Privacy and Civil Liberties Impact Assessment
 

for the
 

Department-wide Use of FOIAXpress
 

August 3, 2023 

Contact Point
 

Shayan Rashid, PM
 

Reviewing Official 

Timothy H. Skinner, JD
 

Bureau Privacy and Civil Liberties Officer
 

Departmental Offices
 

Department of the Treasury
 

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Section 1: Introduction 

PCLIAs are required for all systems and projects that collect, maintain, or disseminate personally 

identifiable information (PII). The system owner completed this assessment pursuant to Section 208 of 

the E-Government Act of 2002 (“E-Gov Act”), 44 U.S.C. § 3501, Office of the Management and Budget 

(OMB) Memorandum 03-22, “OMB Guidance for Implementing the Privacy Provisions of the EGovernment Act of 2002,” and Treasury Directive 25-07, “Privacy and Civil Liberties Impact Assessment 

(PCLIA),” which requires Treasury Offices and Bureaus to conduct a PCLIA before: (1) developing or 

procuring information technology (IT) systems or projects that collect, maintain or disseminate PII from 

or about members of the public, or (2) initiating a new collection of information that: (a) will be collected, 

maintained, or disseminated using IT; and (b) includes any PII permitting the physical or online 

contacting of a specific individual, if identical questions have been posed to, or identical reporting 

requirements imposed on, 10 or more persons (not including agencies, instrumentalities, or employees of 

the federal government). 

It is the policy of the Department of the Treasury (“Treasury” or “Department”) and its Bureaus to 

conduct a PCLIA when PII is maintained in a system or by a project. This PCLIA provides the following 

information regarding the system or project: (1) an overview of its purpose and functions; (2) a 

description of the information collected; (3) a description of the how information is maintained, used, and 

shared; (4) an assessment of whether the system or project is in compliance with federal requirements that 

support information privacy; and (5) an overview of the redress/complaint procedures available to 

individuals who may be affected by the use or sharing of information by the system or project. 

Section 2: System Overview 

Section 2.1: System/Project Description and Purpose 

The Enterprise Content Management (ECM) program (hereinafter referred to for purposes of these 

instructions as the “program” that owns the system is conducting this PCLIA for the FOIA Express 

(FOIAXpress). This is an update of a PCLIA previously completed and published for FOIAXpress. The 

name of that previous PCLIA was Department-wide Use of FOIAXpress and the date of its publication 

was July 28, 2020. Three is no substantive change to the system. 

The Freedom of Information Act (FOIA) of 1966, as amended (5 U.S.C § 552), permits any person to 

request access to federal agency records. The FOIA also establishes a presumption that records in the 

possession of federal departments and agencies are accessible to the people, except to the extent the 

records are protected from disclosure by any of nine exemptions contained in the law, or by one of three 

special law enforcement record exclusions. Records that, generally, may be protected from disclosure are: 

properly classified material; limited kinds of purely internal matters; matters exempt from disclosure by 

other statutes; trade secrets or commercial or financial information obtained from a person and privileged 

or confidential; internal agency communications that represent the deliberative, pre- decisional process, 

attorney work product, or attorney-client records; information that would be a clearly unwarranted 

invasion of personal privacy; law enforcement records to the extent that one of six specific harms could 

result from disclosure; bank examination records; and oil well and similar information. 

The Privacy Act of 1974, as amended (5 U.S.C. § 552a), embodies a code of fair information principles 

that governs the collection, maintenance, use, and dissemination of PII by federal departments and 

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agencies. Further, the Privacy Act provides U.S. citizens and lawful permanent residents (LPRs) the 

opportunity to request access to federal agency records that are maintained about them. 

At the Department of the Treasury (“Department” or “Treasury”) any PII that is maintained about a U.S. 

citizen or LPR in a system of records is treated as a system of records subject to the Privacy Act. 

FOIA provides the public the rights to government records while the Privacy Act grants individuals the 

right to access records about themselves. The Privacy Act ensures proper protections covering records 

maintained by the agency on individuals. 

Treasury is using FOIAXpress to manage the entire lifecycle of FOIA/Privacy Act requests and appeals, 

from the initial request to the final disclosure of records. FOIAXpress is a commercial off-the-shelf webbased system. The purpose of FOIAXpress is to allow: (1) the processing of access requests and 

administrative appeals made under the FOIA (2) the processing of access and amendment requests and 

administrative appeals under the Privacy Act; and (3) enable Treasury bureaus and offices to carry out 

ancillary responsibilities related to the FOIA and the Privacy Act, such as the FOIA Annual Report, the 

Chief FOIA Officer Report, and the Quarterly FOIA Report to the Attorney General. 

FOIAXpress maintains PII that Treasury collects from members of the public and individuals who submit 

FOIA and Privacy Act requests to Treasury. Treasury uses this electronic system to track and fulfill 

requests filed by members of the public seeking access to nonpublic Treasury records under the Freedom 

of Information Act, and requests from individuals seeking access under the Privacy Act of 1974 to 

Treasury records, if any, about themselves. 

Treasury divides FOIAXpress into two components: (1) “Internal FOIAXpress;” and (2) “the External 

FOIAXpress Public Access Link Portal.” 

Internal FOIAXpress 

The Internal FOIAXpress component ensures that FOIA and Privacy Act requests are addressed in a 

timely manner. This FOIAXpress component promotes the streamlining of procedures to process FOIA 

and Privacy Act requests. The Internal FOIAXpress is used to: 

•	 Log and track the receipt and processing of each FOIA or Privacy Act request. 

•	 Record the status of requests and relevant deadlines. 

•	 Scan, store, redact and manage records that have been gathered in response to each 

request, some of which contain PII about the requester or about other individuals 

mentioned or discussed in the relevant records. 

•	 Track FOIA processing statistics and fees, and generate compliance reports on the 

number, type, and disposition of FOIA requests processed, as required by the U.S. 

Department of Justice. 

External FOIAXpress Public Access Link Portal (PAL) 

EFPALP enhances service delivery and transparency through a public-facing, secure web 

portal. Integrated directly with FOIAXpress, PAL offers a centralized location for receiving online FOIA 

requests, delivering responsive records, communicating with requesters, and providing access to released 

documents in a public reading room. Requesters have the option of creating their own account to 

electronically submit FOIA requests or submitting requests without creating an account. 

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The ECM program discloses the information in the system to the extent required by the Freedom 

of Information Act and as allowed by the Privacy Act of 1974 (including the routine uses in the 

applicable SORN: Treasury .004 - Freedom of Information Act/Privacy Act Request Records - - 81 FR 

78266 (Nov. 7, 2016). 

The ECM program identified the following privacy risks during collection, use, and disclosure: 

•	 The risk that system users may steal data to commit identity theft 

•	 The risk that the information may be disclosed to unintended recipients inside or outside 

Treasury 

The ECM program has taken the following steps/implemented the following controls to protect 

the PII in the system during collection, use, and disclosure: 

•	 External PAL users who need to access their submitted requests must authenticate into 

the system using multi-factored authentication method. They are limited to only their 

submitted data. 

•	 Firewalls are deployed and monitored on public facing infrastructure 

•	 Internal users must be authenticated into the system using Homeland Security 

Presidential Directive 12 (HSPD-12) Personal Identity Verification (PIV) authentication 

method. Access is based on least privileged. Privileged users are reviewed monthly, and 

non-privileged users are reviewed annually. 

•	 Data is encrypted at rest and during transit. 

