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illegal activity to local and federal law enforcement authorities. Additionally, the Department must report on individuals for whom there is a warrant for arrest. • The Department, its staff, and official agents are required to report to the CSED and/or the U.S. Department of Health and Human Services (DHHS) information necessary to assist in establishing or verifying eligibility or benefits concerning parental child support. However, an individual has the right to claim good cause for refusing to cooperate with the Department in establishing paternity or obtaining child support (see Section 2.3: The Notice of Requirement to Cooperate and Right to Claim Good Cause for Refusal to Cooperate with Child Support Enforcement Part V). • The Department is required to provide certain information to the Department of Homeland Security, Citizenship and Immigration Services (USCIS, formerly known as the Immigration and Naturalization Service or INS) and District, state, and federal law enforcement officials. All such requests are to be directed to the Administrator's Office. If an SSR, supervisor, or center manager receives a request from the USCIS or a law enforcement entity, no information can be released without approval from the Administrator. • The Department, its staff, and official agents are required to report to the U.S. Office of the Comptroller General, DHHS Office of the Inspector General, D.C. Office of the Inspector General and other appropriate Inspectors General information for audit examinations authorized by provisions of law. • The Department, its staff, and official agents are required to report through appropriate administrative channels some individual employment, income, and benefits information to the IRS, SSA, DHHS, USDA, and other state and federal authorities as authorized or required by law. All customer information shall be used for official IMA functions. The use of customer information for any purpose not directly related to IMA business is strictly prohibited. Supervisory staff shall make reasonable efforts to limit access to and use of protected health information by staff to the minimum necessary to perform their duties. Staff who violate IMA’s privacy policies or other applicable federal or state law are subject to adverse action in accordance with Chapter 16 of the District Personnel Manual and respective collective bargaining agreements. Staff are required to report any violations of IMA’s privacy policies and should contact the Policy Unit, which will refer the matter to the DHS Privacy Officer. Reports can be made anonymously. Retaliation for reporting of violations or cooperation with investigations is prohibited and grounds for adverse action.

Informing the Applicant of His/Her Privacy Rights 3.5.1

ALL The Department has a responsibility to inform the customer about the protection of their personal information, which includes any protected health information that they may disclose as part of the application process. SSRs should distribute the “Notice of Privacy Practices” when they give a Medical Examination Form (DHS Form 856) to an applicant who alleges that they are disabled or unable to participate in program activities because of their medical condition. The customer should then sign the “Acknowledgement of Receipt of Privacy Practices” (DHS Form 856-A), which the SSR should file in the customer’s case record. Protecting the Confidentiality of Customer Records 3.5.2

ALL All staff have a responsibility to protect the confidentiality of all customer information, including that within the case record. Within each Service Center, the case records are stored in a secure, employees-only area. SSRs may not leave any customer information within public view. Security personnel at IMA ensure that unauthorized persons do not enter these areas without an escort. This requirement applies to all visitors, even federal auditors.