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Systems of Records

The Privacy Act of 1974 (Privacy Act) only applies to a system of records (SOR). A SOR is generally created when records:

Federal agencies should publish a notice about each SOR in the Federal Register. This notice, called a system of records notice (SORN), informs the public about the SOR. For example, a SORN generally describes how records in the SOR are used and how to find out if your records are stored in the SOR. The DHA Privacy Office provides a list of all Defense Health Agency (DHA) SORNs.

Minus a few rare situations, you will receive a Privacy Act Statement (PAS) if a Federal agency asks you for your PII and places that PII in a SOR. That PAS describes the system collecting your PII. It also explains what will happen to your PII and what will happen if you choose not to provide your PII. An example of a PAS.

The DHA Privacy and Civil Liberties Office will help determine when DHA systems require a SORN or PAS and will help system managers write those notices.

DHA Address: 7700 Arlington Boulevard | Suite 5101 | Falls Church, VA | 22042-5101

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