Identifying Privacy Act Systems of Records You May Be Using
By DON CIO Privacy Team - Published, September 24, 2010
A Privacy Act (PA) system of records notice is the authority that allows you to collect, maintain and disseminate information that is retrieved by an individual's name and personal identifier. Because many activities maintain similar types of records, we have written generic or "umbrella" PA systems of records notices to cover activities that require collection of those types of records.
View Navy, Marine Corps, Department of Defense, and Government-wide Privacy Act (PA) System of Records Notices (SORNs).
Below are the steps to follow to identify PA systems of records you may hold:
Step 1: Review this list of "umbrella" Privacy Act systems of records that you may be using:
- N01070-3 Navy Military Personnel Records System
- NM01500-2 Department of the Navy Education and Training Records
- N01543-1 Explosives Handling Qualification/Certification Program
- NM01650-1 Department of the Navy Military Awards System
- NM01700-1 DON General Morale, Welfare, and Recreation Records
- N01710-1 Recreation Association Membership Files
- N01740-1 Family Dependent Care Program
- N01752-1 Family Advocacy Program System
- N01770-2 Casualty Information Support System
- NM05000-1 General Correspondence Files
- NM05000-2 Organization Management and Locator System
- N05041-1 Inspector General Records
- N05100-3 Safety Equipment Needs, Issues, Authorizations
- NM05100-4 WESS Occupational Injuries/Illnesses Log
- NM05100-5 Enterprise Safety Applications Management System (ESAMS)
- NM05211-1 Privacy Act Request Files and Tracking System
- N05354-1 Equal Opportunity Management Information System
- NM05380-1 Combined Federal Campaign/Navy Relief Society
- N05500-1 Security Inspection and Violation System
- NM05512-1 Vehicle Parking Permit and License Control System
- NM05512-2 Badge and Access Control System
- N05520-5 Personnel Security Program Management Records System
- NM05720-1 FOIA Request and Appeal Files Tracking System
- N06320-4 Blood Donor Files
- NM07320-1 Property Accountability Records
- N07421-1 Time and Attendance Feeder Records
- NM08370-1 Weapons Registration
- NM12610-1 Hours of Duty Records
- N12630-1 Voluntary Leave Transfer Program Records
- N12711-1 Labor Management Relations Records System
- N12771-2 Employee Relations Including Discipline, Employee Grievances, Complaints, etc.
- N12792-7 Drug-Free Workplace Program Records
- N12930-1 Human Resources Group Personnel Records
Step 2: Some activities have written PA systems of records that are unique to their activity. Accordingly, if you are one of those activities, identify the specific records you hold. For example, the following activities have systems of records that are specific to the work they do:
- Board for Correction of Naval Records
- Naval Council of Personnel Boards
- White House Liaison
- Naval Education and Training Command
- Chief of Chaplains
- Navy Personnel Command
- Naval Criminal Investigative Service
- Strategic Systems Programs
- Navy Installations Command
- Military Sealift Command
- Naval Health Research Center
- Naval Sea Systems Command
- General Counsel of the Navy
- Naval Postgraduate School
- U.S. Naval Academy
- Navy Exchange Command Service
- Naval Safety Center
- Bureau of Medicine and Surgery
- Judge Advocate General
- Civilian Human Resources
- Office of Naval Intelligence
- Office of Naval Research, etc.
When looking for systems under your cognizance, focus on systems that carry the Standard Subject Identification Code (SSIC) you use.
Step 3: There are agencies within the U.S. Government that have developed government-wide systems of records that agencies may use. For example:
- DOL/GOVT-1 Office of Worker's Compensation Programs, Federal Employees' Compensation Act File
- DOT/ALL-8 Employee Transportation Facilitation
- EEOC/GOVT-1 Equal Employment Opportunity Commission
- GSA/GOVT-3 Travel Charge Card Program
- GSA/GOVT-4 Contracted Travel Services Program
- GSA/GOVT-5 Access Certificates for Electronic Services
- MSPB/GOVT-1 Appeals and Case Records
- OGE/GOVT-1 Executive Branch Personnel Public Disclosure Reports and Other Name-Retrieved Ethics Program Records
- OGE-GOVT-2 Executive Branch Confidential Financial Disclosure Reports
- OPM-GOVT-1 General Personnel Records
- OPM/GOVT-2 Employee Performance File System Records
- OPM/GOVT-3 Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers
- OPM/GOVT-7 Applicant Race, Sex, National Origin and Disability Status Records
Step 4: The DoD also has systems of records that may be used by all or some activities. Review their inventory for records you may be using. For example:
- DHA 10 DOD Women, Infants and Children Overseas Participant Management System
- T7333 Travel Payment System
- T7334 Defense Travel System
Step 5: If you can't identify a system of records notice that covers the records you are maintaining that are retrieved by an individual's name and personal identifier, contact CNO (DNS-36) at (202) 685-6545/46 for assistance or email privacy@navy.mil.
Note: This listing was last updated on Oct. 6, 2006 and is subject to change.