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Home » Under Secretary for Management » Bureau of Administration » U.S. Department of State Freedom of Information Act (FOIA) » Privacy Act

• Information Access Guide
• Privacy Impact Assessments (PIA)
• Systems of Records Notices (SORNs)
• Major Information Systems
• Frequently Asked Questions - Privacy Act

The Privacy Act of 1974 provides safeguards against invasion of personal privacy through the misuse of records by Federal Agencies.

The Privacy Act was passed in 1974 to establish controls over what personal information is collected, maintained, used and disseminated by agencies in the executive branch of the Federal government.

The Privacy Act guarantees three primary rights:

1. The right to see records about oneself, subject to Privacy Act exemptions;
2. The right to request the amendment of records that are not accurate, relevant, timely or complete; and
3. The right of individuals to be protected against unwarranted invasion of their privacy resulting from the collection, maintenance, use, and disclosure of personal information.

• Applications from U.S. Citizens for U.S. Passports
• Investigations conducted by the Bureau of Diplomatic Security
• Consular assistance given to U.S. Citizens abroad
• Current and former employees of the Department of State

For a complete list of the Department’s records collections systems, go to the Privacy Impact Assessments (PIA) and the Systems of Records Notices (SORN) pages.

If you would like to request information about yourself under the Privacy Act, please follow the instructions outlined in the “Requesting Personal Records under the Privacy Act” section in the Information Access Guide.

Privacy Impact Assessments (PIA)

The E-Government Act of 2002 (“E-Gov”) requires Federal agencies to conduct a privacy impact assessment (PIA) for electronic information collections and information technology (IT) systems containing personally identifiable information (PII). A PIA is an analysis of how information is handled to:

• Ensure handling conforms to applicable legal, regulatory, and policy requirements regarding privacy,
• Determine the risks and effects of collecting, maintaining, and disseminating PII in a system, and
• Examine and evaluate protections and alternative processes for handling information to mitigate potential privacy risks.

Systems of Records Notices (SORNs)

A System of Records Notice is intended to inform the public about what kinds of personal information federal agencies maintain; to limit the uses and disclosures of the information to those compatible with the law permitting its collection; and to describe how an individual might request access to their information or to seek redress otherwise.

Department of State Major Information Lists

Major Information Systems List - a description of the Department of State’s Major Information Systems. A major information system is an information system that requires special management attention because of its importance to the Department’s mission; its high development, operating, or maintenance costs; or its significant role in the administration of the Department’s programs, finances, property, or other resources.

Exhibit 300 Reports – list of the Department’s major capital information technology investments. This report is submitted annually as part of the Presidential Budget process. Security and privacy issues for the investment are addressed, all questions are answered, and a Privacy Impact Assessment is provided in appropriate circumstances.

Additional Resources
OMB Privacy Guidance
DOJ’s Privacy Act Overview, 2010 Edition
Paperwork Reduction Act