•	 The logs are reviewed monthly. 

Section 2.2: Authority to Collect 

Federal agencies must have proper authority before initiating a collection of information. The authority is 

sometimes granted by a specific statute, by Executive order (EO) of the President or other authority. The 

following specific authorities authorize FOIAXpress to collect information: 

•	 The Freedom of Information Act, 5 U.S.C. 552; 

•	 The Privacy Act of 1974, 5 U.S.C. 552a. 

The information may also be collected pursuant to a more general requirement or authority. All Treasury 

systems and projects derive general authority to collect information from: 

•	 31 U.S.C. 321 – General authorities of the Secretary establish the mission of the
 

Department of the Treasury
 

•	 5 U.S.C. 301 – Department regulations for the operations of the department, conduct of 

employees, distribution and performance of its business, the custody, use, and 

preservation of its records, papers, and property. 

Section 2.3: Privacy Act Applicability; SORN Requirement 

Under certain circumstances, federal agencies are allowed to exempt a system of records from certain 

provisions in the Privacy Act. This means that, with respect to information systems and papers files that 

maintain records in that system of records, the agency will not be required to comply with the 

requirements in Privacy Act provisions that are properly exempted. If this system or project contains 

records covered by the Privacy Act, the applicable Privacy Act system of records notice(s) (SORNs) 

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(there may be more than one) that cover the records in this system or project must list the exemptions 

claimed for the system of records (it will typically say: “Exemptions Claimed for the System” or words to 

that effect). 

Helpful Hint for answering questions in this section and later questions about Privacy Act exemptions: If 

you know there is a SORN covering the PII in this system, the answer is probably “yes.” If the system 

maintains PII, but that PII is not actually retrieved by a personal identified, the answer is “no.” At the 

bottom of the applicable SORN(s), you will find a section that says: “Exemptions Claimed for the 

System.” If the answer is “None” (or anything that indicates no exemptions are claimed): (1) your bureau 

or office does not exempt the system of records from any Privacy Act requirements; and (2) when you are 

asked in this template whether your bureau or office exempts the system of records from certain 

provisions in the Privacy Act, your answer will always be “No.” 

All answers in this section must be provided in the space as instructed after checking the appropriate 

box(es). 

Section 2.3(a) Please check ALL statements below that apply to your system or project and 

provide any additional information requested. Please read all possible responses before 

selecting an answer. 

1.	 ☐ The system or project does not retrieve records about an individual using an 

identifying number, symbol, or other identifying particular assigned to the individual. A 

SORN is not required with respect to the records in this system. 

2.	 ☒ The system or project does retrieve records about an individual using an identifying 

number, symbol, or other identifying particular assigned to the individual. A SORN is 

required with respect to the records in this system. Treasury .004 - Freedom of 

Information Act/Privacy Act Request Records - - 81 FR 78266 (Nov. 7, 2016). 

3.	 ☐ A SORN was identified in the original PCLIA and a determination was made during 

this current PCLIA update that modifications [choose one] ☐ were ☐ were not required 

to that SORN. [If modifications were made, generally describe them here]. The current 

applicable SORN is: [Provide here the SORN number(s), system of records name(s) and 

the citation to the SORN(s) in the Federal Register.] 

4.	 ☐ A SORN(s) was not identified or required in the original PCLIA, but a determination 

was made during this current PCLIA update that a SORN(s) is now required. The 

applicable SORN(s) is:[Provide here the SORN number(s), system of records name(s) 

and the citation to the SORN(s) in the Federal Register]. 

5.	 ☒ A SORN was published and no exemptions are taken from any Privacy Act 

requirements. Please note that the Department has claimed one or more exemptions 

(see 31 CFR 1.36) for a number of its other systems of records under 5 U.S.C. 552a(j)(2) 

and (k)(1), (2), (3), (4), (5), and (6). The FOIA/Privacy Act request review processes 

may include records properly exempted from other Treasury systems of records. These 

records may become a part of the case records in this information system. To the extent 

that copies of exempt records from those other systems have been recompiled and/or 

entered into these FOIA/Privacy Act case records, the Department claims the same 

exemptions for the records as they have in the original systems of records of which they 

are a part. 

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Section 3.1(a) Exemption Claimed from thi s Requirement? The PII maintained in this 

 

Section 3.1(b) Continuously Assessing Relevance and Necessity The PII in the system is 

 

 

 

 

6.	 ☐ Exemptions are claimed from the following Privacy Act provisions in the applicable 

SORN(s): [List here all exemptions taken in the applicable SORN; Hint: it’s at the end of 

the SORN]: The citation to the applicable Notice of Proposed Rulemaking and/or Final 

Rule is[provide here the Federal Register Citation to the NPRM and Final Rule (if a Final 

Rule was required)]. 

Section 3: Information Collection 

Section 3.1: Relevant and Necessary 

The Privacy Act requires “each agency that maintains a system of records [to] maintain in its records 

only such information about an individual as is relevant and necessary to accomplish a purpose of the 

agency required to be accomplished by statute or by executive order of the President.” 5 U.S.C. § 

552a (e)(1). It allows federal agencies to exempt records from certain requirements (including the 

relevant and necessary requirement) under certain conditions. 5 U.S.C. §552a (k). The proposed 

exemption must be described in a Notice of Proposed Rulemaking (“NPRM”). In the context of the 

Privacy Act, the purpose of the NPRM is to give the public notice of a Privacy Act exemption 

claimed for a system of records and solicit public opinion on the proposed exemption. After 

addressing any public concerns raised in response to the NPRM, the agency must issue a Final Rule. 

It is possible for some, but not all, of the records maintained in the system or by the project to be 

exempted from the Privacy Act through the NPRM/Final Rule process. 

☒

system or by this project is not exempt from 5 U.S.C. § 552a(e)(1), the Privacy Act’s 

requirement that an agency “maintain in its records only such information about an individual as 

is relevant and necessary to accomplish a purpose of the agency required to be accomplished by 

statute or by executive order of the President.” 

2.	 ☐ The PII maintained in this system or by this project is exempt from 5 U.S.C. 

§ 552a(e)(1), because [See Appendix B for a list of acceptable bases for claiming this 

exemption and cut and paste here all that apply]. 

☐

not maintained in a system of records. Therefore, the Privacy requirements do not apply. 

[Explain here what you do to ensure relevance and necessity despite the fact that the Privacy Act 

does not apply]. 

2.	 ☐ The PII in the system is maintained in a system of records, but the agency exempted 

these records from the relevance and necessity requirement. [Explain here what you do 

to ensure relevance and necessity to the extent possible despite the fact the records are 

exempt from this requirement]. 

3.	 ☒ The system owner conducted an assessment prior to collecting PII for use in the 

system or project to determine which PII data elements and types (see Section 3.2 below) 

were relevant and necessary to meet the system’s or project’s mission requirements. 

During this analysis, in conducting the “relevance and necessity” analysis that is 

documented in this PCLIA, the system owner reevaluated the necessity and relevance of 

all PII data elements and determined that they are still relevant and necessary. The 

system owner determined that the only data elements Treasury needed to request from all 

requestors were first and last name, email address and requestor category (commercial 

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use requesters; educational and noncommercial scientific institutions; representatives of 

the news media, and all other requestors). The optional data fields (address [street, 

state, zip code, country], phone number [home or business option available], 

organization name, and job title are contained in the form for contact purposes. Every 

time this PCLIA is updated, this ongoing assessment will be revisited. If it is determined 

at any time that certain PII data elements are no longer relevant or necessary, the system 

owner will update this PCLIA to discuss how the data element was removed from the 

system and is no longer collected. 

