Privacy Act Systems of Records Notices

Below are links to the Department of the Interior bureau and office Privacy Act System of Records Notices (SORNs) followed by Government-wide Privacy Act SORNs published by other agencies that affect the Department.  

A system of records is a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifier assigned to the individual.  The Privacy Act requires each agency to publish notice of its systems of records in the Federal Register.  This notice is generally referred to as a System of Records Notice or SORN.  

GOVERNMENT-WIDE SYSTEMS OF RECORDS

  • Equal Employment Opportunity Commission
    • EEOC/GOVT-1: Equal Employment Opportunity in the Federal Government Compliant and Appeal Records (July 30, 2002, 67 FR 49354)
      Individuals covered by the system are applicants for Federal employment and current and former Federal employees who contact an EEO counselor or who file complaints of discrimination or reprisal with their agency, or who file appeals on EEO complaints, petitions for review of decisions of the Merit Systems Protection Board, or appeals of final decisions in negotiated grievance actions involving allegations of discrimination.  These records are maintained for the purpose of counseling, investigating and adjudicating complaints of employment discrimination brought by applicants and current and former federal employees against Federal employers.
  • Environmental Protection Agency
    • Federal Docket Management System (FDMS) (March 24, 2005, 70 FR 15086)
      Individuals covered by the system is 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 a Federal agency rulemaking.
  • Federal Emergency Management Agency
    • DHS/FEMA/GOVT-001: Federal Emergecy Management Agency National Defense Executive Reserve System (January 7, 2009, 74 FR 722)
      Applicants for and members of the National Defense Executive Reserve (NDER) assignments, including FEMA Form 85-3, NDER Personal Qualifications Statement, which is used to determine membership for units of the NDER in Federal departments and agencies in accordance with Executive Order No. 11179 as amended by Executive Order No. 12148.  The purpose of this system is to collect and preserve records regarding applicants for and members of the NDER.  The collection and maintenance of this information will assist the Federal Government in coordinating and administering the NDER.
  • General Services Administration
    • GSA/GOVT-2: Employment Under Commercial Activities Contracts (February 10, 1983, 48 FR 6176)
      Records on former Federal employees involuntarily separated from Government employment as a result of a commercial activity contract.  The purpose of the system is to provide Government agencies with necessary information on former Federal employees hired by contractors to ensure the proper distribution of severance pay by the Government.
    • GSA/GOVT-3: Travel Charge Card Program (April 3, 2013, 78 FR 20108)
      Records of current Federal employees who apply for and/or use Government-assigned travel charge cards and all other Federal employees and authorized individuals who use a Federal account number for travel purposes.  The purpose of the system is to provide government agencies with: (1) Information on Federal employees, contractors, and other individuals who apply for and/or use Government-assigned travel charge cards, including the requirement for banks to collect certain information in compliance with the OFAC regulations; (2) 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; (3) attendant operational and control support; and (4) management information reports for expense control purposes.
    • GSA/GOVT-4: Contracted Travel Service Program (June 3, 2009, 74 FR 26700)
      Records on Federal employees authorized to perform official travel and inidivuals being provided travel by the Federal government.  The purpose of the system is to establish a comprehensive beginning-to-end travel services system containing information to enable travel service providers under contract to the Federal govermnet to authorize, issue, and account for travel and travel reimbursements provided to individuals on official Federal government business.
    • GSA/GOVT-5: Access Certificates for Electronic Services (ACES) (May 28, 1999, 64 FR 29032)
      Individuals covered by the system are persons who have applied for the issuance of a digital signature certificate under the ACES program; have had their certificates amended, renewed, replaced, suspended, revoked, or denied; have used their certificates to electronically make contact with, retrieve information from, or submit information to an automated information system of a participating agency; have requested access to ACES records under the Freedom of Information Act (FOIA) or Privacy Act; and have corresponded with GSA or its ACES contractors concerning ACES services.  The purpose of the system is to establish and maintain an electronic system to facilitate secure, on-line communication between Federal automated information systems and the public, using digital signature technologies to authenticate and verify identity.
    • GSA/GOVT-6: GSA SmartPay Purchase Chase Card Program (November 3, 2006, 71 FR 64707)
      Individuals covered by the system are Federal Agency Approving Officials; Federal Agency/Organization Program Coordinators; and Federal employees, contractors, and other individuals who apply for and/or use government-assigned purchase charge cards.  The purpose of the system is to establish and maintain a system for operating, controlling, and managing the purchase charge card program involving commercial purchases by authorized Federal government employees and contractors.
