Privacy Impact Assessments and System of Records Notices

E-Government Act of 2002

Section 208 of the E-Government Act of 2002 establishes government-wide requirements for conducting, reviewing and publishing Privacy Impact Assessments (PIA). Under Section 208, agencies must review of how privacy issues are considered when creating or purchasing new information technology (IT) systems or when initiating new electronic collections of information in identifiable form. A PIA addresses privacy factors for all new or significantly altered IT systems or projects that collect, maintain or disseminate personal information from members of the public.

SIGAR Privacy Impact Assessments

The following is a list of SIGAR-specific Privacy Impact Assessments (PIAs):

Other Systems Privacy Impact Assessments

The Department of the Army (DA) is SIGAR’s designated agency of support. Accordingly, SIGAR relies on a number of DA and Department of Defense systems that collect, maintain or disseminate personal information for SIGAR. The following is a list of PIAs for other agency’s systems used by SIGAR:

SIGAR System of Records Notices

The following is a list of SIGAR specific systems of records notices:

SIGAR-01 Firearm Qualification Records
Description: Records maintained and used to document the SIGAR firearms program information.
SIGAR-02 Property Accountability Records
Description: To identify employees/custodians of issued equipment and provide inventory to satisfy other Federal Procurement Management Regulation requirements.
SIGAR-03 Public Affairs Records
Description: Enables SIGAR Public Affairs to establish and maintain contact with the media, members of civil society organizations, and the general public and circulate information to specific individuals and groups based on self-identified regional and policy interests.
SIGAR-04 Freedom of Information Act/Privacy Act Records
Description: The processing of access requests and administrative appeals under the FOIA, access and amendment requests and administrative appeals under the Privacy Act; for the purpose of participating in litigation regarding agency action on such requests and appeals; and for the purpose of assisting the SIGAR in carrying out any other responsibilities under the FOIA and the Privacy Act. Also used to produce statistical reports; and as a data source for management information.
SIGAR-05 Audit Records
Description: This system is maintained in order to act as a management information system for SIGAR audit projects and personnel and to assist in the accurate and timely conduct of audits.
SIGAR-06 Correspondence Records
Description: This system consists of correspondence received by SIGAR from individuals and their representatives; Federal, foreign, state, local, tribal or other public authorities; entities subject to oversight by SIGAR; oversight committees; and others who conduct business with SIGAR and the responses thereto. It serves as a record of in-coming correspondence and the steps taken to respond.
SIGAR-07 Hotline Records
Description: These responsibilities include conducting and supervising investigations relating to programs and operations relating to the expenditure of appropriated funds and funds otherwise made available for the reconstruction of Afghanistan, promoting the economy, efficiency, and effectiveness in the administration of such programs and operations, and preventing and detecting fraud, waste and abuse in such programs and operations. The records are used in investigations of individuals and entities suspected of having committed illegal or unethical acts. The records are also used in any resulting criminal prosecutions, civil proceedings, or administrative actions.
SIGAR-08 Investigations Records
Description: These records are used for conducting and supervising investigations relating to programs and operations regarding the expenditure of appropriated funds and funds otherwise made available for the reconstruction of Afghanistan, promoting the economy, efficiency, and effectiveness in the administration of such programs and operations, and preventing and detecting fraud, waste and abuse. The records are used in investigations of individuals and entities suspected of having committed illegal or unethical acts. The records are also used in any resulting criminal prosecutions, civil proceedings, or administrative actions.
SIGAR-09 Legal Records
Description: To assist SIGAR attorneys in providing legal advice to the agency on a wide variety of legal issues; to collect the information of any individual who is, or will be, in litigation with the agency, as well as the attorneys representing the plaintiff(s) and defendant(s) response to claims of employees, former employees, or other individuals; to assist in the settlement of claims against the government; and to represent SIGAR in litigation.
SIGAR-10 Legislative Inquiries and Correspondence
Description: Maintained and used by SIGAR to record legislative inquiries on behalf of constituents and legislative inquiries from a member or committee, to ensure proper document control of the response, and to record the agency’s responses to such inquiries.
SIGAR-11 Social Media Records
Description: This system is maintained in order to act as a management information system for SIGAR audit projects and personnel and to assist in the accurate and timely conduct of audits.
SIGAR-12 Internal Electronic Collaboration Tools
Description: to enhance and improve efficiencies in the dissemination and exchange of information within SIGAR and allow colleagues to connect with each other.

