when is a system of records notice required

Note that it is TRUE to state that a System of Records Notice (SORN) is not required if an organization determines that PII will be stored using a system of records. This system has been designated exempt from sections (c)(3), (d)(1)-(4), (e)(1), (e)(4)(G)-(I), and (f) of the Privacy Act, pursuant to 5 U.S.C. The Privacy Act of 1974 (5 U.S.C. CC .340 - Access Control System - 81 FR 2945 (Jan. 19, 2016), CC. This notice is generally referred to as a System of Records Notice or SORN. See 31 CFR 1.36. IRS 42.005 - Whistleblower Office Records - 80 FR 54063 (Sept. 8, 2015). . Global AIDS Coordinator and Global Health Diplomacy, Special Presidential Envoy for Hostage Affairs, Special Representative for Syria Engagement, U.S. Security Coordinator for Israel and the Palestinian Authority, Office of the U.S. 87 FR 198(Oct. 11, 2022), Final Rule - DHS/FEMA-001 National Emergency Family Registry and Locator System, DHS/FEMA-002 Quality Assurance Recording System of Records. The Secretary of Treasury has exempted this system from the following provisions of the Privacy Act, subject to the limitations set forth in5 U.S.C. (See 31 CFR 1.36. 552a (k)(5) and (k)(6). 552a) requires each agency to give public notice of its systems of records by publication in the Federal Register. During the course of a FOIA/PA action, exempt materials from those other systems may become a part of the case records in this system. Records in this system related to enforcement, designation, blocking, and other investigations are exempt from 5 U.S.C. The Privacy Act of 1974 sets forth a series of requirements governing Federal agency practices with respect to certain information about individuals. Share sensitive information only on official, secure websites. DHS/TSA-014 Telecommunications Usage Detail Records. Which law requires Federal Agencies to publish a System of Records Notices when records stored in a system are retrieved by a unique identifier. The Privacy Act requires each agency to publish notice of its systems of records in the Federal Register. 80 FR 65870 (Dec. 7, 2015). 16, 2013), BEP .006 - Debt Files of Employees - 78 FR 22604 (Apr. The Privacy Act requires each agency to publish notice of its systems of records in the Federal Register. DHS/USCIS-014 Electronic Immigration System-1 Temporary Accounts and Draft Benefit Requests System of Records, DHS/USCIS-015 - Electronic Immigration System-2 Account and Case Management System of Records, DHS/USCIS-016 - Electronic Immigration System-3 Automated Background Functions System of Records, OGE/GOVT-1 - Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records, See DHS/USCIS/ICE/CBP-001 below under USCIS for the Alien File System of Records, See USCIS/ICE/CBP-001 Alien File, Index, and National File Tracking System under USCIS below, DHS/TSA-005 Internal Investigation Record System, DHS/FEMA/USFA-001 9/11 Heroes Stamp Act of 2001 July 26, 2005 20 FR 43218, DHS/OIG-001 Audit Training Tracking System (70 FR 20154 April, 18, 2005), Treasury/CS.123 Injury Notice (66 FR 52984 October 18, 2001), Justice/INS-026 Hiring Tracking Systems (HITS) (66 FR 46816 September 7, 2001), Justice/INS-034 Human Resources File Manager System (67 FR 56585 September 4, 2002), Treasury/CS.009 Acting Customs Inspector (66 FR 52984 October 18, 2001), Treasury/CS.083 Employee Relations Case Files (66 FR 52984 October 18, 2001), Treasury/CS.105 Former Employees (66 FR 52984 October 18, 2001), Treasury/CS.109 Handicapped Employee File (66 FR 52984 October 18, 2001), Treasury/CS.162 Organization (Customs) and Automated Position Management System (COAPMS) (66 FR 52984 October 18, 2001), Treasury/CS.163 Outside Employment Requests (66 FR 52984 October 18, 2001), Treasury/CS.193 Operating Personnel Folder Files (66 FR 52984 October 18, 2001), Treasury/CS.196 