4.	 ☒ With respect to PII currently maintained (as of the time this PCLIA is being done) in 

the system or by the project, the PII ☒ is ☐ is not limited to only that which is relevant 

and necessary to meet the system’s or project’s mission requirements. During the PCLIA 

process, the system always undergoes a review to ensure the continuing relevance and 

necessity of the PII in the system. 

5.	 ☒ With respect to PII maintained in the system or by the project, there ☒ is ☐ is not a 

process in place to continuously reevaluate and ensure that the PII remains relevant and 

necessary. During the PCLIA process, the system always undergoes a review to ensure 

the continuing relevance and necessity of the PII on the system. If a determination is 

made that particular PII is no longer relevant and necessary in between PCLIA updates, 

this PCLIA will be updated at that time. 

Section 3.2: PII and/or information types or groupings 

The checked boxes below represent the types of information maintained in the system or by the project 

that are relevant and necessary for the information system or project to fulfill its mission. PII identified 

below is used by the system or project to fulfill the purpose stated in Section 2.2 above– Authority to 

Collect. 

Biographical/general information 

☒ Name	 ☐ Nationality ☐ Country of Birth 

☐ Age	 ☐ Citizenship ☐ Immigration Status 

☐ Date of birth ☐ Ethnicity	 ☐ Alias (including nickname) 

☒ Home/Business physical/postal ☐ Gender ☐ City or County of Birth
 

mailing address
 

☒ Zip Code ☐ Race ☐ Military Service Information
 

☒ Personal home/business phone, ☒ Personal/Business e-mail address ☒ Country or city of residence
 

cell phone, or fax number
 

☒ Other: unredacted documents ☒ Other: Country in which the requestor 

from other systems stored in is located. 

FOIAXpress that will be used to 

support FOIA requests may contain 

PII. 

Other information 

☐ Resume or curriculum vitae ☐ Cubical or office ☐ Veteran’s preference
 

number
 

☐ Religion/Religious Preference ☐ Education Information [please ☐ Spouse Information
 

describe]
 

☐ Professional/personal references ☐ Contact lists and directories ☐ Retirement eligibility information
 

or other information about an (known to contain at least some 

individual’s friends, associates or personal information).
 

acquaintances.
 

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☐ Sexual Orientation 

☒ Group/Organization Membership 

(Whether the requestor [if an 

individual’s name is provided] is a 

representative of the news media or 

associated with a ommercial; 

educational or noncommercial 

scientific institution). 

☐ Marital Status 

☐ Information about children 

☒ Job title 

Identifying numbers assigned to individuals 

☐ Full Social Security number 

☐ Truncated Social Security Number 

(e.g., last 4 digits) 

☐ Employee Identification Number 

☐ Taxpayer Identification Number 

☐ File/Case ID Number 

☐ Alien Registration Number 

☐ Personal device identifiers or serial 

numbers 

☐ Internet Protocol (IP) Address 

☐ Personal Bank Account Number 

☐ Health Plan Beneficiary Number 

☐ Credit Card Number 

☐ Patient ID Number 

Specific Information/File Types 

☐ Taxpayer Information/Tax Return 

Information 

☐ Civil/Criminal History 

Information/Police Records (obtained 

from government source) 

☐ Protected Information (as defined 

in Treasury Directive 25-10) 

☐ Information provided under a 

confidentiality agreement 

☐ Business Financial Information 

(including loan information) 

☐ Passport information (state which 

passport data elements are collected if 

not all) 

☐ Law Enforcement Information 

☐ Civil/Criminal History 

Information/Police Records (obtained 

from commercial source) 

☐ Credit History Information 

(commercial source) 

☐ Case files 

☐ Personal Financial Information (e.g., 

loan information) 

☐ Other: (please describe) 

Audit Log and Security Monitoring Information 

☒ User ID assigned to or generated 

by a user of Treasury IT 

☒ Passwords generated by or 

assigned to a user of Treasury IT 

☒ Files accessed by a user of 

Treasury IT (e.g., web navigation 

habits) 

☐ Public Key Information (PKI). 

☐ Internet Protocol (IP) Address 

☐ Global Positioning System 

(GPS)/Location Data 

☒ Files and folders accessed by a user 

of Treasury IT 

☐ Internet or other queries run by a 

user of Treasury IT 

☒ Date and time an individual accesses 

a facility, system, or other IT 

☐ Still photos of individuals derived 

from security cameras. 

☐ Video of individuals derived from 

security cameras 

☐ Secure Digital (SD) Card or Other 

Data stored on a card or other 

technology 

☐ Information about other relatives. 

☒ Other: Redacted documents; written 

correspondence received from requesters 

and responses made to such requests; 

internal processing documents and 

memoranda; referrals and copies of 

records provided or withheld; and may 

include legal memoranda and opinions 

☐ Vehicle Identification Number 

☐ Driver’s License Number 

☐ License Plate Number 

☐ Professional License Number 

☐ Passport Number and information 

(nationality, date and place of issuance, 

and expiration date) 

☐ Other: (please describe) 

☐ Security Clearance/Background Check 

Information 

☐ Credit History Information 

(government source) 

☐ Bank Secrecy Act Information 

☐ Personnel Files 

☐ Information subject to the terms of an 

international or other agreement 

☐ Biometric information used to access 

Treasury facilities or IT 

☐ Contents of files accessed by a user of 

Treasury IT 

☐ Information revealing an individual’s 

presence in a particular location as 

derived from security token/key fob, 

employee identification card scanners or 

other IT. 

☐ Purchasing habits or preferences 

☐ Commercially obtained internet 

navigation/purchasing habits of 

individuals 

☐ Device settings or preferences (e.g., 

security level, sharing options, ringtones). 

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☐ Network communications data ☐ Cell tower records (e.g., logs. user ☐ Other: (please describe) 

location, time etc.) 

Medical/Emergency Information Regarding Individuals 

☐ Medical/Health Information ☐ Worker’s Compensation Act ☐ Emergency Contact Information (e.g., 

Information	 a third party to contact in case of 

emergency 

☐ Mental Health Information ☐ Information regarding a disability ☐ Patient ID Number) 

☐ Sick leave information ☐ Request for an accommodation ☐ Patient ID Number 

under the Americans with Disabilities 

Act 

☐ Other: (please describe) 

Biometrics/Distinguishing Features/Characteristics of Individuals 

☐ Physical description/ characteristics ☐ Signatures ☐ Palm prints
 

(e.g., hair, eye color, weight, height,
 

sex, gender etc.) Identify which are 

collected: (Insert collected here)
 

☐ Fingerprints	 ☐ Photos/Video: (identify which ☐ Voice audio recording
 

☐ Other: (please describe)
 

Identifying numbers for sole proprietors (including business information). 

☐ Sole proprietor business credit card ☐ Business Phone or Fax Number ☐ Business Physical/Postal Mailing 

number Address 

☐ Sole proprietor business ☐ Sole proprietor business file case ☐ Sole proprietor business taxpayer 

professional license number 

☐ Sole proprietor business license 

number 

☐ Sole proprietor business vehicle 

identification number 

☐ Sole proprietor business bank account 

plate number 

☐ Other (please describe): 

identification number 

☐ Other (please describe): 

number 

☐ Other (please describe): 

3.3 Sources from which PII is obtained 

Focusing on the context in which the data was collected and used (i.e., why it is collected and how it is 

used), check ALL sources from which PII is collected/received and stored in the system or used in the 

project 

Members of the Public 

☒ Members of the Public (i.e., including individuals who are current federal employees who are 

providing the information in their “personal” capacity (unrelated to federal work/employment). 