    • GSA/GOVT-7: Personal Identity Verification Identity Management System (PIV IDMS) (September 28, 2006, 71 FR 56983)
      The PIV IDMS records will cover all participating agency employees, contractors and their employees, consultants, and volunteers who require routine, long-term access to federal facilities, information technology systems, and networks.  The system also includes individuals authorized to perform or use services provided in agency facilities (e.g., Credit Union, Fitness Center, etc.).  At their discretion, participating Federal agencies may include short-term employees and contractors in the PIV program and, therefore, inclusion in the PIV IDMS.  Federal agencies shall make risk-based decisions to determine whether to issue PIV cards and require prerequisite background checks for short-term employees and contractors.  The system does not apply to occasional visitors or short-term guests. GSA and participating agencies will issue temporary identification and credentials for this purpose.  The primary purposes of the system are: To ensure the safety and security of Federal facilities, systems, or information, and of facility occupants and users; to provide for interoperability and trust in allowing physical access to individuals entering Federal facilities; and to allow logical access to Federal information systems, networks, and resources on a government-wide basis.  (See DOI-45, DOI-46, and DOI-47 for DOI-managed HSPD12 Privacy Act systems of records)
    • GSA/GOVT-8: Excluded Parties List System (EPLS) (December 5, 2006, 71 FR 70515)
      Individuals covered by the system: (a) individuals excluded or disqualified under a Federal agency's codification of the Common Rules on Nonprocurement suspension and debarment, or otherwise declared ineligible from receiving certain Federal assistance and/or benefits; (b) individuals debarred, suspended, proposed for debarment, or otherwise declared ineligible from participating in Federal procurement programs; (c) Individuals barred or suspended from acting as sureties for bid and performance bond activity in procurement programs; (d) Individuals barred from entering the United States; and (e) Individuals that may be subject to sanctions pursuant to 31 CFR parts 500-599 and subparts there under.
    • GSA-GOVT-9: System for Award Management (SAM) (February 19, 2013, 78 FR 11648)
      SAM currently has two functional areas which cover individuals.  In the Entity Management functional area, SAM covers individuals who are sole proprietors and register to do business with the Government as sole proprietors.  For purposes of this system of records notice, individuals with records in the Entity Management functional area will be referred to as "entity" or "entities".  In the exclusion portion of the Performance Information functional area, SAM covers individuals who are excluded or disqualified under certain circumstances, including but not limited to the following: A Federal agency's action under the Common Rules on Non-procurement suspension and debarment, or otherwise declared ineligible from receiving certain Federal assistance and/or benefits; individuals debarred, suspended, proposed for debarment, or otherwise declared ineligible from participating in Federal procurement programs; individuals barred or suspended from acting as sureties for bid and performance bond activity in procurement programs; individuals barred from entering the United States; and individuals that may be subject to sanctions pursuant to 31 CFR Parts 500-599 and subparts there under.  The purpose of the system is to enable Federal agencies to determine who is registered to do business with the Federal Government, and to identify individuals who have been excluded from participating in Federal procurement and non-procurement (financial or non-financial assistance and benefits programs), throughout the Federal Government. 
  • Department of Labor
    • DOL/GOVT-1: Office of Worker's Compensation Program, Federal Employers' Compensation Act File (January 11, 2012, 77 FR 1738)
      Records on individuals and/or their survivors who file claims seeking benefits under FECA by reason of injuries sustained while in the performance of duty.  FECA applies to all civilian Federal employees, including various classes of persons who provide or have provided personal service to the Government of the United States, and to other persons as defined by law such as State or local law enforcement officers, and their survivors, who were injured or killed while assisting in the enforcement of Federal law. In addition, FECA covers employees of the Civil Air Patrol, Peace Corps Volunteers, Job Corps students, Volunteers in Service to America, members of the National Teacher Corps, certain student employees, members of the Reserve Officers Training Corps, certain former prisoners of war, and employees of particular commissions and other agencies.
    • DOL/GOVT-2: Jobs Corps Student Records (April 8, 2002, 67 FR 16815)
      Individuals covered by the system are Job Corps applicants, students, and terminees.  The purpose of this sytem is to ensure that all appropriate documents of the student's stay in Job Corps (covering application to placement and/or termination) are retained and are available to those officials who have a legitimate need for the information in performing their duties and to serve the interests and needs of the students in accordance with 29 U.S.C. 2881 et seq.
