MRC Privacy Policy

Our privacy policy is clear: We will collect no personal information about you when you visit our Web site unless you choose to provide this information.

Automatically Collected and Stored Information

If you only browse the Web site, read pages, or download information, we will automatically gather and store certain information about your visit. However, this information will not identify you personally. We automatically collect and store the following: the Internet domain (e.g., "xcompany.com" if you use a private Internet access account, or "yourschool.edu" if you connect from a university's domain) and your IP address (a number that is automatically assigned to your computer whenever you are surfing the Internet); the type of browser and operating system used to access our site; the date and time you access our site; and the pages you visit. We use this information to help make our site more useful to visitors, to track the number of visitors to our site, and to learn about the types of technology our visitors use. We do not track or record information about individuals.

If You Send Us Personal Information

If you choose to provide us with personal information by sending an e-mail or by completing a form with your personal information and submitting it to our Web site, we use this information to respond to your message and to help us provide you with the information you request. We do not collect personal information for any other purposes. The information you provide is not given to any private organizations or private persons. This Web site does not collect or use information for commercial marketing.

Links to Other Sites

Our Web site offers links to sites for many other Federal agencies. In some cases, we may link to private organizations, with their permission. Once you link to another Web site, you are subject to the privacy policy of that site.

Paperwork Reduction Act Disclosure Statement

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0990-030. The time required to complete this information collection is estimated to average one (1) hour per response, including the time to review instructions, search existing data resources, gather the data needed, and complete and review the information collection. If you have comments concerning the accuracy of the time estimate(s) or suggestions for improving this form, please write to:

U.S. Department of Health & Human Services
OS/ocio/PRA
200 Independence Ave., S.W., Suite 531-H
Washington D.C. 20201

Attention: PRA Reports Clearance Officer.

System of Records Act

System Number: 0990-0302

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

Security Classification: None

System Location: System manager is located in the Division of the Civilian Volunteer Medical Reserve Corps (DCVMRC), 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 at Venyu Solutions, Inc., 7127 Florida Blvd, Baton Rouge, LA 70806.

Categories of Individuals Covered by the System: Medical Reserve Corps leaders who have registered their units with the OSG/DCVMRC. 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 housing organization, contact information for primary contact (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 document, 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 section 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) of the System: The purpose of this system is to collect and maintain information about MRC units, including demographics, contact information (regular and emergency), colunteer 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 member 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. Discolsure 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 at the request of that individual.
  4. The Department of Health and Human Services (HHS) may discolse 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 Justic (or HHS, where it is authorized to do so) has agreed to represent the employee; or (d) the United State 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 Justic, court or other tribunal is relevant and necessary to the litigation and would help in the effective representaion of the governmental party, provided, however, that in each cast HHS determines that such disclosure is compatible with the purpose for which the records were collected.

Policies and Procedures for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

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 unspuervised area. Access to records is limited to authorized personnel.

Technical Safeguards: Computer networks and web-accessible system 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 in 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), 1101 Wootton Parkway, Suite 200, Rockville, MD 20852.

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 of their local jurisdiction.

Systems Exempted from Certain Provisions of the Act: None

Federal Register Billing Code: 4150-47P


1/17/2013 11:46:38 AM