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MICROFILM DIVIDER OMB/RECORDS MANAGEMENT DIVISION SON 2053 (2/85) SMDESCRIPTION2007 HOUSE NATURAL RESOURCES HE 15112007 HOUSE STANDING COMMITTEE MINUTES Bill/Resolution No. HE 1511 House Natural Resources

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How to fill out system of records notices

01

Identify all systems of records within your organization

02

Determine the purpose for collecting and storing the information in each system

03

Identify the categories of individuals whose information is being collected

04

Identify the categories of records being maintained in each system

05

Determine the procedures for individuals to access and request changes to their records

06

Draft the system of records notice document including all the relevant information

07

Submit the system of records notice to the appropriate regulatory agency for review and approval

Who needs system of records notices?

01

Organizations that collect and store personal information of individuals are required to have system of records notices in place

02

Government agencies and private companies that process personal data are also required to have system of records notices

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What is system of records notices?

System of records notices (SORNs) are public notices that inform individuals about the existence of a system of records maintained by a government agency, describing the types of records collected, the purposes for which they are used, and the individuals who may access them.

Who is required to file system of records notices?

Federal agencies that maintain systems of records containing personally identifiable information (PII) on individuals are required to file system of records notices.

How to fill out system of records notices?

To fill out a system of records notice, agencies must provide detailed information including the name of the system, the location of the records, the categories of individuals covered, the types of records maintained, the authority for maintenance, the purposes of the records, and other specific details as required by the Privacy Act.

What is the purpose of system of records notices?

The purpose of system of records notices is to enhance transparency and accountability in government by informing the public about what personal information is being collected, maintained, and used by federal agencies.

What information must be reported on system of records notices?

System of records notices must report details such as the name of the system, the system location, categories of individuals, categories of records, authority for maintenance, purposes of the system, routine uses of the records, and the procedures for individuals to access and amend their records.

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