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NASA Privacy Impact Assessment (PIA) Summary - JSC IA Event Registration System
March 2, 2011
 

Privacy Impact Assessment (PIA) Summary
Date of this Submission: Mar 1, 2011
NASA Center: JSC
System Name: JSC IA Event Registration System

Is this application or information collection new or is an existing one being modified? Not New
Does this application collect, maintain, and/or disseminate information in identifiable form (IIF)? Yes
Mission Program/Project Supported: OCIO

Identifying Numbers (Use N/A, where appropriate)
Privacy Act System of Records Number: N/A
OMB Information Collection Approval Number and Expiration Date: N/A
Other Identifying Number(s): N/A

Description

  1. Provide an overview of the application or collection and indicate the legislation authorizing this activity:
    The application is utilized to collect registration information for participation in NASA-sponsored events, NASA-sponsored activities, or NASA-sponsored programs.
  2. Describe the information the agency will collect, maintain, or disseminate and how the agency will use the information. In this description, indicate whether the information contains IIF and whether submission is voluntary or mandatory:
    The information collected will be utilized for determining attendance to NASA-sponsored events, NASA-sponsored activities, or NASA-sponsored programs. If/when a the information collected for a NASA-sponsored event, NASA-sponsored activity, or NASA-sponsored program included IIF, the submission is voluntarily provided by the user, but information may be mandatory in order to be considered for selection to some on the NASA-sponsored programs.
  3. Explain how the IIF is collected, maintained, and/or disseminated is the minimum necessary to accomplish the purpose for this effort:
    The sponsor of the event is encouraged to only request IIF information that is absolutely required for consideration and/or accommodations to a NASA-sponsored event, NASA-sponsored activity, or NASA-sponsored program.
  4. Explain why the IIF is being collected, maintained, or disseminated:
    In order to be selected to and/or participate in some of the NASA-sponsored events, NASA-sponsored activities, and/or NASA-sponsored programs, certain information must be collected in order to meet specific qualifications/requirements, provide for special accommodations, support badging/on-site requirements, etc.
  5. Identify with whom the agency will share the IIF:
    The IIF collected for a particular NASA-sponsored event, NASA-sponsored activity, and/or NASA-sponsored program will only be shared with the sponsors of the event, activity, or program.
  6. Describe how the IIF will be obtained, from whom it will be collected, what the suppliers of the information and the subjects will be told about the information collection, and how this message will be conveyed to them (e.g. written notice, electronic notice if a Web-based collection). Describe any opportunities for consent provided to individuals regarding what information is collected and how the information will be shared:
    The IIF will be obtained via public web form from applicants for NASA-sponsored events, NASA-sponsored activities, and/or NASA-sponsored programs. Applicant's will be notified that the information will be collected and stored in accordance to the Privacy Act of 1974 prior to accessing the form that will collect the information. The applicants will be required to click on an 'Acknowledge' button prior to proceeding and filling-out the registration form.
  7. State whether the personal information will be collected from children under age 13 on the Internet and, if so, how parental or guardian approval will be obtained. (Reference: Children's Online Privacy Protection Act of 1998):
    Information from children under the age of 13 will not be collected in the application at this time. If the requirement to collect information from applicants under the age of 13 to any NASA-sponsored event, NASA-sponsored activity, and/or NASA-sponsored program, the application will be modified in accordance with COPPA and parental or guardian approval will be obtained in guidance with the Children's Online Privacy Protection Act of 1998.
  8. Describe how the IIF will be secured:
    The IIF will be transmitted to the database via SSL and all fields are stored in the database in an encrypted state. The database and admin access is protected by the JSC external and internal firewall. The access IIF database information will be controlled via NASA Domain authentication for limited specified admin users.
  9. Describe plans for retention and desctruction on IIF:
    The IIF will be retained and destroyed using the process/schedule set forth in using NRRS# 1/68 - DESTROY WHEN 10 YEARS OLD.
  10. Identify whether a system of records is being created under section 552a of Title 5, United States Code (the Privacy Act), or identify the existing Privacy Act system of records notice under which the records will be maintained:
    The existing Privacy Act system of records notice under with the records will be maintained under the NASA SORN 10SPER.

Point of contact to whom a member of the public can address questions concerning this information system and the privacy concerns associated with it: Linda K. Smith

Concur:
Concurrence Credentials on File
EDWARD B. WILSON
System Owner
Date: 02/09/2011

Concur:
Concurrence Credentials on File
JOREEN YU. LEE
Center Privacy Manager
Date: 02/11/2011

Concur:
Concurrence Credentials on File
BRYAN D. MCCALL
NASA Privacy Program Manager
Date: 02/11/2011

Approve: LINDA Y. CURETON
NASA CIO
Date

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