Government Wide System of Records Notices

The following is a list of government-wide systems of records notices (SORN). SIGAR relies upon a number of these government-wide SORNs:

EEOC/GOVT-1 - Equal Employment Opportunity in the Federal Government Complaint and Appeal Records July 30, 2002, 67 FR 49338
Description: Records on applicants for Federal employment and current and former Federal employees who file complaints of discrimination or reprisal, or who file appeals with EEOC from agency decisions, petitions for review of decisions of the MSPB, or requests for review of final decisions in negotiated grievance actions.
DHS/FEMA/GOVT-001 - Federal Emergency Management Agency National Defense Executive Reserve System January 7, 2009, 74 FR 722
Description: Applicants for and incumbents of NDER assignments, including FEMA Form 85-3, NDER Qualifications Statement, which is used to determine membership for units of the NDER in Federal departments and agencies in accordance with Executive Order 11179, as amended by Executive Order 12146.
GSA/GOVT-2 - Employment Under Commercial Activities Contracts February 10, 1983, 48 FR 6176
Description: Records on former Federal employees involuntarily separated from government employment as a result of a commercial activity contract. The system is used to provide government agencies with necessary information on former Federal employees hired by contractors to ensure the proper distributions of severance pay by the government.
GSA/GOVT-3 - Travel Charge Card Program January 30, 2004, 69 FR 4517
Description: Records of current Federal employees who have their own government assigned charge card and all other Federal Employees and authorized individuals who use a Federal account number for travel purposes. Records are assembled in one information system to provide government agencies with: (1) Necessary information on the commercial travel and transportation payment and expense control system which provides travelers charge cards and the agency an account number for official travel and related travel expenses on a worldwide basis; (2) attendant operational and control support; and (3) management information reports for expense control purposes.
GSA/GOVT-4 - Contracted Travel Services Program June 3, 2009, 41 FR 26700
Description: Records on individuals who are current Federal employees on travel and individuals being provided travel by the government. It is used to enable travel agents who are under contract to the Federal government to issue and account for travel provided to individuals.
GSA/GOVT-5 - Access Certificates for Electronic Services (ACES) May 28, 1999, 64 FR 29032
Description: The system will allow on-line access to personal information in participating Federal agencies’ automated systems by individuals who are the subjects of the information. Up to now, many Federal information systems containing legally safeguarded personal information have been inaccessible to the public electronically because of an insufficient proof-of-identity capability. The new system will enable more timely and cost-effective communication between the public and the Federal Government while safeguarding personal information through state-of-the-art digital signature technologies.
GSA/GOVT-6 - GSA SmartPay Purchase Charge Card Program November 3, 2006, 71 FR 64707
Description: GSA has Government-wide responsibility, assembles and maintains charge card related information and ensures the efficient and cost effective operation, control, and management of commercial purchasing activities by Federal agencies. The system includes personal information of individuals to enhance the Federal government’s ability to monitor official purchases, payments, and expenses involving purchase charge card transactions.
GSA/GOVT-7 - Personal Identity Verification Identity Management System (PIV IDMS) September 28, 2006, 71 FR 56983
Description: This system will support the implementation of Homeland Security Presidential Directive 12 (HSPD-12) by providing a GSA managed shared infrastructure and services for participating Federal agencies. HSPD-12 requires the use of a common identification credential for both logical and physical access to federally controlled facilities and information systems.
GSA/GOVT-8 - Excluded Parties List System (EPLS) December 5, 2006, 71 FR 70515
Description: The system contains information entered by Federal agencies that identifies individuals excluded from Federal Government procurement and nonprocurement programs and the applicable authority for the exclusion.
DOL/GOVT-1 - Office of Worker’s Compensation Programs, Federal Employees’ Compensation Act File April 8, 2002, 67 FR 16815
Description: Records on FECA benefit recipients. These are Federal employees injured in the performance of duty, or beneficiaries of employees killed in the performance of duty. Includes information and verification about covered employees’ work related injuries, entitlement to medical treatment and vocational rehabilitation; entitlement to and computation of continuation of pay, compensation, survivors’ benefits under FECA and certain other statutes.
DOL/GOVT-2 - Job Corps Student Records April 8, 2002, 67 FR 16815
Description: Information on Employment Training Administration Job Corps students and former students.
DOT/ALL-8 - Employee Transportation Facilitation April 11, 2000, 65 FR 19475
Description: Records on applications submitted by individuals for parking permits, carpool and vanpool membership, ridesharing information, and fare subsidies; from notifications from other Federal agencies in the program; and from periodic certifications and reports regarding fare subsidies.
MSPB/GOVT-1 - Appeals and Case Records November 21, 2002, 67 FR 70254
Description: Records on (a) Current and former Federal employees, applicants for employment, annuitants, and other individuals who have filed appeals with MSPB or its predecessor agency, or with respect to whom the Special Counsel or a Federal agency has petitioned MSPB concerning any matter over which MSPB has jurisdiction; and (b) Current and former employees of State and local governments who have been investigated by the Special Counsel and have had a hearing before MSPB concerning possible violation of the Hatch Act.
OGE/GOVT-1 - Executive Branch Personnel Public Financial DisclosureReports and Other Name-Retrieved Ethics Program Records January 22, 2003, 68 FR 3097 [correction published May 8, 2003, 68 FR 24722]
