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Privacy Impact Assessment for the Mailing System for the Office of Public Affairs

On this page:

I. Data in the System

  1. Generally describe what data/information will be collected in the system.

    Name, Address, Phone #, Email Address, Site Identifier (Geographical location)

  2. What are the sources and types of the information in the system?

    Manual data entry; external mailing list purchases

  3. How will the data be used by the Agency?

    Mailing addresses

  4. Why is the information being collected? (Purpose)

    Provide information from EPA to the public

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II. Access to the Data

  1. Who will have access to the data/information in the system (internal and external parties)? If contractors, are the Federal Acquisition Regulations (FAR) clauses included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act Notification; and 52.224-2 Privacy Act)?

    Internal--EPA employees

  2. What controls are in place to prevent the misuse of data by those having authorized access?

    LAN authentication. Mandatory IT Security Awareness training is taken annually.

  3. Do other systems share or have access to data/information in this system? If yes, explain who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)


  4. Will other agencies, state or local governments share data/information or have access to data in this system (includes any entity external to EPA.)?


  5. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the requested information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)


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III. Attributes of the Data

  1. Explain how the use of the data is both relevant and necessary to the purpose for which the system is being designed.

    Provides addresses so that EPA, Region 7 can direct information to the public about particular EPA events.

  2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use? Explain.


  3. If processes are being consolidated, are the proper controls remaining in place to protect the data from unauthorized access? Explain.


  4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain. (A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual.)

    It is retrieved by site identifier to generate mailings to appropriate geographical locations. Records can be retrieved by names, but this is, as a rule, not done.

  5. Is the web policy machine readable? Where is the policy stated? (Machine readable policy enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.)


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IV. Maintenance of Administrative Controls

  1. Has a record control schedule been issued for the records in the system? If so, provide the schedule number. What are the retention periods for records in the system? What are the procedures for eliminating the records at the end of the retention period? (You may check with the record liaison officer (RLO) for your AA-ship or Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Officer, to determine if there is a retention schedule for the subject records.)

    The OPA Mailing database is reviewed annually to determine if the record for a specific site will be retained in the main database. If it is not retained it is either deleted or archived in a separate database. The archived records are reviewed annually and deleted if no longer useful for mailings.

  2. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

    Record is kept only so long as address information is correct

  3. Will this system provide the capability to identify, locate, or monitor individuals? If yes, explain.


  4. Does the system use any persistent tracking technologies?


  5. Under which System of Records (SOR) notice does the system operate? Provide the name of the system and its SOR number if applicable. For reference, please view this list of Agency SORs. (A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. The Privacy Act Officer will determine if a SOR is necessary for your system.)

    No SORN needed

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