All of the following are members of the public. Please check relevant boxes (based on the 

context of collection and use in this system) for members of the public whose information is 

maintained in the system (only check if relevant to the purpose for collecting and using the 

information): 

☒ Members of the general public (current association with the federal 

government, if any, is irrelevant to the collection and use of the information by 

the system or project). The information is submitted to Treasury by the 

requesters (members of the public) via EFPALP and maintained in FOIAXpress. 

☒ Retired federal employees. The information is submitted to Treasury by the 

requesters (members of the public) via EFPALP and maintained in FOIAXpress. 

☒ Former Treasury employees. The information is submitted to Treasury by the 

requesters (members of the public) via EFPALP and maintained in FOIAXpress. 

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☒ Federal contractors, grantees, interns, detailees etc. The information is 

submitted to Treasury by the requesters (members of the public) via EFPALP and 

maintained in FOIAXpress. 

☒ Federal job applicants. The information is submitted to Treasury by the 

requesters (members of the public) via EFPALP and maintained in FOIAXpress. 

☐ Other: [Explain here]. Discuss here how/why PII is collected from this source. 

Current Federal Employees, Interns, and Detailees 

☒ Current Federal employees providing information in their capacity as federal employees 

(for example, PII collected using OPM or Treasury forms related to employment with the 

federal government) 

☒ Interns. PII collected using OPM or Treasury forms related to employment with the 

federal government. FOIA requests form does not ask for any public individual to include 

PII data. Privacy requests may include PII data if voluntarily given by the requester. 

☒ Detailees. PII collected using OPM or Treasury forms related to employment with the 

federal government. FOIA requests form does not ask for any public individual to include 

PII data. Privacy requests may include PII data if voluntarily given by the requester. 

☐ Other employment-related positions. [name the position here and discuss how/why PII 

is collected from this source.]. 

Treasury Bureaus (including Departmental Offices) 

☐ Other Treasury Bureaus: (name the bureau(s) here and identify the bureau/office 

information system from which the PII originated)and (how/why PII is collected from this 

source.). 

Other Federal Agencies

☐ Other federal agencies: (name each agency here and explain how/why PII is collected 

from this source.). 

State and Local Agencies 

☐ State and local agencies: 

Private Sector 

☐ Private sector organizations (for example, banks and financial organizations, data 

brokers or other commercial sources): 

Other Sources 

☐ Other sources not covered above (for example, foreign governments). 

(Name the other sources here and explain how/why PII is collected from this source). 

Section 3.3: Privacy and/or civil liberties risks related to collection 

When Federal agencies request information from an individual that will be maintained in a system of 

records, they must inform the individual of the following: “(A) the authority (whether granted by statute, 

or by executive order of the President) which authorizes the solicitation of the information and whether 

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disclosure of such information is mandatory or voluntary; (B) the principal purpose or purposes for which 

the information is intended to be used; (C) the routine uses which may be made of the information, as 

published pursuant to paragraph (4)(D) of this subsection; and (D) the effects on [the individual], if any, 

of not providing all or any part of the requested information.” 5 U.S.C § 522a(e)(3). This is commonly 

called a Privacy Act Statement. The OMB Guidelines also note that subsection (e)(3) is applicable to 

both written and oral (i.e., interview) solicitations of personal information. Therefore, even if a federal 

employee or contractor has a fixed list of questions that they orally ask the individual in order to collect 

their information, this requirement applies. 

Section 3.3(a) Collection Directly from the Individual to whom the PII pertains 

1.	 ☐ None of the PII in the system was collected directly from an individual to whom it 

pertains. . [Explain if the third-party/agency from which you obtained the PII actually 

collected the PII directly from the individuals about whom it pertains. Be prepared to 

discuss below how you ensure the information received from the third-party is still 

accurate, complete and timely for the purposes for which you will use it)]. [Explanation 

here.] 

2.	 ☐ Some or ☒ all of the information in this system was collected directly from an 

individual to whom it pertains. This includes information collected from FOIA/Privacy Act 

requestors (via PAL) and Treasury FOIAXpress system users only. Records maintained in 

Internal FOIAXpress typically originate in other Treasury systems of records (in those situations 

where the Privacy Act is applicable to the records). 

Section 3.3(b) Privacy Act Statements 

1.	 ☐ None of the PII in the system was collected directly from the individuals to whom it 

pertains. Therefore, a Privacy Act Statement is not required. 

2.	 ☐ Some ☒ All of the PII in the system was collected directly from the individual to 

whom it pertains. Therefore, a Privacy Act Statement was posted at the point where the 

PII was collected directly from the individual. That Privacy Act Statement was provided 

to the individual ☒ on the form in which the PII was collected ☐ on a separate sheet of 

paper that the individual could retain; or ☐ in an audio recording or verbally at the point 

where the information was collected (e.g., on the phone) or ☐ other [please explain]. 

3.	 The Privacy Act Statement contained the following: 

a.	 ☒ The authority (whether granted by statute, or by Executive order of the 

President) which authorizes the solicitation of the information. 

b.	 ☒ Whether disclosure of such information is mandatory or voluntary. 

c.	 ☒ The principal purpose or purposes for which the information is intended to be 

used. 

d.	 ☒ The individuals or organizations outside of Treasury with whom the 

information may be/ will be shared. 

e.	 ☒ The effects on the individual, if any, if they decide not to provide all or any 

part of the requested information. 

Section 3.3(c) Use of Full Social Security Numbers 

Treasury is committed to eliminating unnecessary collection, use, and display of full Social Security 

numbers (“SSN”) and redacting, truncating, and anonymizing SSNs in systems and documents to limit 

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their accessibility to individuals who do not have a need to access the full SSN in order to perform their 

official duties. Moreover, the Privacy Act provides that: “It shall be unlawful for any Federal, State or 

local government agency to deny to any individual any right, benefit, or privilege provided by law 

because of such individual’s refusal to disclose his social security account number.” Pub. L. No. 93–579, 

§ 7. This provision does not apply to: (1) any disclosure which is required by federal statute; or (2) any 

disclosure of an SSN to any federal, state, or local agency maintaining a system of records in existence 

and operating before January 1, 1975, if such disclosure was required under statute or regulation adopted 

prior to such date to verify the identity of an individual. Id. at § 7(a)(2)(A)-(B). 

Section 3.3(d) Justification of Social Security Numbers 

1.	 ☒ N/A No full SSNs are maintained in the system or by the project. [Explain if any 

portion of the SSN short of the full 9 digits is used in the system: Explain]; if the full SSN 

is located anywhere in the system (even if it is redacted, truncated or anonymized when 

viewed by users, please check number 2 below)]. 

2.	 ☐ Full SSNs are maintained in the system or by the project and the following approved 

Treasury uses of SSNs apply: 

☐ security background investigations; 

☐ interfaces with external entities that require the SSN; 

☐ a legal/statutory basis (e.g. where collection is expressly required by statute); 

☐ when there is no reasonable, alternative means for meeting business requirements; 

☐ statistical and other research purposes; 

☐ delivery of government benefits, privileges, and services; 

☐ for law enforcement and intelligence purposes; 

☐ aging systems with technological limitations combined with funding limitations render 

impracticable system modifications or replacements to add privacy risk reduction tools 

(partial/truncated/redacted or masked SSNs); and 

☐ as a unique identifier for identity verification purposes. 