Preclearance Costs (66 FR 52984 October 18, 2001), Treasury/CS.208 Restoration of Forfeited Annual Leave Cases (66 FR 52984 October 18, 2001), DOE-33 Personnel Medical Records System (60 FR 33510 June 28, 1995), FEMA/OC-1 Travel and Transportation Accounting (55 FR 37182 September 7, 1990), Treasury/CS.190 Personnel Case File (66 FR 52984 October 18, 2001), Chief Counsel Record System (66 FR 45362 August 28, 2001)- this notice partially retires section of USSS.002, Treasury/CS.238 Training and Career Individual Development Plans (66 FR 52984 October 18, 2001), Treasury/CS.239 Training Records (66 FR 52984 October 18, 2001), FEMA/NETC-1 Student Application and Registration Records (55 FR 37182 September 7, 1990), FEMA/NETC-2 Emergency Management Training Program Home Study Courses (55 FR 37182 September 7, 1990), FEMA/NETC-4 Associate Faculty Tracking System (55 FR 37182 September 7, 1990), Treasury/FLETC. ), DO .311 - TIGTA Office of Investigations Files - 85 FR 26521 (May 4, 2020), Some records contained within this system of records are exempt from 5 U.S.C. 552a(k)(2). 552a(c)(3), (d)(1)-(4), (e)(1), (e)(4)(G)-(I) and (f) of the Privacy Act pursuant to 5 U.S.C. The Secretary of Treasury has exempted this system from the following provisions of the Privacy Act, subject to the limitations set forth in5 U.S.C. and Directors Tracking System - 81 FR 2945 (Oct. 18, 2019). 552a(j)(2) and (k)(2). Agencies must publish SORNs in the Federal Register. These Federal agencies have the responsibility for using their expertise to publish one or more SORNs which are applicable to all Federal agencies on a Government-wide basis. 552a(k)(2). US Mint .001 - Cash Receivable Accounting Information System - Some of the records in this system are exempt from sections (c)(3)-(4); (d)(1)-(4); (e)(1)-(3); (e)(4)(G)-(I); (e)(5); (e)(8); (f) and (g) of the Privacy Act, pursuant to 5 U.S.C. DHS/CBP-003 Credit/Debit Card Data System. 14, 2014), FinCEN .003 - Bank Secrecy Act Reports System - 79 FR 20969 (Apr. See 31 CFR 1.36. IRS 46.003 - Confidential Informants - 80 FR 54063 (Sept. 8, 2015), IRS 46.005 - Electronic Surveillance and Monitoring Records - 80 FR 54063 (Sept. 8, 2015), IRS 46.015 - Relocated Witnesses - 80 FR 54063 (Sept. 8, 2015), IRS 46.050 - Automated Information Analysis System - 80 FR 54063 (Sept. 8, 2015). Notice of transfer of a Privacy Act System of Records Notice. 552a(c)(3), (d)(1)-(4), (e)(1), (e)(4)(G)-(I), and, (f) of the Privacy Act pursuant to 5 U.S.C. DHS/CBP-004 Intellectual Property Rights e-Recordation and Search Systems, DHS/CBP-005 Advance Passenger Information System (APIS), DHS/CBP-008 Non-Federal Entity Data Systems (NEDS), DHS/CBP-009 Electronic System for Travel Authorization (ESTA). Certain Federal agencies, however, have the subject matter expertise with respect to particular systems of records that are commonly maintained by all federal agencies. DHS/ALL-017 Department of Homeland Security General Legal Records. This system has been designated as exempt from sections (c)(3), (d)(1)-(4), (e)(1), (e)(4)(G)-(I), and (f) of the Privacy Act pursuant to 5 U.S.C. Some of the records in this system are exempt from sections (c)(3), (d)(1)-(4), (e)(1), (e)(4)(G)-(I), and (f) of the Privacy Act, pursuant to 5 U.S.C. 552a(k)(2). In the case of a federal licensee or permittee who is also a permitholder under the terms of sections 28-1213 to 28-1239, the maintenance of one set of records for the fulfilling of the record-keeping requirements of 18 U.S.C. The Privacy Act requires that each agency that maintains a system of records must publish a notice in the Federal Register that identifies the purpose for which information about an individual is collected, from whom and what type of information is collected, how the information is shared with individuals and organizations outside/external to Treasury (routine uses), and what an individual must do if they want to access and/or correct any records Treasury maintains about them. See 31 CFR 1.36. This system has been designated exempt from sections (c)(3), (d), (e)(1), (e)(4)(G)-(I), and (f) of the Privacy Act pursuant to U.S.C. These SORNS are referred to as Government-wide SORNs. There are eight federal agencies responsible for publishing Government-wide SORNs. A system of records is distinguished from other kinds of personal records in that a record in the system is retrieved by an individuals name or other personal identifier. 552a(c)(3), (c)(4), (d)(1), (d)(2), (d)(3), (d)(4), (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(4)(I), (e)(5), (e)(8), (f), and (g) of the Privacy Act pursuant to 5 U.S.C. EPA/GOVT-2 Federal Docket Management System (FDMS), OSC/GOVT-1 OSC Complaint, Litigation, Political Activity, and Disclosure Files, DHS/ALL-001 Department of Homeland Security (DHS) Freedom of Information Act (FOIA) and Privacy Act (PA) Record System, DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System. GSA/GOVT-7 Personal Identity Verification Identity Management System (PIV IDMS), GSA/GOVT-9 System for Award Management (SAM), DOL/GOVT-1 Office of Worker's Compensation Programs, Federal Employees' Compensation Act File, DOT/ALL-8 Employee Transportation Facilitation. 552a(j)(2) and (k)(2). See 31 CFR 1.36. This section will change periodically with new announcements and reminders. A system of records (SOR) is a group of records, whatever the storage media (paper, electronic, etc. 80 FR 54063 (Sept. 8, 2015), IRS 00.002 - Correspondence Files: Inquiries about Enforcement Activities - 80 FR 54063 (Sept. 8, 2015). (See 31 CFR 1.36.). A SORN may be comprised of a single Federal Register notice that addresses all of the required elements that describe the current SORs, or it may be 552a(d), (e)(1), (e)(3), (e)(4)(G), (H), (I), and (f) of the Privacy Act pursuant to 5 U.S.C. 16, 2013), BEP .016 - Employee Suggestions - 78 FR 22604 (Apr. 552a(j)(2), (k)(1), and (k)(2). 16, 2013), BEP .041 - Record of Discrimination Complaints - 78 FR 22604 (Apr. 16, 2013), BEP .045 - Mail Order Sales Customer Files - 78 FR 22604 (Apr. IRS 00.008 - Recorded Quality Review Records - 80 FR 54063 (Sept. 8, 2015), IRS 00.009 - Taxpayer Assistance Center (TAC) Recorded Quality Review Records - 80 FR 54063 (Sept. 8, 2015), IRS 00.333 - Third Party Contact Records - 80 FR 54063 (Sept. 8, 2015), IRS 00.334 - Third Party Contact Reprisal Records - 80 FR 54063 (Sept. 8, 2015), IRS 10.001 - Biographical Files, Communications and Liaison - 80 FR 54063 (Sept. 8, 2015), IRS 10.004 - Stakeholder Relationship Management and Subject Files - 80 FR 54063 (Sept. 8, 2015), IRS 10.008 - Certified Professional Employer Organizations - 81 FR 44924 (July 11, 2016), IRS 10.555 - Volunteer Records - 80 FR 54063 (Sept. 8, 2015), IRS 21.001 - Tax Administration Advisory Services Resources Records - 80 FR 54063 (Sept. 8, 2015), IRS 22.003 - Annual Listing of Undelivered Refund Checks - 80 FR 54063 (Sept. 8, 2015), IRS 22.011 - File of Erroneous Refunds - 80 FR 54063 (Sept. 8, 2015), IRS 22.012 - Health Coverage Tax Credit (HCTC) Program Records - 80 FR 54063 (Sept. 8, 2015), IRS 22.026 - Form 1042S Index by Name of Recipient - 80 FR 54063 (Sept. 8, 2015), IRS 22.027 - Foreign Information System (FIS) - 80 FR 54063 (Sept. 8, 2015), IRS 22.028 - Disclosure Authorizations for U.S. Residency Certification Letters - 80 FR 54063 (Sept. 8, 2015), IRS 22.032 - Individual Microfilm Retention Register - 80 FR 54063 (Sept. 8, 2015), IRS 22.054 - Subsidiary Accounting Files - 80 FR 54063 (Sept. 8, 2015), IRS 22.060 - Automated Non-Master File - 80 FR 54063 (Sept. 8, 2015), IRS 22.061 - Information Return Master File - 80 FR 54063 (Sept. 8, 2015). 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