32 CFR 505.3 - Privacy Act systems of records.
(1) A system of records is a group of records under the control of a DA activity that are retrieved by an individual's name or by some identifying number, symbol, or other identifying particular assigned to an individual.
(iii) Published in the Federal Register in a system of records notice, which will provide the public an opportunity to comment before DA implements or changes the system.
(3) The mere fact that records are retrievable by a name or personal identifier is not enough. Records must actually be retrieved by a name or personal identifier. Records in a group of records that may be retrieved by a name or personal identifier but are not normally retrieved by this method are not covered by this part. However, they are covered by AR 25-55, the Department of the Army Freedom of Information Act Program.
(4) The existence of a statute or Executive Order mandating the maintenance of a system of records to perform an authorized activity does not abolish the responsibility to ensure the information in the system of records is relevant and necessary to perform the authorized activity.
(1) DA must publish notices in the Federal Register on new, amended, altered, or deleted systems of records to inform the public of the Privacy Act systems of records that it maintains. The Privacy Act requires submission of new or significantly changed systems of records to OMB and both houses of Congress before publication in the Federal Register (See Appendix E of this part).
(2) Systems managers must send a proposed notice at least 120 days before implementing a new, amended or altered system to the DA Freedom of Information and Privacy Office. The proposed or altered notice must include a narrative statement and supporting documentation. A narrative statement must contain the following items:
(iii) If a new system, the purpose of establishing the system or if an altered system, nature of changes proposed;
(x) Supporting documentation as an attachment. Also as an attachment should be the proposed new or altered system notice for publication in the Federal Register.
(i) A significant increase in the number, type, or category of individuals about whom records are maintained;
(iv) A change to equipment configuration (either hardware or software) that creates substantially greater access to the records in the system of records;
(vi) An addition of a routine use pursuant to 5 U.S.C. 552a(b)(3).
(5) On behalf of DA, the Defense Privacy Office maintains a list of DOD Components' Privacy Act system of records notices at the Defense Privacy Office's Web site http://www.defenselink.mil/privacy.
(7) For new systems, system managers must establish appropriate administrative, technical, and physical safeguards to ensure the security and confidentiality of records. This applies to all new systems of records whether maintained manually or automated.
(i) One safeguard plan is the development and use of a Privacy Impact Assessment (PIA) mandated by the E-Gov Act of 2002, Section 208. The Office of Management and Budget specifically directs that a PIA be conducted, reviewed, and published for all new or significantly altered information in identifiable form collected from or about the members of the public. The PIA describes the appropriate administrative, technical, and physical safeguards for new automated systems. This will assist in the protection against any anticipated threats or hazards to the security or integrity of data, which could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. Contact your local Information Officer for guidance on conducting a PIA.
Title 32 published on 2014-07-01
no entries appear in the Federal Register after this date.