Biennial Privacy Act and Computer Matching Report

This section describes the report that the Department of Commerce/NOAA prepares every 2 years. This report requires that NOAA provide information on Privacy Act statistics as well as list the systems of records that are shared with other Federal agencies.

  1. Name and postal address of reporting agency.
  2. Name, telephone number and electronic mail address (1) of NOAA official who can best answer questions about this report.
  3. Name, postal address, and electronic mail address of the senior official responsible for NOAA's Privacy Act implementation.
  4. Name, postal address, electronic mail address, and telephone number of NOAA Privacy Act Officer.
  5. Systems of records inventory for the period January 1, 1996 through December 31, 1997. (Please consult your last report and ensure that the numbers reported there are consistent with those you report below). Provide the requested data in the form of the table presented below. If any of the cells in the table below are not applicable, please indicate such by placing an "N/A" in the correct cell.
  6. A brief narrative describing additions of exemptions, routine uses, or systems of records. For example, "NOAA added a (k)(1) exemption to an existing system of records entitled "Investigative Records of the Office of Investigations," or " NOAA added a new routine use to a system of records entitled "Employee Health Records" that would permit disclosure of health data to researchers under contract to the agency to perform workplace risk analysis."
  7. A brief description of any public comments received on agency Privacy Act publication and implementation activities, and agency response.
  8. Number of access and amendment requests from record subjects citing the Privacy Act that were received, and the disposition of requests from any year that were completed, between _________ and ___________. Provide the requested data in the form of the table presented below; if any of the cells in the table below are not applicable, please indicate such by placing an "N/A" in the correct cell.
Item Number Description 1996 1997
1 Total number of nonexempt systems of records N/A N/A
2 Total number of exempt systems of records N/A N/A
3 Number of new nonexempt systems of records added N/A N/A
4 Number of new exempt systems of records added N/A N/A
5 Number of routine uses added N/A N/A
6 Number of exemptions added to existing systems N/A N/A
7 Number of exemptions deleted from existing systems N/A N/A
8 Total number of automated systems of records (exempt/nonexempt) N/A N/A

NOTE: If the number of access requests which cite the Privacy Act have decreased or increased significantly from an earlier year, then provide a brief description of the factors responsible for this increase or decrease.

Item Number Description 1996 1997
1 Total number of nonexempt systems of records N/A N/A
2 Total number of exempt systems of records N/A N/A
3 Number of new nonexempt systems of records added N/A N/A
4 Number of new exempt systems of records added N/A N/A
5 Number of routine uses added N/A N/A
Amendment Requests N/A N/A
6 Total number of requests to amend records in the system N/A N/A
7 Number granted in whole N/A N/A
8 Number granted in part N/A N/A
9 Numberwholly denied (3) N/A N/A
  Appelas of Denial of Access    
10 Total number of appeals of denials of access N/A N/A
11 Number granted in whole (4) N/A N/A
12 Number granted in part N/A N/A
13 Number wholly denied (5) N/A N/A
14 Number for which no record was found) N/A N/A
  Appeals of Denials of Amendment    
15 Total number of appeals of denials of amendment N/A N/A
16 Number granted in whole (6) N/A N/A
17 Number granted in part N/A N/A
18 Number wholly denied (7) N/A N/A

10. Description of the results of reviews undertaken in response to the following (8).

(1) Section (m) Contracts. Review a random sample of agency contracts that provide for the maintenance of a system of records on behalf of NOAA to accomplish a NOAA function, in order to ensure that the wording of each contact makes the provisions of the Act binding on the contractor and his or her employees. (See 5 U.S.C. 552a(m)1)).

(2) Recordkeeping Practices. Review NOAA recordkeeping and disposal policies and practices in order to assure compliance with the Act, paying particular attention to the maintenance of automated records.

(3) Routine Use Disclosures. Review the routine use disclosures associated with each system of records in order to ensure that the recipient's use of such records continues to be compatible with the purpose for which the disclosing agency collected the information (9).

(4) Exemption of Systems of Records. Review each system of records for which the agency has promulgated exemption rules pursuant to Section (j) or (k) of the Act in order to determine whether such exemption is still needed (10).

(5) Systems of Records Notices. Review each system of records to ensure that it accurately describes the system of records. Where minor changes are needed, e.g., the name of the system manager, ensure that an amended notice is published in the FEDERAL REGISTER.

11. A description of NOAA's Privacy Act training practices.

SUBMIT THE REPORT TO Wendy Schumacher, PRIVACY ACT OFFICER. She will transmit the report to the Department of Commerce (DOC). DOC will transmit a combined Departmental report to the Acting Administrator, Office of Information and Regulatory Affairs, Office of Management and Budget, ATTENTION: Docket Library, NEOB, Room 10012, Washington, D.C. 20503. DOC will also send the combined Department report to oleinick@omb.eop.gov.

Biennial Computer Matching Report

1. A listing of the names and positions of the members of the Data Integrity Board. Show separately the name of the Board Secretary, his or her postal address, electronic mail address, and telephone number. Show and explain any changes in membership or structure occurring during the reporting year.

2. A listing of each matching program, by title and purpose, in which NOAA participated during any portion of the reporting year. This listing should show names of participant agencies, give a brief description of the program, and give a page citation and the date of the FEDERAL REGISTER notice describing the program.

Use the copy of the last Biennial Computer Matching Report as a template for your list of matching programs. If a match from the last report is ongoing, specify the matching program number assigned by OMB listed in the table of the report. Provide the FEDERAL REGISTER notice citation for "renewed" matches which extended beyond the 18 month plus 12 month renewal period.

Table 1. Example of Computer Matching Report Table
Reporting Agency Title of Match Matching Agency Purpose Publication Date Federal Register Notice
Department of Defense Retired Military Office of Personnel Management To identify individuals who are improperly receiving military retired pay 09/28/90, reissued 12/13/94 55 FR 39686, reissued 55 FR 39686

3. For each matching program, an indication of whether the cost/benefit analysis performed resulted in a favorable ratio. The Data Integrity Board should explain why the agency proceeded with any matching program for which an unfavorable ratio was reached.

4. For each program for which the Board waived a cost/benefit analysis, the reasons for the waiver and the results of the match, if tabulated.

5. A description of any matching agreement the Board rejected and an explanation of the rejection.

6. A listing of any violations of matching agreements that have been alleged or identified, and a discussion of any action taken.

7. A discussion of any litigation involving the agency's participation in any matching program.

8. For any litigation based on allegations of inaccurate records, an explanation of the steps the agency used to ensure the integrity of its data and the verification process it used in the matching program, including an assessment of the adequacy of each.

SUBMIT THE REPORT TO JEAN CARTER-JOHNSON, OFAX2, Room 10641, SSMC-3, FOR TRANSMITTAL TO DOC AND THE:

Acting Administrator, Office of Information and Regulatory Affairs, Office of Management and Budget,

Attention: Docket Library, NEOB, ROOM 10012, Washington, D.C. 20503.

Write "Biennial Computer Matching Report" on the envelope. Also send electronically to olenick@eop.gov.

Write "Biennial Computer Matching Report for "agency" on the subject line, filling in the name of the agency.

Footnotes