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.