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U.S. Army Records Management & Declassification Agency Privacy Act/System of Records Policies

U.S. Army Records Management & Declassification Agency Privacy Act/System of Records Policies. Purpose.

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U.S. Army Records Management & Declassification Agency Privacy Act/System of Records Policies

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  1. U.S. Army Records Management & Declassification Agency Privacy Act/System of Records Policies
  2. Purpose To brief the SORN process, clarify when an OMB control number is required and discuss how an OMB control number is obtained through the Army Information Management Control Officer (IMCO) process 07/30/2013 2
  3. Agenda Definition of a SORN Describe SORN Process Public Information: Army Information Management Control Officer (IMCO) Process 07/30/2013 3
  4. What is a System of Record Notice (SORN) Identifies the purpose for the system of records, which individuals are covered by information in the system of records, what categories of records are maintained about the individuals, and how the information is shared by the agency Required when all of the following apply: Records are maintained (includes collect, use or disseminate); The records contain information about an individual; and The records are retrieved by a personal identifier (SSN, name, DOB, etc.) Published in Federal Register for 30 days to notify public of the authorization to collect and use PII 07/30/2013 4
  5. SORN Process Flow System Owner/ Proponent Privacy Officer Prepare & submit SORN to APO. If PII collected on the public process OMB Form 83-I to Army IMCO. Provide copy to APO with SORN. Coordinate changes with proponent. Return updates to Army Privacy Office. Respond to public comment within 30 days at http://www.regulations.gov/ Notify Army Privacy when comments are answered. Army Information Management Control Officer (IMCO) PII collected on public; start OMB process with IMCO. (If required) Review SORN & coordinate changes with proponent. Process final to DPCLO. Provide public comments to the proponent of the SORN to respond to public comments. HQDA Privacy Office (APO) After 30 day public comments are addressed/completed SORN posted on DPCLO website; PII collection begins. Reviews SORN for edits/changes. Process to DoD Clearance Office (FR Liaison). Defense Privacy and Civil Liberties Office (DPCLO) (If required) Final process to the FR for publishing. WHS Federal Register Liaison/DoD IMCO General Public contact Army Privacy with comments. General Public 07/30/2013 5
  6. OMB Control Number Requirements Background: One purpose of the Paperwork Reduction Act (PRA), 44 USC, 3501 et seq, is to minimize the paperwork burden on members of the public resulting from the collection of information by or for the Federal Government. Federal Agencies will not collect information from the public without first obtaining OMB approval. AR 335-15, the Management Information Control System (MICS), defines the process for obtaining an OMB Control Number. Purpose: An OMB Control Number is required before implementation of a SORN that collects information from the public (but not necessarily before Federal Register publication). 07/30/2013 6
  7. OMB Control Number Process PROPONENT Prepare and submit OMB Form 83-I with Justification(s) to IMCO. HQDA IMCO Submit 60 day Federal Register Notice to OSD for publication/public comment. IMCO reviews proponent 83-I and supporting documents. OSD Submit 30 day Federal Register Notice for public comment. Review 83-I DoD IMCO Review and approve Form 83-I, issue OMB Control Number. OMB 07/30/2013 POC: Bruno Leuyer @ 703-428-6462 7
  8. HQDA Points of Contact Privacy Office: Mr. Leroy Jones (703)428-6185/6513 IMCO: Ms. Sandra Stroud (703)428-6440 07/30/2013 POC: Bruno Leuyer @ 703-428-6462 8
  9. QUESTIONS? 07/30/2013 9
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