+PT-06 [P] System of Records Notice
---+PT-06(01) [P] Routine Uses
---+PT-06(02) [P] Exemption Rules

PT-06 [P] System of Records Notice

Control

For systems that process information that will be maintained in a Privacy Act system of records:
  1. Draft system of records notices in accordance with OMB guidance and submit new and significantly modified system of records notices to the OMB and appropriate congressional committees for advance review;
  2. Publish system of records notices in the Federal Register; and
  3. Keep system of records notices accurate, up-to-date, and scoped in accordance with policy.

Discussion

The [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) requires that federal agencies publish a system of records notice in the Federal Register upon the establishment and/or modification of a [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) system of records. As a general matter, a system of records notice is required when an agency maintains a group of any records under the control of the agency from which information is retrieved by the name of an individual or by some identifying number, symbol, or other identifier. The notice describes the existence and character of the system and identifies the system of records, the purpose(s) of the system, the authority for maintenance of the records, the categories of records maintained in the system, the categories of individuals about whom records are maintained, the routine uses to which the records are subject, and additional details about the system as described in [OMB A-108](#3671ff20-c17c-44d6-8a88-7de203fa74aa).

Assessment Objective

    1. system of records notices are drafted in accordance with OMB guidance for systems that process information that will be maintained in a Privacy Act system of records;
    2. new and significantly modified system of records notices are submitted to the OMB and appropriate congressional committees for advance review for systems that process information that will be maintained in a Privacy Act system of records;
  2. system of records notices are published in the Federal Register for systems that process information that will be maintained in a Privacy Act system of records;
  3. system of records notices are kept accurate, up-to-date, and scoped in accordance with policy for systems that process information that will be maintained in a Privacy Act system of records.

Assessment Method

Examine

Personally identifiable information processing and transparency policy and procedures privacy notice Privacy Act system of records Federal Register notices privacy plan other relevant documents or records

Interview

Organizational personnel with personally identifiable information processing and transparency responsibilities organizational personnel with information security and privacy responsibilities

1. Apžvalga

PT-06(01) [P] Routine Uses

Control

Review all routine uses published in the system of records notice at [Assignement: frequency] to ensure continued accuracy, and to ensure that routine uses continue to be compatible with the purpose for which the information was collected.

Discussion

A [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) routine use is a particular kind of disclosure of a record outside of the federal agency maintaining the system of records. A routine use is an exception to the [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) prohibition on the disclosure of a record in a system of records without the prior written consent of the individual to whom the record pertains. To qualify as a routine use, the disclosure must be for a purpose that is compatible with the purpose for which the information was originally collected. The [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) requires agencies to describe each routine use of the records maintained in the system of records, including the categories of users of the records and the purpose of the use. Agencies may only establish routine uses by explicitly publishing them in the relevant system of records notice.

Assessment Objective

all routine uses published in the system of records notice are reviewed [Assignement: frequency] to ensure continued accuracy, and to ensure that routine uses continue to be compatible with the purpose for which the information was collected.

Assessment Method

Examine

Personally identifiable information processing and transparency policy and procedures privacy notice Privacy Act system of records privacy plan other relevant documents or records

Interview

Organizational personnel with personally identifiable information processing and transparency responsibilities organizational personnel with information security and privacy responsibilities
PT-06(02) [P] Exemption Rules

Control

Review all Privacy Act exemptions claimed for the system of records at [Assignement: frequency] to ensure they remain appropriate and necessary in accordance with law, that they have been promulgated as regulations, and that they are accurately described in the system of records notice.

Discussion

The [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) includes two sets of provisions that allow federal agencies to claim exemptions from certain requirements in the statute. In certain circumstances, these provisions allow agencies to promulgate regulations to exempt a system of records from select provisions of the [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) . At a minimum, organizations’ [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) exemption regulations include the specific name(s) of any system(s) of records that will be exempt, the specific provisions of the [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) from which the system(s) of records is to be exempted, the reasons for the exemption, and an explanation for why the exemption is both necessary and appropriate.

Assessment Objective

  1. all Privacy Act exemptions claimed for the system of records are reviewed [Assignement: frequency] to ensure that they remain appropriate and necessary in accordance with law;
  2. all Privacy Act exemptions claimed for the system of records are reviewed [Assignement: frequency] to ensure that they have been promulgated as regulations;
  3. all Privacy Act exemptions claimed for the system of records are reviewed [Assignement: frequency] to ensure that they are accurately described in the system of records notice.

Assessment Method

Examine

Personally identifiable information processing and transparency policy and procedures privacy notice Privacy Act system of records Privacy Act exemptions privacy plan other relevant documents or records

Interview

Organizational personnel with personally identifiable information processing and transparency responsibilities organizational personnel with information security and privacy responsibilities

1.1 Nuorodos

1.2 Nustatyti reikalavimai

1.3 Susiję teisės aktai

2. Nustatyti reikalavimai

Reikalavimai

3. Susiję teisės aktai

Teisės aktai

Susietos užduotys

Saitai
is blocked by PT-06 [P] System of Records Notice – Assessment Procedure
is blocked by System of Records Notice (SORN)