  • Department of Transportation
    • DOT/ALL-8: Employee Transportation Facilitation (April 11, 2000, 65 FR 19482)
      Individuals covered by the system are holders of parking permits and members of carpools and vanpools; applicants for ridesharing information; recipients of match letters for carpooling; and applicants and recipients of fare subsidies issued by DOT.
  • Merit System Protection Board
    • MSPB/GOVT-1: Appeals and Case Records (November 21, 2002, 67 FR 70254)
      Individuals covered by the system: (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.  The purpose of the system is to: (a) document and adjudicate appeals and other matters arising under the Board's appellate and original jurisdiction; and (b) serve a management information function by providing statistical data for reports, physical file location, and staff productivity.
  • Office of Government Ethics
    • OGE/GOVT-1: Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records (January 22, 2003, 68 FR 3099)
      This system contains records on: The President, Vice President, and candidates for those offices; officers and employees including special Government employees, whose positions are classified above GS-15 of the General Schedule or at an equivalent rate of basic pay equal to or greater than 120% of the minimum rate of basic pay for GS-15; officers or employees in a position determined by the Director of the Office of Government Ethics to be of equal classification to GS-15 or above; Administrative Law Judges; excepted service employees in positions that are of a confidential or policymaking nature unless an employee or group of employees are exempted by the Director of the Office of Government Ethics; members of a uniformed service whose pay grade is at or in excess of O-7 under section 201 of title 37, United States Code; the Postmaster General, the Deputy Postmaster General, Governor of the Board of Governors of the U.S. Postal Service and each officer or employee of the U.S. Postal Service or Postal Rate Commission whose basic rate of pay is equal to or greater than 120% of the minimum rate of basic pay for GS-15; the Director of the Office of Government Ethics and each agency's primary designated agency ethics official; any civilian employee employed in the Executive Office of the President (other than a special Government employee) who holds a commission of appointment from the President; and nominees for positions requiring Senate confirmation.  This system includes both former and current employees in these categories who have filed financial disclosure statements under the requirements of the Ethics in Government Act of 1978, as amended, or who otherwise come under the requirements of the Ethics Act. This system also contains information that is necessary for administering all provisions of the Ethics in Government Act of 1978 and the Ethics Reform Act of 1989 (101), as amended, and E.O. 12674 as modified on any current or former officer or employee of the executive branch.  
    • OGE/GOVT-2: Executive Branch Confidential Financial Disclosure Reports (January 22, 2003, 68 FR 3101) [Correction published May 8, 2003, 68 FR 24722]
      Individuals covered by the system are officers and employees in the executive branch whose position is classified at GS-15 or below of the General Schedule prescribed by 5 U.S.C. 5332, or the rate of basic pay for which is fixed, other than under the General Schedule, at a rate which is less than 120% of the minimum rate of basic pay for GS-15 of the General Schedule; officers or employees of the United States Postal Service or Postal Rate Commission whose basic rate of pay is less than 120% of the minimum rate of basic pay for GS-15 of the General Schedule; members of a uniformed service whose pay grade is less than O-7 under 37 U.S.C. 201; and officers or employees in any other position determined by the Designated Agency Ethics Official to be of equal classification.  In addition, all executive branch special Government employees as defined in 18 U.S.C. 202(a) and 5 CFR 2634.105(s) are required to file unless they are required to file public financial disclosure reports or their position has been excluded from filing.  The system includes both current and former Federal employees in these categories.
  • Office of Personnel Management Systems (​5 CFR Sec. 297.104 Types of records)
    The Office manages three generic types of personnel records systems:
    (a) Internal systems of records are under the Office's physical control and are established and maintained by the Office solely on its own employees and, when appropriate, on others in contact with the Office regarding matters within its authority.
    (b) Centralized systems of personnel records are physically established and maintained by the Office with regard to most current and former Federal employees and some applicants for Federal employment.
    (c) Governmentwide systems of personnel records are maintained by the Office, and through Office delegations of authority, by Federal agencies with regard to their own employees or applicants for employment.

    OPM Governmentwide Systems of Records

    • OPM/GOVT-1: General Personnel Records (December 11, 2012, 77 FR 73694)
      This system contains records on current and former Federal employees as defined in 5 U.S.C.2105.  Volunteers, grantees, and contract employees on whom the agency maintains records may also be covered by this system.  The system serves as the official repository of the records, reports of personnel actions, and the documentation required in connection with these actions affected during an employee's Federal service. 
