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.
Step 1a
If claiming an exemption for a system of records, you must download and complete the Proposed Rule template.
Step 2
Download the New SORN Narrative Statement template and complete the highlighted sections.
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.