[[Page 56689]]

at the Department of Housing and Urban Development Headquarters, 451 
Seventh Street SW., Washington, DC 20410, HUD Field and Regional 
Offices,\7\ or at the locations of the service providers under contract 
with HUD.
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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The categories of individuals covered by DAP include both the 
Mortgagees and Mortgagors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Mortgagees Contact/Identification Information: Name, address, 
telephone, Social Security number (SSN).
    (2) Application Data/Status: Financing (Federal Housing 
Administration, Risk Sharing, 202/811) application information and 
status.
    (3) Mortgagors Contact/Identification Information: Name, personal/
business address, telephone, tax identification number (TIN), SSN, 
employer identification number (EIN).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sec. 113 of the Budget and Accounting Act of 1950, The National 
Housing Act (12 U.S.C. 1713 et seq., Pub. L. 81-784. The Housing and 
Community Development Act, 42 U.S.C. 3543, Section 165. National 
Housing Act (12 U.S.C. 1713 et seq.)

PURPOSE(S):
    The DAP system supports processing and tracking of FHA 
applications, Healthcare, and the tracking and scoring of 202/811s 
(applications for financing the elderly and disabled.) The system 
provides comprehensive tracking and processing controls from the pre-
application stage through the final endorsement/closing stage and 
monitors inspections for select Multifamily Housing Development 
programs. Detail business rules are automated to reduce errors, new 
project numbers are generated, lender/participant information 
collected, and data interfaced to other critical MFH systems. 
Additionally, the Form HUD-290 report is automatically generated at 
initial and final endorsement and triggers insurance in force 
activities in the FHA Subsidiary Ledger (FHASL).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
Section 552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside HUD as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To appropriate agencies, entities, and persons to the extent 
such disclosures are compatible with the purpose for which the records 
in this system were collected, as set forth by Appendix I \8\--HUD's 
Routine Uses Inventory Notice last published in the Federal Register.
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    2. To appropriate agencies, entities, and persons when:
    (a) HUD suspects or has confirmed that the security or 
confidentiality of information in a system of records has been 
compromised;
    (b) HUD has determined that as a result of the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of systems or programs (whether maintained by HUD or another 
agency or entity) that rely upon the compromised information;
    (c) HUD determines that the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist in connection 
with HUD's efforts to respond to the suspected or confirmed compromise 
and prevent, minimize, or remedy such harm for purposes of facilitating 
responses and remediation efforts in the event of a data breach.
    4. To a congressional office from the record of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual to whom the record pertains.
    5. To the U.S. Treasury for disbursements and adjustments.
    6. To the Internal Revenue Service for reporting payments for 
mortgage interest, for reporting of discharge indebtedness and real 
estate taxes.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
    Records in this system are stored electronically or on paper in 
secure facilities in a locked drawer behind a locked door. The records 
may be stored on magnetic disc, tape, and digital media.

RETRIEVABILITY:
    Electronic records may be retrieved by the project number, project 
name, office or hub, and Section of the Act (ACT) category. Search 
results can further be limited by phase/status and project 
characteristics. The participant's TAX ID/SSN/Name can be used to 
search for participants.

SAFEGUARDS:
    Access to electronic systems is by password and code identification 
card access and limited to authorized users. Paper records are 
maintained and locked in file cabinets. Background screening, limited 
authorization and access with access limited to authorized personnel 
and technical restraints employed with regard to accessing the records; 
access to automated systems by authorized users by passwords.

RETENTION AND DISPOSAL:
    This is in accordance with HUD's records schedule of retention and 
disposal. Manual files/records are sent to storage upon project 
receiving final endorsement to the storage facility in Tulsa, OK. 
Backup and Recovery digital media will be destroyed or otherwise 
rendered irrecoverable per NIST SP 800-88 Revision 1 ``Guidelines for 
Media Sanitization'' (December 2014). F24A DAP--Use HUD Record Schedule 
56 as applicable. Disposition of the DAP records varies on the type of 
documents. Obsolete records are destroyed after 3 years. Disposition of 
Application Loan and Loan Agreement Files: Destroy 3 years after final 
settlement or paid in full. Disposition of Construction Contracts and 
related documents: Destroy 6 years after final payment. Disposition of 
Mortgage Transcript Documents Project and Asset Management Records: 
Destroy 3 years after repayment.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Multifamily Production, Office of Multifamily 
Housing, Department of Housing and Urban Development, 451 Seventh 
Street SW., Washington, DC 20410.

NOTIFICATION AND RECORD ACCESS PROCEDURES:
    For Information, assistance, or inquiries about the existence of 
records contact Helen Goff Foster, Chief Privacy Officer/Senior Agency 
Official for Privacy, 451 Seventh Street SW., Room 10139, Washington, 
DC 20410, telephone number 202-402-6836. When seeking records about 
yourself from this system of records or any other HUD system of 
records, your request must conform with the Privacy Act regulations set 
forth in 24 CFR part 16. You must first verify your identity by 
providing your full name, current address, and date and place of birth. 
You must sign your request, and your signature must either be notarized 
or submitted under 28 U.S.C. 1746, a law

[[Page 56690]]

that permits statements to be made under penalty of perjury as a 
substitute for notarization. In addition, your request should:
    (1) Explain why you believe HUD would have information on you.
    (2) Identify which HUD office you believe has the records about 
you.
    (3) Specify when you believe the records would have been created.
    (4) Provide any other information that will help the Freedom of 
Information Act (FOIA) staff determine which HUD office may have 
responsive records.
    If you are seeking records pertaining to another living individual, 
you must obtain a statement from that individual certifying their 
agreement for you to access their records. Without the above 
information, the HUD FOIA Office may not be able to conduct an 
effective search, and your request may be denied due to lack of 
specificity or lack of compliance with applicable regulations.

CONTESTING RECORD PROCEDURES:
    The Department's rules for contesting contents of records and 
appealing initial denials appear in 24 CFR part 16, Procedures for 
Inquiries. Additional assistance may be obtained by contacting Helen 
Goff Foster, Chief Privacy Officer/Senior Agency Official for Privacy, 
451 Seventh Street SW., Room 10139, Washington, DC 20410, telephone 
number (202) 402-6836, or the HUD Departmental Privacy Appeals 
Officers, Office of General Counsel, Department of Housing and Urban 
Development, 451 Seventh Street SW., Washington, DC 20410

RECORD SOURCE CATEGORIES:
    Records in the system are obtained from the applications for 
Multifamily Housing Projects; (HUD 9213) and other required HUD forms, 
drawings and narratives (lender's submission package) submitted to the 
HUD office.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2016-20005 Filed 8-19-16; 8:45 am]
 BILLING CODE 4210-67-P