    • OPM/GOVT-2: Employee Performance File System Records (June 19, 2006, 71 FR 35347)
      Individuals covered by the system are current and former Federal employees, including SES appointees.  The purpose of the system is to ensure that all appropriate records on an employee's performance are retained and are available: (1) to agency officials having a need for the information; (2) to employees; (3) to support actions based on the records; (4) for use by the OPM in connection with its personnel management evaluation role in the executive branch; and (5) to identify individuals for personnel research.
    • OPM/GOVT-3: Records of Adverse Actions, Performance Based Reductions in Grade and Removal Actions, and Termination of Probationers (June 19, 2006, 71 FR 35350)
      Individuals covered by the system are current or former Federal employees (including Senior Executive Service (SES) employees) against whom such an action has been proposed or taken in accordance with 5 CFR parts 315 (subparts H and I), 432, 752, or 754 of the Office's regulations.
    • OPM/GOVT-5: Recruiting, Examining, and Placement Records (March 26, 2014, 79 FR 16834)
      Individuals covered by the system are: (a) persons who have applied to the Office 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.  The records are used in considering individuals who have applied for positions in the Federal service by making determinations of qualifications including medical qualifications, for positions applied for, and to rate and rank applicants applying for the same or similar positions.  They are also used to refer candidates to Federal agencies for employment consideration, including appointment, transfer, reinstatement, reassignment, or promotion. Records derived from the Office-developed or agency-developed assessment center exercises may be used to determine training needs of participants.  These records may also be used to locate individuals for personnel research.
    • OPM/GOVT-6: Personnel Research and Test Validation Records (June 19, 2006, 71 FR 35354)
      Individuals covered by the system are 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.  These records are collected, maintained, and used by the OPM or other Federal agencies for the construction, analysis, and validation of written tests and other assessment instruments used in personnel selection and appraisal, other assessment instruments used in personnel selection and appraisal, and for research on and evaluation of personnel/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)
      Individuals covered by the system are current and former Federal employees and individuals who have applied for Federal employment, including: (a) applicants for examinations administered either by OPM or by employing agencies; (b) applicants on registers or in inventories by OPM and subject to its regulations; (c) applicants for positions in agencies having direct hiring authority and using their own examining procedures in compliance with OPM regulations; (d) applicants whose records are retained in an agency's Equal Opportunity Recruitment file (including any file an agency maintains on current employees from under-represented groups), and (e) applicants (including current and former Federal employees) who apply for vacancies announced under an agency's merit promotion plan.
    • OPM/GOVT-9: File on Position Classification Appeals, Job Grading Appeals, Retained Grade or Pay Appeals, Fair Labor Standard Act (FLSA) Claims and Complaints, Federal Civilian Employee Compensation and Leave Claims, and Settlement of Accounts for Deceased Civilian Officers and Employees (October 1, 2013, 78 FR 60331)
      Individuals covered by the system are: (a) a current or former Federal employee who has filed a position classification appeal or a job grading appeal with the U.S. Office of Personnel Management, Merit System Accountability and Compliance, or with his or her agency; (b) a current or former Federal employee who has filed a retained grade or pay appeal with the U.S. Office of Personnel Management, Merit System Accountability and Compliance; (c) a current or former Federal employee who has filed a claim or complaint under the Fair Labor Standards Act (FLSA) with the U.S. Office of Personnel Management, Merit System Accountability and Compliance; (d) a current or former Federal employees, or a beneficiary of such current or former employee, who has filed a compensation or leave claim with the U.S. Office of Personnel Management, Merit System Accountability and Compliance, or whose compensation or leave claim has been forwarded to that office by the employee's current or former employing agency; and (e) a claimed beneficiary whose dispute concerning the settlement of the account for a deceased Federal civilian officer or employee has been forwarded by the officer or employee's current or former employing agency to the U.S. Office of Personnel Management for settlement.
    • OPM/GOVT-10: Employee Medical File System Records (June 21, 2010, 75 FR 35099)
      Individuals covered by the system are current and former Federal civilian employees as defined in 5 U.S.C. 2105.
  • Office of Special Council
    • OSC/GOVT-1: OSC Complaint, Litigation and Political Activity Files (November 19, 1999, 64 FR 63359)
      The principal categories of individuals covered by the system are persons filing allegations of prohibited personnel practices, improper political activity, or other alleged prohibited activities; persons identified as engaging or participating in such practices of activities; persons filing disclosures of alleged wrongdoing by federal agencies, and persons identified as engaging or participating in such wrongdoing; persons charged by the OSC in disciplinary action complaints filed by the OSC with the Merit systems Protection Board (MSPB); and plaintiffs seeking remedies against the OSC in litigation related to the performance of its official functions.