Section 3.3(e) Controls implemented to limit access to and or improper disclosure of full 

Social Security Numbers 

1.	 ☒ Full SSNs are not maintained in the system or by the project. 

2.	 ☐ Full SSNs are maintained in the system or by the project and the following controls 

are put in place to reduce the risk that the SSN will be seen or used by someone who does 

not have a need to use the SSN in order to perform their official duties (check ALL that 

apply): 

a.	 ☐ The entire SSN data field is capable of suppression (i.e., being turned off) and 

the data field is suppressed when the SSN is not required for particular system 

users to perform their official duties. 

b.	 ☐ The SSN field is visible, but the SSN itself is blurred or distorted in some 

way so it is not capable of being read by users who do not require the SSN to 

perform their official duties. 

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c.	 ☐ Within the system, an alternative number (e.g., an Employee ID) is displayed 

to all system users who do not require the SSN to perform their official duties. 

The SSN is only linked to the alternative number within the system and when 

reporting outside the system (to an agency that requires the full SSN). The SSN 

is not visible to system users (other than administrators). 

d.	 ☐ The SSN is truncated (i.e., shortened to the last 4 digits of the SSN) when 

displayed to all system users for whom the last four digits (but not the full) SSN 

are necessary to perform their official duties. 

e.	 ☐ Full or truncated SSNs are only downloaded to spreadsheets or other 

documents for sharing within the bureau or agency when disclosed to staff 

whose official duties require access to the full or truncated SSNs for the 

particular individuals to whom they pertain. No SSNs (full or truncated) are 

included in spreadsheets or documents unless required by each recipient to 

whom it is disclosed in order to perform their official duties (e.g., all recipients 

have a need to see the SSN for each employee in the spreadsheet). 

f.	 ☐ Other: [Please describe]. 

Section 3.3(f) Denial of rights, benefits, or privileges for refusing to disclose Social Security 

Number 

1.	 ☒ N/A No SSNs are maintained in the system or by the project. 

2.	 ☐ Full SSNs are collected, but no individual will be denied any right, benefit, or 

privilege provided by law if the individual refuses to disclose their SSN for use in the 

system or project. If the individual chooses not to provide their SSN [please describe 

here what will happen (something less than denial of a privilege etc.) if the individual 

chooses not to provide their SSN]. 

3.	 ☐ Full SSNs are collected, and the individual will be denied the following right, benefit, 

or privilege provided by law if they refuse to disclose their SSN: [please identify the 

right, benefit, or privilege if the individual will be denied if they choose not to provide 

their SSN: Identify here]. Denial of this right, benefit or privilege does not violate the 

law because: [choose one of the two boxes below]: 

a.	 ☐ SSN disclosure is required by the following Federal statute or Executive 

Order; OR 

b.	 ☐ The SSN is disclosed to a Federal, state, or local agency that maintains a 

system of records that was in existence and operating before January 1, 1975, 

and disclosure was required under statute or regulation adopted prior to such 

date to verify the identity of an individual. 

Section 3.3(g) Records describing how individuals exercise First Amendment rights 

The Privacy Act requires that Federal agencies “maintain no record describing how any individual 

exercises rights guaranteed by the First Amendment unless expressly authorized by statute or by the 

individual about whom the record is maintained or unless pertinent to and within the scope of an 

authorized law enforcement activity.” 5 U.S.C. § 552a(e)(7). 

1.	 ☒ N/A. The system or project does not maintain information describing how an 

individual exercises their rights guaranteed by the First Amendment. The system does 

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give the requestor the option of identifying themselves as a representative of the news 

media or their association with a ommercial, educational or noncommercial scientific 

institution. This information is provided voluntarily in order to assess the fees 

associated with the request. 

2.	 ☐ The system or project does maintain information describing how an individual 

exercises their rights guaranteed by the First Amendment. If you checked this box, 

please check the box below that explains Treasury’s authorization for collecting this 

information: 

a.	 ☐ The individual about whom the information was collected or maintained 

expressly authorizes its collection/maintenance. The individual about whom the 

information was collected or maintained expressly authorized its collection by 

[explain here how the individual expressly authorizes collection] (for example, 

individuals may expressly authorize collection by requesting in writing that 

Treasury share information with a third party, e.g., their Congressman]; 

b.	 ☐ The information maintained is pertinent to and within the scope of an 

authorized law enforcement activity because [generally discuss here the nature 

and purpose of the information collected and the law enforcement activity]; 

c.	 ☐ The following statute expressly authorizes its collection: [provide here the 

name of and citation to the statute and the language from that statute that 

expressly authorizes collection] [your response MUST contain all three if you use 

a statute as the basis for the collection]. 

Section 4: Maintenance, use, and sharing of the information 

Section 4.1: Ensuring accuracy, completeness, and timeliness of information collected, 

maintained, and shared when it is used to make determinations about individuals 

The Privacy Act and Treasury policy require that Treasury bureaus and offices take additional care when 

collecting and maintaining information about individuals when it will be used to make determinations 

about those individuals (e.g., whether they will receive a federal benefit). This includes collecting 

information directly from the individual where practicable and ensuring that the information is accurate, 

relevant, timely and complete to assure fairness to the individual when making a determination about 

them. This section addresses the controls/protections put in place to address these issues. 

The Privacy Act requires that Federal agencies “maintain all records which are used by the agency in 

making any determination about any individual with such accuracy, relevance, timeliness, and 

completeness as is reasonably necessary to assure fairness to the individual in the determination.” 5 

U.S.C § 552a(e)(5). If a particular system of records meets certain requirements (including the NPRM 

process defined in Section 3.1 above), an agency may exempt the system of records (or a portion of the 

records) from this requirement. Exemptions may be found at the bottom of the relevant SORN next to the 

heading: “Exemptions Claimed for this System.” 

Section 4.1(a). Exemption from the accuracy, relevance, timeliness, and completeness 

requirements in section (e)(5) of the Privacy Act 

1.	 ☒ None of the information maintained in the system or by the project that is part of a system of 

records is exempt from the accuracy, relevance, timeliness, and completeness requirements in 

section (e)(5) of the Privacy Act. Records included in the Internal FOIAXpress component that 

are under review for possible disclosure under FOIA or the Privacy Act may also be exempt 

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from this Privacy Act requirement, depending on the exemptions claimed in the notice for the 

applicable system of records from which the records originated. 

2.	 ☐ All ☐ Some of the PII maintained in the system or by the project is part of a system of records 

and is exempt from the accuracy, relevance, timeliness, and completeness requirements in 

section (e)(5) of the Privacy Act. The exemption claimed for these records is appropriate 

because [please see Appendix B which contains sample justifications for this exemption and 

provide the appropriate bases here [more than one bases may apply]. 

3.	 ☐ The PII maintained in the system or by the project is not: (a) part of a system of records as 

defined in section (e)(5) of the Privacy Act; or (b) used to make adverse determinations about 

individuals (defined in the Privacy Act as U.S. Citizens and legal permanent residents). Instead, 

the information is used to [describe how the information is used and why this use does not 

involve adverse determinations]. hat you read the rest of the options before checking this box☐

None of the information maintained in the system or by the project is part of a system of records 

as defined in section (e)(5) of the Privacy Act, but the information in the system is used to make 

adverse determinations about individuals (defined in the Privacy Act as U.S. Citizens and legal 

permanent residents). Despite the fact that the Privacy Act does not apply, the following 

protections are in place to ensure fairness to the individual: explain here . 

