Prepare a New System of Records Notice (SORN)

A. Prepare New Draft SORN Package

Make sure you work with your Privacy Official when developing a new SORN:

Step 1

Draft a SORN. Download the New SORN template and complete the highlighted sections.

Help with drafting the SORN.

Step 1a

If claiming an exemption for a system of records, you must download and complete the Proposed Rule template.

Exemption Application Chart

Step 2

Download the New SORN Narrative Statement template and complete the highlighted sections.

Help with preparing the Narrative Statement.

Step 3

Does your system collect from Who are members of the public?

a. If Yes, you may require a Paperwork Reduction Act (PRA) clearance. Contact the Army Information Control Office at usarmy.belvoir.hqda-rmda.mbx.rmd-information-collection@mail.mil.

b. If No, skip to Step 4

Step 4

Is your system an IT System?

a. If Yes, you may require a Privacy Impact Assessment (PIA). Contact the PIA team at cio-g6.pia.inbox@mail.mil.

b. If No, skip to Step 5

Step 5

Is your system collecting Social Security Numbers (SSNs)?

a. If Yes, prepare an SSN Use Justification. Guidance on preparing an SSN Use Justification.

b. If No, skip to Step 6

Step 6

Prepare a Certification which validates the accuracy and completeness of the SORN. Download and complete the Certification template.

Step 7

Submit your draft SORN package - SORN, Narrative Statement, SSN Use Justification and Proposed Rule (if applicable) to your Privacy Official for review.

Step 8

After reviewing, the Privacy Official will submit your draft SORN package to the Army Privacy Office at usarmy.belvoir.hqda-oaa-ahs.mbx.army-privacy-sorn-ssn-reduction@mail.mil.

What happens next?

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