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Giving Hope and Support to America's Children |
Safeguarding and Security of Personal Identifying Information
The safeguarding and security of personal identifying information obtained from the Federal agencies has always been a priority within the Office of Child Support Enforcement (OCSE). With the passage of the Family Support Act, the Federal Parent Locator Service (FPLS) was given access to the wage and unemployment compensation data maintained by the State Employment Security Agencies (SESAs). A major issue that arose during the negotiations between OCSE and the SESAs related to our assuring the security and safeguarding of the State information. Additionally, the SESAs have advised us that they do not guarantee the accuracy of their data and have requested that the child support offices verify the data prior to taking an official action. OCSE shares these concerns and believes that rigorous efforts are necessary to ensure proper use and to maintain the security of records. For this reason, the FPLS annually requires State certification of compliance with the security and safeguarding requirements which pertain to the information they currently receive from the FPLS. (See enclosures.) As an additional reminder to States, information obtained through the FPLS may only be used for legitimate program purposes, and misuse of such data could be violation of the Privacy Act or other pertinent law.
Availability of FPLS services is contingent upon submission of the transmittal certification. All States accessing the FPLS must submit the certification on an annual basis. (See Sample A). The transmittal certification form shall be on State letterhead with the signature of the State IV-D Director or designee. In addition, if any of your local jurisdictions have direct access to the FPLS, the transmittal certification must also be signed by the director of each local office. We are requesting that your State complete the certification form and return it to the FPLS by October 31, 1992. This will cover the period from October 1, 1992 through September 30, 1993.
If you submit cases via computer terminal, a yearly transmittal certification form will provide you with yearly access to the FPLS. If, however, you submit cases on computer tape or hardcopy, in addition to the yearly transmittal certification, a separate transmittal indicating the number of cases submitted to the FPLS must accompany each tape or batch of OCSE-4s. Sample B provides an example of a transmittal that can be used by States submitting cases by tape. Sample C provides an example of a transmittal used when submitting hardcopy requests. Currently, only Guam and the Virgin Islands are authorized to submit cases in this format. The transmittals should be signed by the supervisor of each office submitting cases to the FPLS.
Assurance that information is used only for the intended purpose is an action of prudence and governmental responsibility. We appreciate your assistance. If you have any questions, please write the Federal Parent Locator Service at 370 L'Enfant Promenade S.W., Fourth Floor, Washington, D.C. 20447, or call (202) 401-9267.
TO: Federal Parent Locator Service
Department of Health and Human Services
Office of Child Support Enforcement
370 L'Enfant Promenade, S.W. - 4th Floor
FROM:Name and Title of Certifying Official - (Under Federal Regulations, 45 CFR 303.70(d), this official must be the IV-D Director or designee.)
SUBJECT:Requests to Federal Parent Locator Service for Information on Absent Parents.
The State of requests permission to enter locate requests to the Federal Parent Locator Service (FPLS) from October 1, 19__ through September 30, 19__. I certify that every request submitted to the FPLS meets the following requirements:
(1)It is being made solely to locate an absent parent for the purpose of establishing paternity or securing child support, or where applicable, to locate an absent parent in a parental kidnapping case or child custody determination, and for no other purpose.
(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.
(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.
(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7213 (a) (2)).
(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information or other information obtained through the FPLS could result in civil or criminal penalties.
STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL
TO: Federal Parent Locator Service
Department of Health and Human Services
Office of Child Support Enforcement
370 L'Enfant Promenade, S.W. - 4th Floor
FROM:Name and Title of Certifying Official - (Under Federal Regulations, 45 CFR 303.70(d), this must be the IV-D Director or designee.)
SUBJECT:Requests to Federal Parent Locator Service for Information on Absent Parents.
Enclosed is a tape, number from the State of
. I certify that every request included with this transmittal meets the following requirements:
(1)It is being made solely to locate an absent parent for the purpose of establishing paternity or securing child support, or where applicable, to locate an absent parent in a parental kidnapping case or child custody determination, and for no other purpose.
(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.
(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.
(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7213 (a) (2)).
(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information or other information obtained through the FPLS could result in civil or criminal penalties.
STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL
TO: Federal Parent Locator Service
Department of Health and Human Services
Office of Child Support Enforcement
370 L'Enfant Promenade, S.W. - 4th Floor
FROM:Name and Title of Certifying Official - (Under Federal Regulations, 45 CFR 303.70(d), this must be the IV-D Director or designee.)
SUBJECT:Requests to Federal Parent Locator Service for Information on Absent Parents.
I certify that every request included with this transmittal meets the following requirements:
(1)It is being made solely to locate an absent parent for the purpose of establishing paternity or securing child support, or where applicable, to locate an absent parent in a parental kidnapping case or child custody determination, and for no other purpose.
(2)Our agency has in effect protective measures to safeguard the personal information being submitted to and received from the FPLS.
(3)Information received from the FPLS will be treated as confidential and its use or disclosure will be limited to the purpose prescribed by 45 CFR 303.21.
(4)Our agency is aware that unauthorized use or disclosure of Federal tax information obtained through the FPLS could result in criminal penalties (26 USC 7213 (a) (2)).
(5)Our agency is aware that unauthorized use or disclosure of State Employment Security Agency information or other information obtained through the FPLS could result in civil or criminal penalties.
STATE IV-D DIRECTOR ADMINISTRATOR FOR LOCAL
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