Section 4.1(b) Protections in place despite exemption from the accuracy, relevance, 

timeliness, and completeness requirements 

1.	 ☒ None of the information maintained in the system or by the project that is part of a system of 

records is exempt from the accuracy, relevance, timeliness, and completeness requirements in 

section (e)(5) of the Privacy Act. Records included in the Internal FOIAXpress component that 

are under review for possible disclosure under FOIA or the Privacy Act may also be exempt 

from this Privacy Act requirement, depending on the exemptions claimed in the notice for the 

applicable system of records from which the records originated. 

2.	 ☐ For all information maintained in the system or by the project that is part of a system of 

records that is exempt from the accuracy, relevance, timeliness, and completeness requirements 

in section (e)(5) of the Privacy Act, the following efforts are made to ensure accuracy, relevance, 

timeliness, and completeness to the extent possible without interfering with the (check one) ☐

law enforcement ☐ intelligence ☐ other [describe here] mission requirements for which the 

system or project was created [choose ALL that apply]: 

a.	 ☐ The exempt information is not actually used to make any adverse determinations about 

individuals. 

b.	 ☐ The exempt information is not actually used to make any adverse determinations about 

individuals without additional research and investigation to ensure accuracy, relevance, 

timeliness, and completeness. 

c.	 ☐ Individuals and organizations to whom PII from the system or project is disclosed (as 

authorized by the Privacy Act) determine its accuracy, relevance, timeliness, and 

completeness in a manner reasonable for their purposes before they use it to make adverse 

determinations about individuals. 

d.	 ☐ Individuals about whom adverse determinations are made using PII from this system or 

project are given an opportunity to explain or modify their information (check one) ☐

before ☐ after the adverse determination is made. During this process, individuals are 

allowed to: [discuss here 

e.	 ☐ Other: (please describe): 

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3.	 ☐ No additional efforts are made to ensure accuracy, relevance, timeliness, and completeness to 

the extent possible because it would interfere with mission requirements. 

Section 4.1(c) Collecting information directly from the individual when using it to make 

adverse determinations about them. 

Section 552a(e)(2) of the Privacy Act requires that Federal agencies that maintain records in a system of 

records are required to collect information to the greatest extent practicable directly from the individual 

when the information about them may result in adverse determinations about their rights, benefits, and 

privileges under Federal programs. Agencies may exempt a system of records from this requirement 

under certain circumstances and if certain conditions are met. 

1.	 ☒ The records maintained by this system or project are not used to make any adverse 

determinations about individuals.
 

2.	 ☐ The records maintained by this system or project are used to make adverse determinations 

about individuals and [check all that apply]: 

a.	 ☐ These records were exempted from the Privacy Act provision that requires 

collection directly from the subject individual to the greatest extent practicable. 

Exemption of these records is proper because [explain here why the records were 

exempted; sample responses are provided in Appendix B of this template]. 

b.	 ☐ These records were not exempted from the requirement to collect information 

directly from the individual to the greatest extent practicable and [check the relevant 

box below and provide the information requested]. 

i.	 ☐ All records used to make an adverse determination are collected directly from 

the individual about whom the decision is made. 

ii.	 ☐ A combination of records collected from third parties and directly from the 

individual about whom the determination is made are used to make the 

determination because [please explain here why third-party data is required to 

make this determination; e.g., third-party data is required to verify the accuracy 

of the information provided by the individual seeking a privilege or benefit]. 

iii.	 ☐ None of the records used to make adverse determinations are collected 

directly from the individual about whom determinations are made because 

seeking the information directly from the individual might [select ALL that 

apply]: 

☐ alert the individual to the fact that their conduct is being observed or investigated; 

☐	 cause the individual to alter or modify their activities to avoid detection; 

☐ create risks to witnesses or other third parties if the individual is alerted to the 

fact that their conduct is being observed or investigated; 

☐	 Other: (please describe here). 

Section 4.1(d) Additional controls designed to ensure accuracy, completeness, timeliness, 

and fairness to individuals in making adverse determinations 

1.	 Administrative Controls. Individuals about whom information is collected are given the 

following opportunities to amend/correct/update their information to ensure it is accurate, 

timely and complete to the extent reasonably necessary to assure fairness when it is used 

to make a determination about them: 

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a.	 ☒ The PII collected for use in the system or project is NOT used to make adverse 

determinations about an individual’s rights, benefits, and privileges under federal 

programs Requestor information provided when filing FOIA/Privacy Act requests 

may be used to determine if the person or organization is entitled to certain fee 

waivers, but the information used to make those determinations is provided directly 

by the requestor and the requestor may update their information at any time. 

Treasury does not alter the information the requester provides. 

Requestors may not receive all of the information they request under FOIA or the 

Privacy Act, but that is typically because of statutory exemptions that limit disclosure 

of certain records. Records included in the Internal FOIAXpress component that are 

under review for possible disclosure under FOIA or the Privacy Act may also be 

exempt from this Privacy Act requirement, depending on the exemptions claimed in 

the notice for the applicable system of records from which the records originated. 

b.	 ☐ The records maintained in the system or by the project are used to make adverse 

determinations and (select one) ☐ are ☐ are not exempt from the access provisions 

in the Privacy Act, 5 U.S.C. 552a(d). 

c.	 ☒ Treasury has published regulations in place describing how individuals may seek access 

to and amendment of their records under the Privacy Act. The Treasury/bureaus FOIA and 

Privacy Act disclosure regulations can be found at 31 C.F.R. Part 1, Subtitle A, Subparts A 

and C. 

d.	 ☐ Individuals who provide their information directly to Treasury for use in the system or by 

the project are provided notice of the adverse determination and an opportunity to 

amend/correct/ update their information [choose one] ☐ before ☐ after it is used to make a 

final, adverse determination about them. This is accomplished by [describe here how this 

process works and the protections in place, including redress/appeals processes; if notice is 

provided after an adverse determination is made, explain here why notice could not be 

provided before a determination was made, and the protections in place]: Descriptions. 

e.	 ☐ Individuals who provide their information directly to Treasury for use in the system or by 

the project are expressly told at the point where the information is collected that they need to 

keep their information accurate, current and complete because it could be used to make 

adverse determinations about them. This is accomplished by [describe here 

how/where/when individuals are told they need to keep their information updated before it is 

used to make adverse decisions about them; include the exact language provided to the 

individuals]: Description. 

f.	 ☐ All manual PII data entry by federal employees/contractors is verified by a supervisor or 

other data entry personnel before it is uploaded to the system (e.g., PII entered into the 

system from paper records is double-checked by someone else before it’s uploaded to the 

system). This is accomplished by: [describe here how this process works]. 

g.	 ☐ Other: [please describe here]. 