Description: All records are maintained in accordance with the requirements of the Ethics in Government Act of 1978 and the Ethics Reform Act of 1989, as amended, and Executive Order 12674 as modified, and OGE and agency regulations there under. These requirements include the filing of financial status reports, reports concerning certain agreements between the covered individual and any prior private sector employer, ethics agreements, and the preservation of waivers issued to an officer or employee pursuant to section 208 of title 18 and certificates of divestiture issued pursuant to section 502 of the Ethics Reform Act. Such statements and related records are required to assure compliance with these acts and to preserve and promote the integrity of public officials and institutions. The requirements also include the possession or maintenance of information being researched or prepared for referral by ethics officials concerning employees or former employees of the Federal Government who are the subject of complaints of misconduct or alleged violations of ethics laws. These complaints may be referred to the Office of the Inspector General of the agency where the employee is or was employed or to the Department of Justice.
OGE/GOVT-2 - Executive Branch Confidential Financial Disclosure Reports January 22, 2003, 68 FR 3097 [correction published May 8, 2003, 68 FR 24722]
Description: These records are maintained to meet the requirements of or under Executive Order 12674 as modified, 5 CFR part 2634, agency regulations there under, as well as section 107 of the Ethics in Government Act of 1978, as amended, concerning the filing of confidential financial disclosure reports. Such reports are required to assure compliance with ethics laws and regulations, and to determine if an actual or apparent conflict of interest exists between the employment of individuals by the Federal Government and their outside employment and financial interests.
OPM/GOVT-1 - General Personnel Records June 19, 2006. 71 FR 35356
Description: Records on current and former Federal employees as defined in 5 U.S.C. Â§ 2105, including OPM’s Central Personnel Data File and related agency personnel management information systems. The Official Personnel Folders and other general personnel records files are the official repository of the records, reports of personnel actions, and the documents and papers required in connection with actions effected during an employee’s Federal service.
OPM/GOVT-2 - Employee Performance File System Records April 27, 2000. 65 FR 24732
Description: Records on current or former Federal employees, including appointees to the Senior Executive Service, maintained on an employee’s performance.
OPM/GOVT-3 - Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers April 27, 2000. 65 FR 24732
Description: Records on current or former Federal employees, including Senior Executive Service employees, against whom such an action has been proposed or taken in accordance with 5 C.F.R. Â§ Â§ 432, 732, 752, or 754
OPM/GOVT-5 - Recruiting, Examining, and Placement Records June 19, 2006. 71 FR 35351
Description: Records on (a) persons who have applied to OPM or agencies for Federal employment, and current and former Federal employees submitting applications for other positions in the Federal Service; and (b) applicants for Federal employment believed or found to be unsuitable for employment on medical grounds.
OPM/GOVT-6 - Personnel Research and Test Validation Records June 19, 2006. 71 FR 35354
Description: Records on current and former Federal employees, applicants for Federal employment, current and former State and local government employees, and applicants for State and local government employment, selected private sector employees and applicants for sample comparison groups used by OPM or other Federal agencies for the construction, analysis, and validation of written tests, and for research on and evaluation of personnel or organizational management and staffing methods, including workforce effectiveness studies.
OPM/GOVT-7 - Applicant Race, Sex, National Origin and Disability Status Records June 19, 2006. 71 FR 35356
Description: Records on current and former Federal employees and individuals who have applied for Federal employment used by OPM and agencies to evaluate personnel/organizational measurement and selection records, to implement and evaluate Federal Equal Opportunity Recruitment and affirmative action programs, to prepare reports regarding breakdowns by race, sex, and national origin of applicants, and to locate individuals for personnel research.
OPM/GOVT-9 - File on Position Classification Appeals, Job Grading Appeals, and Retained Grade or Pay Appeals, and Fair Labor Standard Act (FLSA) Claims and Complaints June 19, 2006. 71 FR 35358
Description: Records on current and former Federal employees who have either: (a) filed a position classification appeal or a job grading appeal with OPM’s Agency Compliance and Evaluation, an OPM regional office, or with their agencies; or (b) filed a retained grade or pay appeal with OPM’s Agency Compliance and Evaluation or an OPM regional office, used to document the processing and adjudication of the appeal.
OPM/GOVT-10 - Employee Medical File System Records June 19, 2006. 71 FR 35360
Description: Records on current and former civilian Federal employees maintained to ensure proper medical evaluation, diagnosis, history, treatment, and continuity of care; documentation of hazard exposures, treatment, medically-related employment decisions, and communications among health care providers, including planning of further care, evaluation of the quality of health care rendered, and to ensure proper operation of an agency’s drug testing program.
EPA/GOVT-2 - Federal Docket Management System (FDMS) March 24, 2005. 70 FR 15086
Description: Records on any person-including public citizens and representatives of Federal, state, or local governments, businesses, and industries, that provide personal information while submitting a comment or supporting materials on Federal agency rulemaking.
OSC/GOVT-1OSC - Complaint Litigation and Political Activity Files November 19, 1999. 64 FR 63359
Description: Information developed in connection with these OSC program responsibilities is maintained in the OSC/GOVT-1 system of records, which includes certain records subject to the Privacy Act. These include records in complaint files, generally retrieved by the name of the person filing an allegation of a prohibited personnel practice, improper political activity, or other prohibited activity; records in disclosure files, generally retrieved by the name of a person filing an allegation through the OSC whistleblower disclosure channel; records in disciplinary action litigation files, generally retrieved by the name of the person charged by the OSC in litigation before the MSPB; and records in defensive litigation files, generally retrieved by the name of the plaintiff in the action