Privacy Act Systems of Records Notices (SORNs) or System Notices

There are three types of System Notices that can be cited to cover record systems: Internal, Government and Central. 

Internal Notices: 

    1. Owned by each federal agency to cover their internal records (e.g., HHS, NIH and other OPDIVs);
    2. Often referred to as “umbrella” system notices;
    3. National Institutes of Health SORNs begin with 09-25-xxxx; and
    4. Department of Health & Human Services SORNs begin 09-90-xxxx.

Government Notices:

    1. All federal agencies may use these notices to cover government-wide record systems (e.g., OPM, OGE, EEOC, FEMA, GSA, etc.);
    2. The physical records contained within the record system belong to the respective federal agency;  
    3. OPM still retains some authority over the records,  e.g., during an appeal process; and
    4. Notices begin with GOVT-1, 2, etc.

Central Notices:  

    1. Owned by OPM who maintains full responsibility for the central record systems (e.g., Personnel Investigations Records);
    2. Federal agencies are permitted to maintain copies; and
    3. Notices begin with CENTRAL-1, 2, etc.

Listed below are the Privacy Act Systems of Records Notices most commonly referenced within NIH for its record systems:

NIH Internal Systems

09-25-0005, Administration: Library Operations and NIH Library User I.D. File, HHS/NIH

09-25-0007, Administration: NIH Safety Glasses Issuance Program, HHS/NIH/ORS

09-25-0011, Clinical Research: Blood Donor Records, HHS/NIH/CC

09-25-0012, Clinical Research: Candidate Healthy Volunteer Records, HHS/NIH/CC

09-25-0014, Clinical Research: Student Records, HHS/NIH/OD/OIR/OE

09-25-0033, International Activities: Fellowships Awarded by Foreign Organizations, HHS/NIH/FIC

09-25-0034, International Activities: Scholars-in-Residence Program, HHS/NIH/FIC

09-25-0036, Extramural Awards and Chartered Advisory Committees (IMPAC 2), Contract Information (DCIS), and Cooperative Agreement Information, HHS/NIH 

09-25-0041, Research Resources: Scientists Requesting Hormone Distribution, HHS/NIH/NIDDK

09-25-0054, Administration: Property Accounting (Card Key System) HHS/NIH/ORS

09-25-0078, Administration: Consultant File, HHS/NIH/NHLBI

09-25-0087, Administration: Senior Staff, HHS/NIH/NIAID

09-25-0099, Clinical Research: Patient Medical Records, HHS/NIH/CC

09-25-0105, Administration: Health Records of Employees, Visiting Scientists, Fellows, and Others Who Receive Medical Care Through the Employee Health Unit, HHS/NIH/ORS

09-25-0106, Administration: Office of the NIH Director and Institute/Center Correspondence Records, HHS/NIH/OD

09-25-0108, Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti, HHS/NIH/OHRM

09-25-0115, Administration: Curricula Vitae of Consultants and Clinical Investigators, HHS/NIH/NIAID

09-25-0118, Contracts: Professional Services Contractors, HHS/NIH/NCI

09-25-0121, International Activities: Senior International Fellowships Program, HHS/NIH/FIC

09-25-0124, Administration: Pharmacology Research Associates, HHS/NIH/NIGMS

09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC/ORS/DIRS

09-25-0156, Records of Participants in Programs and Respondents in Surveys Used to Evaluate Programs of the Public Health Service, HHS/PHS/NIH/OD

09-25-0158, Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD/OIR/OE

09-25-0160, United States Renal Data System (USRDS), HHS/NIH/NIDDK

09-25-0165, National Institutes of Health (NIH) Office of Loan Repayment and Scholarship (OLRS) Records System, HHS/NIH/OD

09-25-0166, Administration: Radiation and Occupational Safety and Health Management Information Systems, HHS/NIH/ORS

09-25-0167, National Institutes of Health (NIH) TRANSHARE Program, HHS/NIH/OD

09-25-0168, Invention, Patent, and Licensing Documents Submitted to the Public Health Service by its Employees, Grantees, Fellowship Recipients, and Contractors, HHS/NIH/OD [revised 10/3/06]

09-25-0169, Medical Staff-Credentials Files, HHS/NIH/CC

09-25-0200, Clinical, Basic and Population-based Research Studies of the National Institutes of Health (NIH), HHS/NIH/OD

09-25-0202, Patient Records on PHS Beneficiaries (1935-1974) and Civilly Committed Drug Abusers (1967-1976) Treated at the PHS Hospitals in Fort Worth, Texas, or Lexington, Kentucky, HHS/NIH/NIDA

09-25-0203, National Institute on Drug Abuse, Intramural Research Program, Federal Prisoner and Non-Prisoner Research Files, HHS/NIH/NIDA

09-25-0207, Subject-Participants in Pharmacokinetic Studies on Drugs of Abuse and on Treatment Medications, HHS/NIH/NIDA

09-25-0208, Drug Abuse Treatment Outcome Study (DATOS), HHS/NIH/NIDA

09-25-0209, Subject-Participants in Drug Abuse Research Studies on Drug Dependence and in Research Supporting Investigational New Drug and New Drug Applications, HHS/NIH/NIDA

09-25-0210, Shipment Records of Drugs of Abuse to Authorized Researchers, HHS/NIH/NIDA

09-25-0211, Intramural Research Program Records of In-and Out-Patients with Various Types of Alcohol Abuse and Dependence, Relatives of Patients with Alcoholism, and Healthy Volunteers, HHS/NIH/NIAAA

09-25-0213, Administration: Employee Conduct Investigative Records, HHS/NIH/OD/OM/OA/OMA

09-25-0216, Administration: NIH Electronic Directory, HHS/NIH (to be renamed NIH Enterprise Directory, and amended to include a proposed new use for emergency notification purposes.)

09-25-0217, NIH Business System (NBS), HHS/NIH

HHS Internal Systems

09-90-0005, Safety Management Information System (HHS Accident, Injury, and Illness Reporting System)

09-90-0006, Applicants for Employment Records

09-90-0009, Discrimination Complaints Records

09-90-0010, Employee Assistance Program (EAP) Records

09-90-0016, HHS Motor Vehicle Operator Records

09-90-0018, Personnel Records in Operating Offices, HHS/OS/ASPER

09-90-0020, Suitability for Employment Records, HHS/OS/ASPER (to be renamed HHS Personnel Security, and amended to be compliant with the new I.D. badge procedure under HSPD-12.)

09-90-0024, Financial Transportation of HHS Accounting & Finance Offices (Renamed per 7/1/2005 FR), Unified Financial Management System (UFMS)

09-90-0028, Biographics and Photographs of HHS Officials

09-90-0036, Employee Suggestion Program Records

09-90-0039, National Disaster Claims Processing System

09-90-0058, Freedom of Information Case File & Correspondence Control Index

09-90-0059, Federal Advisory Committee Membership Files

09-90-0095, Management Information System Efficiency Reporter (MISER)

09-90-0777, Identification and Credentialing Issuance Station and System, HHS/OCID (in draft form - to cover personal identity verification (PIV) card holders as well as short-term employees, temporary guests and visitors).

09-40-0010, Pay, Leave and Attendance Records, HHS/PSC/HRS

98-32-625, Privacy Act of 1974; Republication of System Notices

Federal Government Systems

OGE/GOVT-1, Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records

OGE/GOVT-2, Executive Branch Confidential Financial Disclosure Reports

OPM/GOVT-1, General Personnel Records

National Science Foundation (NSF)

NSF-6, Doctorate Records File

NSF-43, Doctorate Work History File