2.	 Technical controls. The system or project also includes additional technical controls to 

ensure that PII is maintained with such accuracy, relevance, timeliness and completeness 

as is reasonably necessary to assure fairness to the individual when it is used to make a 

determination about them. The following additional protections are relevant to this 

system or project 

a.	 ☒ No additional technical controls are available to ensure accuracy, relevance, timeliness 

and completeness. The system collects information from the individual via a web-based 

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form. Validations are in place to ensure the user has completed all required fields and 

provided reasonable values for those fields. The individual or requester is able to login to 

the EFPALP and update those field values if necessary. The requester may also directly 

contact the Treasury via mail, or email with the information necessary to create a requester 

profile in the Internal FOIAXpress. 

b.	 ☐ Automated data feeds are used to refresh/update the information in the system (where the 

system is reliant on updates from another system). These automated data feeds occur: [state 

here the frequency of updates] and [state here what happens when the data is updated and 

why the system is reliant on another system for its data]. 

c.	 ☐ Technical and/or administrative controls put are in place to ensure that when information 

about an individual is acquired from multiple sources for maintenance in a single file about a 

particular individual, it all relates to the same individual . This is accomplished by: [describe 

here the method or process used to ensure that information merged about an individual from 

multiple sources for inclusion in a single file, all relates to the same person]. 

d.	 ☐ Address verification and correction software (software that validates, updates and 

standardizes the postal addresses in a database). 

e.	 ☐ Other: [please describe here] 

Section 4.2 Data-Mining 

As required by Section 804 of the Implementing Recommendation of the 9/11 Commission Act of 2007 

(“9-11 Commission Act”), Treasury reports annually to Congress on its data mining activities. For a 

comprehensive overview of Treasury’s data mining activities, please review the Department’s Annual 

Privacy Act and Data Mining reports available at: http://www.treasury.gov/privacy/annual-reports. 

Section 4.2(a) Is the PII maintained in the system used to conduct data-mining? 

1.	 ☒ The information maintained in this system or by this project is not used to conduct 

“data-mining” activities as that term is defined in the 9-11 Commission Act. Therefore, 

no privacy or civil liberties issues were identified in responding to this question. 

2.	 ☐ The information maintained in this system or by this project is used to conduct “datamining” activities as that term is defined in the 9-11 Commission Act. This system is 

included in Treasury’s annual report to Congress which can be found on the external 

Treasury privacy website. 

3.	 ☐ The information maintained in this system or by this project is used to conduct “datamining” activities as that term is defined in the 9-11 Commission Act, but this system is 

not included in Treasury’s annual report to Congress which can be found on the external 

Treasury privacy website. This system will be added to the next Treasury Data-mining 

report to Congress. 

Section 4.3 Computer Matching 

The Computer Matching and Privacy Protection Act (CMPPA) of 1988 amended the 

Privacy Act by imposing additional requirements when Privacy Act systems of records 

are used in computer matching programs. 

Pursuant to the CMPPA, there are two distinct types of matching programs. The first 

type of matching program involves the computerized comparison of two or more 

automated federal personnel or payroll systems of records or a system of federal 

personnel or payroll records with non-federal records. This type of matching program 

may be conducted for any purpose. The second type of matching program involves the 

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computerized comparison of two or more automated systems of records or a system of 

records with non-federal records. The purpose of this type of matching program must be 

for the purpose of eligibility determinations or compliance requirements for applicants, 

recipients, beneficiaries, participants, or providers of services for payments or in-kind 

assistance under federal benefit programs, or recouping payments or delinquent debts 

under such federal benefit programs. See 5 U.S.C. § 522a(a)(8). Matching programs 

must be conducted pursuant to a matching agreement between the source (the agency 

providing the records) and recipient agency (the agency that receives and uses the records 

to make determinations). The matching agreement describes the purpose and procedures 

of the matching and establishes protections for matching records. 

Section 4.3(a) Records in the system used in a computer matching program 

1.	 ☐ The PII maintained in the system or by the project is not part of a Privacy Act system 

of records. 

2.	 ☒ The information maintained in the system or by the project is part of a Privacy Act 

system of records, but is not used as part of a matching program. 

3.	 ☐ The information maintained in the system or by the project is part of a Privacy Act 

system of records and is used as part of a matching program. [If whether a Matching 

Agreement was executed and published as required by the CMPPA/Privacy Act; if no 

Matching Agreement was executed, please explain here why]: Explain here. 

Section 4.3(b) Is there a matching agreement? 

1.	 ☒ N/A 

2.	 ☐ There is a matching agreement in place that contains the information required by 

Section (o) of the Privacy Act. 

3.	 ☐ There is a matching agreement in place, but it does not contain all of the information 

required by Section (o) of the Privacy Act. The following actions are underway to 

amend the agreement to ensure that it is compliant. [discuss here the issues that were 

discovered that required amendment and how those issues are being mitigated/fixed]: 

Discuss here. 

Section 4.3(c) What procedures are followed before adverse action is taken against an 

individual who is the subject of a matching agreement search? 

1.	 ☒ N/A 

2.	 ☐ The bureau or office that owns the system or project conducted an assessment 

regarding the accuracy of the records that are used in the matching program and the 

following additional protections were put in place: 

a.	 ☐ The results of that assessment were independently verified by [explain how and 

by whom accuracy is independently verified; include the general activities involved 

in the verification process]. 

b.	 ☐ Before any information subject to the matching agreement is used to suspend, 

terminate, reduce, or make a final denial of any financial assistance or payment 

under a Federal benefit program to an individual: 

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i.	 ☐ The individual receives notice and an opportunity to contest the findings; OR 

ii.	 ☐ The Data Integrity Board approves the proposed action with respect to the 

financial assistance or payment in accordance with Section (p) of the Privacy 

Act before taking adverse action against the individual. 

3.	 ☐ No assessment was made regarding the accuracy of the records that are used in the 

matching program. 

Section 4.4: Information sharing with external (i.e., outside Treasury) organizations and 

individuals 

Section 4.4(a) PII shared with/disclosed to agencies, organizations or individuals outside 

Treasury 

1.	 ☐ PII maintained in the system or by the project is not shared with agencies,
 

organizations, or individuals external to Treasury.
 

2.	 ☐ PII maintained in the system or by the project is shared with the following agencies, 

organizations, or individuals external to Treasury: [For each recipient, provide the 

following: (1) name of organization/type of individual; (2) the PII shared; (3) the 

purpose of the sharing; (4) identify any statutes that limit use or sharing of the 

information; (5) identity any applicable MOU]. 

3.	 ☒ All external disclosures are authorized by the Privacy Act (including routine uses in 

the applicable SORN). 

Section 4.4(b) Accounting of Disclosures 

An accounting of disclosures is a log of all external (outside Treasury) disclosures of records made from a 

system of records that has not been exempted from this accounting requirement. This log must either be 

maintained regularly or be capable of assembly in a reasonable amount of time after an individual makes a 

request. Certain system of records may be exempted from releasing an accounting of disclosures (e.g., in 

law enforcement investigations). 

Section 4.4(c) Making the Accounting of Disclosures Available 

1.	 ☐ The records are not maintained in a system of records subject to the Privacy Act so an 

accounting is not required. 

2.	 ☐ No external disclosures are made from the system. 

3.	 ☐ The Privacy Act system of records maintained in the system or by the project
 

is exempt from the requirement to make the accounting available to the
 

individual named in the record. Exemption from this requirement was claimed 

because: [please state here why the records in this system of records were 

exempted from this requirement].
 

4.	 ☒ The Privacy Act system of records maintained in the system or by the
 

project is not exempt from the requirement to make the accounting available to 

the individual named in the record and a log is maintained regularly. The log is
 

maintained for at least five years and includes the date, nature, and purpose of
 

each disclosure of a record to any person or to another agency (outside of
 

Treasury) and the name and address of the person or agency to whom the
 

disclosure is made. 

