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Identifying Privacy Act (PA) Systems of Records

The Navy and Marine Corps maintain Privacy Act (PA) systems of records that are listed at https://www.doncio.navy.mil/ContentView.aspx?id=1876. Also on that web site are listings of all DoD PA systems of records and Government-wide PA systems of records.

A PA system of records notice is the authority that allows you to collect, maintain, and disseminate information which is retrieved by an individual's name and personal identifier.

Because many activities maintain similar kinds of records, we have written generic or "umbrella" PA systems of records notices to cover those activities having the need to collect those kinds of records.

Here are the steps to follow to identify PA systems of records you may hold:

STEP 1: Review this listing of "umbrella" PA systems of records that you may be using:

N01070-3 Navy Military Personnel Records System
NM01500-2 Department of the Navy (DON) Education and Training Records
N01543-1 Explosives Handling Qualification/Certification Program
NM01650-1 Department of the Navy (DON) 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 Administrative Personnel Management System
NM05000-3 Organization Locator and Social Roster
N05041-1 Inspector General (IG) 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

These systems can be downloaded from https://www.doncio.navy.mil/ContentView.aspx?ID=1877

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 which 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, US 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.

These systems can be downloaded from https://www.doncio.navy.mil/ContentView.aspx?ID=1877

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

These systems can be downloaded from https://www.esd.whs.mil/Privacynew/

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

These systems can be downloaded from https://www.defense.gov/Legal-Administrative/Privacy-Security/

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) 685-6545/46/30 for assistance or email to doris.lama@navy.mil.

NOTE: This listing was last updated on August 9, 2006 and is subject to change.

 
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