A system of records is deleted when the records are no longer retrieved by name or personal identifiers, or whenever it is consolidated with or integrated into another system of records.

Whenever a system owner determines a system should be discontinued, combined into another system, or is no longer subject to the Privacy Act, a deletion notice is required.  System owners must validate and verify that no other systems are using the System of Records Notice (SORN) to ensure that no other systems will be affected by its deletion.

The notice of deletion must include the system identifier and name, current Federal Register (FR) citation, reason for the deletion, and a list of the successor system or systems in the deletion notice if eliminated through combination or merger.

Note: Deletion cannot occur unless the National Archives Records Administrative (NARA) retention and disposal schedule is fulfilled.

Deleting an existing SORN