System Name: "Individuals Authorized Access to Centers for Medicare & Medicaid Services (CMS) Computer Services (IACS), HHS/CMS/OIS."
Security Classification: Level 3 Privacy Act Sensitive.
System Location(s):
Centers for Medicare & Medicaid Services Data Center, 7500 Security Boulevard, North Building, First Floor, Baltimore, Maryland 21244-1850.
Categories of Individuals Covered by the System: Information for this system is collected and maintained on individuals who voluntarily apply for access to the Web-based Application Systems and individuals with an approved need for access to the computer resources and information maintained by CMS.
Categories of Records in the System: Information collected for this system will include, but is not limited to, name, social security number (SSN), date of birth, current Resource Access Control Facility Identification (RACF ID), e-mail address, telephone number, company name, and geographic location.
Authority for Maintenance of the System: Authority for maintenance of the system is given under Executive Order 9397, the Debt Collection Improvement Act, 31 United States Code (U.S.C.) § 7701(c)(1), and 5 U.S.C. 552a(b)(1).
Purpose(s): The primary purpose of the system has been to collect and maintain individually identifiable information to assign, control, track, and report authorized access to and use of CMS's computerized information and resources, for those individuals who apply for and are granted access across multiple CMS systems and business contexts. Information in this system will also be used to: (1) Support regulatory and policy functions performed within the Agency or by a contractor, consultant, or CMS grantee; and (2) support litigation involving the Agency related to this system.
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of such Uses:
A. The Privacy Act allows us to disclose 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 proposed routine uses in this system meet the compatibility requirement of the Privacy Act. We are proposing to establish the following routine use disclosures of information maintained in the system:
1. To support Agency contractors, consultants, or CMS grantee who have been contracted by the Agency to assist in accomplishment of a CMS function relating to the purposes for this system and who need to have access to the records in order to assist CMS.
2. To assist the Department of Justice (DOJ), court or adjudicatory body when
a. The Agency or any component thereof; or
b. Any employee of the Agency in his or her official capacity; or
c. Any employee of the Agency in his or her individual capacity where the DOJ has agreed to represent the employee; or
d. The United States Government;
is a party to litigation or has an interest in such litigation, and by careful review, CMS determines that the records are both relevant and necessary to the litigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System—
Storage: All records are stored on magnetic media.
Retrievability: Information can be retrieved by assigned User ID, user name, and user e-mail address.
Safeguards: CMS has safeguards in place for authorized users and monitors such users to ensure against unauthorized use. Personnel having access to the system have been trained in the Privacy Act and information security requirements. Employees who maintain records in this system are instructed not to release data until the intended recipient agrees to implement appropriate management, operational and technical safeguards sufficient to protect the confidentiality, integrity and availability of the information and information systems and to prevent unauthorized access.
This system will conform to all applicable Federal laws and regulations and Federal, HHS, and CMS policies and standards as they relate to information security and data privacy. These laws and regulations include but are not limited to: the Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002, the Clinger-Cohen Act of 1996; the Medicare Modernization Act of 2003, and the corresponding implementing regulations. OMB Circular A-130, Management of Federal Resources, Appendix III, Security of Federal Automated Information Resources also applies. Federal, HHS, and CMS policies and standards include but are not limited to: all pertinent National Institute of Standards and Technology publications; HHS Information Systems Program Handbook and the CMS Information Security Handbook.
Retention and Disposal: CMS will retain information for the duration the user needs access to CMS' computer systems or until no longer needed for administrative, legal, audit or other operations services, whichever is longer. All claims-related records are encompassed by the document preservation order and will be retained until notification is received from DOJ.
System Manager(s) and Address(es):
Director, Division of Development & Engineering, Information Services Design & Development Group, Office of Information Services, CMS, Mail Stop N2-15-18, 7500 Security Boulevard, Baltimore, Maryland, 21244-1850.
Notification Procedure: For purpose of access, the subject individual should write to the system manager who will require the system name, and for verification purposes, the subject individual's name (woman's maiden name, if applicable), and SSN (furnishing the SSN is voluntary, but it may make searching for a record easier and prevent delay).
Record Access Procedures: For purpose of access, use the same procedures outlined in Notification Procedures above. Requestors should also reasonably specify the record contents being sought. (These procedures are in accordance with Department regulation 45 CFR 5b.5(a)(2).)
Contesting Record Procedures: The subject individual should contact the system manager named above, and reasonably identify the record and specify the information to be contested. State the corrective action sought and the reasons for the correction with supporting justification. (These procedures are in accordance with Department regulation 45 CFR 5b.7.)
Record Source Categories: Sources of information contained in this records system include data collected from applications submitted by the individuals requiring access to computer services.
System Exempted from Certain Provisions of the Act: None.
