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?! ***
PII (Personally Identifiable Information), The Email, and You: http://www.fws.gov/irm/bpim/docs/pii_and_email.pdf (PDF)
Do's & Don'ts - Privacy Act: http://www.fws.gov/irm/bpim/docs/do_dont_privacyact.pdf (PDF)
HSPD - 12 (Smart Card Privacy Act notices): http://www.doi.gov/ocio/privacy/os_notices.htm
New GSA Privacy Act Notices: http://www.doi.gov/ocio/privacy/gsa_notices.htm
- 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/privacy/opm_notices.htm
Updated OPM Centralized System of Records Notices: http://www.doi.gov/ocio/privacy/opm_notices.htm
Additional Links:
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/privacy/index.html
Link to Department of the Interior Federal Register 68 FR 4220: Email Privacy Act System:
http://www.fws.gov/policy/library/03-1891.html
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 electric Privacy request, use the following Email address: FW9Privacy@fws.gov.