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5.	 ☐ The Privacy Act system of records maintained in the system or by the
 

project is not exempt from the requirement to make the accounting available to 

the individual named in the record and a log is not maintained regularly, but is
 

capable of being constructed in a reasonable amount of time upon request. The 

information necessary to reconstruct the log (i.e., date, nature, and purpose of
 

each disclosure) is maintained for at least five years.
 

Section 4.4(d) Obtaining Consent Prior to New Disclosures Not Authorized by the Privacy 

Act 

Records in a system of records subject to the Privacy Act may not be disclosed by "any means 

of communication to any person or to another agency" without the prior written request or 

consent of the individuals to whom the records pertain. 5 U.S.C. Sec. 552a(b). However, the 

Act also sets forth twelve exceptions to this general restriction. These 12 exceptions may be 

viewed at: https://www.justice.gov/usam/eousa-resource-manual-139-routine-uses-andexemptions. Unless one of these 12 exceptions applies, the individual to whom a record 

pertains must provide their consent, where feasible and appropriate, before their records may be 

disclosed to anyone who is not listed in one of the 12 exceptions. One of these 12 exceptions 

also allows agencies to include in a notice published in the Federal Register, a list of routine 

uses. Routines uses are disclosures outside the agency that are compatible with the purpose for 

which the records were collected. 

Section 4.4(e) Obtaining Prior Written Consent 

1.	 ☒ The records maintained in the system of records are only shared in a manner
 

consistent with one of the 12 exceptions in the Privacy Act, including the
 

routine uses published in the Federal Register.
 

2.	 ☒ If a situation arises where disclosure (written, oral, electronic, or
 

mechanical) must be made to anyone outside of Treasury who is not listed in 

one of the 12 exceptions in the Privacy Act (including the published routine
 

uses), the individual’s prior written consent will be obtained where feasible and 

appropriate.
 

Section 5: Compliance with Federal information management requirements 

Responses to the questions below address the practical, policy, and legal consequences of 

failing to comply with one or more of the following federal information management 

requirements (to the extent required) and how those risks were or are being mitigated: (1) the 

Privacy Act System of Records Notice Requirement; (2) the Paperwork Reduction Act; (3) the 

Federal Records Act; (4) the E-Gov Act security requirements; and (5) Section 508 of the 

Rehabilitation Act of 1973. 

Section 5.1: The Paperwork Reduction Act 

The PRA requires OMB approval before a Federal agency may collect standardized data from 10 or more 

respondents within a 12-month period. OMB also requires agencies to conduct a PIA (a Treasury 

PCLIA) when initiating, consistent with the PRA, a new electronic collection of PII for 10 or more 

persons (excluding agencies, instrumentalities, or employees of the federal government). 

Section 5.1(a) 

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1.	 ☒ The system or project maintains information obtained from individuals and 

organizations who are not federal personnel or an agency of the federal government (i.e., 

outside the federal government) 

2.	 ☐ The project or system involves a new collection of information in identifiable form for 

10 or more persons from outside the federal government. 

3.	 ☐ The project or system completed an Information Collection Request (“ICR”) and 

received OMB approval. 

4.	 ☒ The project or system did not complete an Information Collection Request (“ICR”) 

and receive OMB approval because OMB implementing guidance excludes from the 

definition of “information” disclosures that require people to provide only facts that 

“entail no burden other than that necessary to identify the respondent, the date, the 

respondent’s address, and the nature of the instrument.”. 

Section 5.2: Records Management - NARA/Federal Records Act Requirements 

Records retention schedules determine the maximum amount of time necessary to retain information in 

order to meet the needs of the project or system. Information is generally either disposed of or sent to the 

National Archives and Records Administration (NARA) for permanent retention upon expiration of this 

period. If the system has an applicable SORN(s), check the “Policies and Practices for Retention and 

Disposal of Records” section. 

Section 5.2(a) 

1.	 ☒ The records used in the system or by the project are covered by a NARA’s
 

General Records Schedule (GRS). The GRS is 4.2: Information Access and
 

Protection Records.
 

2.	 ☐ The records used in the system or by the project are covered by a NARA
 

approved Treasury bureau Specific Records Schedule (SRS). The SRS [please 

provide here the specific schedule name and identifying number]
 

3.	 ☐ On [please state the date on which NARA approval was sought] the system 

owner sought approval from NARA for an SRS and is awaiting a response from
 

NARA. [State here the retention periods you proposed to NARA]. 

4.	 ☐ The system owner is still in the process of developing a new records
 

schedule to submit to NARA. 

Section 5.3: E-Government Act/NIST Compliance 

The completion of Federal Information Security Management Act (FISMA) Security 

Assessment & Authorization (SA&A) process is required before a federal information 

system may receive Authority to Operate (ATO). 

Section 5.3(a) 

1.	 ☒ The system is a federal information system subject to FISMA requirements. 

2.	 ☒The system last completed an SA&A and received an ATO on: 9/4/2020. 

3.	 ☐This is a new system has not yet been authorized to operate. The expected to date for 

receiving ATO is [please state here the expected date on which you expect authorization 

will be granted]. 

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4.	 ☒The system or project maintains access controls to ensure that access to PII maintained 

is limited to individuals who have a need to know the information in order to perform 

their official Treasury duties. 

5.	 ☒ All Treasury/bureau security requirements are met when disclosing and transferring 

information (e.g., bulk transfer, direct access by recipient, portable disk, paper) from the 

Treasury system or project to internal or external parties. 

6.	 ☒ This system or project maintains an audit log of system users to ensure they do not 

violate the system and/or Treasury/bureau rules of behavior. 

7.	 ☐ This system or project has the capability to identify, locate, and monitor individuals or 

groups of people other than the monitoring of system users to ensure that they do not 

violate the system’s rules of behavior. [If checked, please describe this capability here, 

including safeguards put in place to ensure the protection of privacy and civil liberties.] 

Section 5.4: Section 508 of the Rehabilitation Act of 1973 

When Federal agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), 

Section 508 of the Rehabilitation Act of 1973 (as amended in 1998) requires that individuals with 

disabilities (including federal employees) must have access and use (including privacy policies and 

directives as well as redress opportunities) that is comparable to that which is available to individuals who 

do not have disabilities. 

Section 5.4(a) 

1.	 ☐ The project or system will not involve the development, procurement, maintenance or 

use of EIT as that term is defined in Section 508 of the Rehabilitation Act of 1973 (as 

amended in 1998)? 

2.	 ☒ The project or system will involve the development, procurement, maintenance or use 

of EIT as that term is defined in Section 508 of the Rehabilitation Act of 1973 (as 

amended in 1998)? If checked: 

3.	 ☒ The system or project complies with all Section 508 requirements, thus ensuring that 

individuals with disabilities (including federal employees) have access and use (including 

access to privacy and civil liberties policies) that is comparable to that which is available 

to individuals who do not have disabilities. 

4.	 ☐ The system or project is not in compliance with all Section 508 requirements. The 

following actions are in progress to ensure compliance: [please describe here the efforts 

underway to ensure compliance]. 

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________________________________ 

Responsible Officials 

William Marcinko, SO 

Shayan Rashid, PM 

Approval Signature 

Timothy H. Skinner, JD 

Bureau Privacy and Civil Liberties Officer 

Departmental Offices, & Records 

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