The Privacy Act of 1974 (5 U.S.C. 552a) requires each agency to give public notice of its systems of records by publication in the Federal Register. A system of records is group of records under the control of the agency from which information about individuals is retrieved by name of the individual or some identifier assigned to the individual. The notice, known as System of Records Notice (SORN), informs the public of the purpose of the system, authority for maintaining the system, and the types of records the system contains. The SORN also provides information on how the information in the system can be routinely used and additional details about the system.
Board program office staff work with Board Privacy program staff when proposing a new system or revising an existing system. The Board Privacy program staff coordinates the review of SORNs within the Board, including review by legal counsel and the submission of the notice for evaluation by OMB and Congress and for publication in the Federal Register.
Once the notice is published, interested parties may submit comments on the proposed or revised system for a period of 30 calendar days after its publication. If no changes are required as a result of any comments, the system of records becomes official after the 30 day comment period. If changes are needed based on comments received, the Board will revise and republish the notice to accommodate the changes.