Privacy Act

The Privacy Act addresses the Government's recordkeeping and disclosure practices concerning individual citizens. It applies to any record that is retrievable by personal identifier (such as name, social security number, or employee number).

Prior to creation of any such system of records, agencies are required to publish a Federal Register notice detailing:

What records are being kept;
Where they are being kept;
Who the system manager is; and
What the routine uses of the information will be.

The agencies have been directed to review their practices related to the Privacy Act to ensure that the use of new technologies sustains the protections of individual privacy provided by statute. The Department of the Interior is asking each bureau to:

Review their current Privacy Act systems to make sure they are current and in accordance with the Act.
Ensure that no unauthorized systems of records exist within the agency.

Additionally DOI requires that a Privacy Impact Assessment be completed on all systems that contain information on individuals. DOI also requires that all systems perform a "preliminary review" for information on individuals. The preliminary review is documentation to verify that we've looked at all systems to determine if they maintain information on individuals. Doing a "preliminary review" (completing the PIA template questions up to B.1.a.) will help you to determine if you need to complete a full Privacy Impact Assessment.

The Division of Information Resources and Technology Management:

Coordinates the completion of Privacy Impact Assessments (PIA).
Coordinates Privacy Act requests;
Prepares Privacy Act reports on behalf of the Service;
Coordinates the establishment of new systems of records and the revisions to existing systems; and;
Reviews Privacy Act systems within the Service.

*** WHAT'S NEW?! ***

Where do I find the Privacy Act system of records notice that applies to the Federal Document Management System (FDMS)?
http://www.epa.gov/EPA-GENERAL/2005/March/Day-24/g5823.htm

What are the basic Privacy Act standards related to (1) safeguarding information, (2) employee rules of conduct, and (3) information integrity?
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=303cb4830c9579421bd81b2b30cd9b8c&rgn=div6&view=text&node=43:1.1.1.1.2.7&idno=43 (PDF)

What do I need to know about the use of Third-Party Websites and Applications related to the Privacy Act?
http://www.fws.gov/irm/bpim/docs/Third_Party_Websites_and_Applications.pdf (PDF)

What is OMB's guidance related to Online Use of Web Measurement and Customization Technologies?
http://www.fws.gov/irm/bpim/docs/Web_Management_and_Customization_Technologies.pdf (PDF)

How should I safeguard and respond to breaches of Personally Identifiable Information (PII)?
http://www.whitehouse.gov/omb/memoranda/fy2007/m07-16.pdf (PDF)

What is a recommended format for filing a Privacy Act Complaint?
http://www.fws.gov/irm/bpim/docs/privacy_complaint_format.pdf (PDF)

Where is a List of FWS's completed PIAs (Privacy Impact Assessment)?
http://www.fws.gov/irm/bpim/docs/pia.pdf (PDF)

What is a PIA, when should I complete one, and what is the format?
http://www.doi.gov/ocio/privacy/pia.html

Should I transmit Personally Identifiable Information (PII) over the email?
http://www.fws.gov/irm/bpim/docs/pii_and_email.pdf (PDF)

What are some 'Do's & Don'ts' related to the Privacy Act?
http://www.fws.gov/irm/bpim/docs/do_dont_privacyact.pdf (PDF)

What Privacy Act notice covers Smart Card (Homeland Security Policy Directive - HSPD-12) information?
http://www.doi.gov/ocio/privacy/os_notices.htm

What are some pertinent GSA Privacy Act notices that apply to me?
http://www.doi.gov/ocio/information_assurance/privacy/privacy-act-notices-9-06-06.cfm

  • GSA/Govt-6 (Smart Card Purchase Pay Charge Card Program)
  • GSA/Govt-7 (Federal Personal Identity Verification ID Mgmt System)
  • GSA/Govt-8 (Excluded Parties List System).

Updated OPM Government-wide notices.
http://www.doi.gov/ocio/information_assurance/privacy/privacy-act-notices-9-06-06.cfm

Updated OPM Centralized System of Records Notices: http://www.doi.gov/ocio/information_assurance/privacy/privacy-act-notices-9-06-06.cfm

Additional Links:

Code of Conduct for Employees
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=303cb4830c9579421bd81b2b30cd9b8c&rgn=div6&view=text&node=43:1.1.1.1.2.7&idno=43

Safeguarding Privacy Act Records
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=303cb4830c9579421bd81b2b30cd9b8c&rgn=div6&view=text&node=43:1.1.1.1.2.7&idno=43

Standards of Maintenance for Privacy Act Systems
http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=303cb4830c9579421bd81b2b30cd9b8c&rgn=div6&view=text&node=43:1.1.1.1.2.7&idno=43

Privacy Act Data Transfer Agreement FWS Form 3-2333:
http://www.fws.gov/forms/3-2333.pdf (PDF)

Basic Employee Privacy Act Training FWS Form 3-2316:
http://www.fws.gov/forms/3-2316.pdf (PDF)

Overview of the FOIA Process:
http://www.doi.gov/ocio/privacy/ppt_training_privacy.ppt#342,1(PPT)

Required Periodic Privacy Act Program Review "Self Assessment" FWS Form 3-2317:
http://www.fws.gov/forms/3-2317.pdf (PDF)

Comprehensive USFWS Records Disposition Schedule:
http://www.fws.gov/pdm/usfwsman.pdf (PDF)

36 CFR 1228.74 - NARA Disposition of Federal Records:
http://www.access.gpo.gov/nara/cfr/waisidx_06/36cfr1228_06.html

Personal Computer Use Agreement Related to Telework Form 3-2332:
http://www.fws.gov/forms/3-2332.pdf (PDF)

Bureau Telework Policy and Agreement 226 FW 4:
http://www.fws.gov/policy/226fw4.html

Link to Fish and Wildlife Service's Privacy Act System Federal Register documents:
http://www.fws.gov/irm/bpim/privacyactsystems.html

Link to Department of the Interior Privacy Site:
http://www.doi.gov/ocio/information_assurance/privacy/index.cfm

Link to Department of the Interior Federal Register 68 FR 4220: Email Privacy Act System:
http://www.doi.gov/ocio/privacy/os_notices.htm

DOI-85 covers the FPPS system:
http://www.doi.gov/ocio/privacy/Privacy Notices for DOI/Interior Notices/DOI-wide Systems/DOI_85_Payroll_Attendance_Retirement.htm

The Office of Personnel Management's Privacy Act web page:
http://www.opm.gov/feddata/html/privacy.asp

OPM's Governmentwide Systems of Records and Proposed New Routine Uses (65 FR 24732)
(Note: This document contains information on OPM/GOVT-1 through OPM/GOVT-10):
http://www.fws.gov/pdm/opm.pdf (PDF)

383 DM 8 - How to properly dispose of Privacy Act Records:
http://www.doi.gov/ocio/privacy/manual/383DM8.htm

OMB Circular No. A-130, Management of Federal Information Resources: 
http://www.whitehouse.gov/omb/circulars/a130/a130trans4.html

4 Government-wide systems that GSA issued.  (Including ACES - Access Certificates for Electronic Services - issuance of digital signature certificates):
http://www.fws.gov/pdm/Priv-ACES.html

(Please note: To view PDF files on this site, you may need to install the free Adobe Reader)

To submit an electronic Privacy request, use the following Email address: Melissa_Allen@fws.gov.

 


Last updated: July 16, 2014