Enclosure (1) to COMDTINST 5260.4A
Section 2.0 Uses of the system and the information
The following questions are intended to delineate clearly the use of information and the
accuracy of the data being used.
2.1
Describe all uses of the information.
2.1.1
Identify and list each use (internal and external to DHS) of the information collected or
maintained.
2.1.2
If a SORN has been published for the system, the routine uses from the SORN should be
described in this section. In addition, list the uses internal to DHS since the routine uses
listed in the SORN are limited to disclosures made outside of DHS.
2.1.3
Do not list the routine uses directly from the SORN, summarize the most relevant ones.
For example, if the system does not regularly handle requests from Congressional
members, this does not need to be included in the summary. If instead, the system
provides full access to another agency for their use of the information, this should be
discussed in this section.
2.2
Does the system analyze data to assist users in identifying previously unknown areas
of note, concern, or pattern? (Sometimes referred to as data mining)
2.2.1
Many systems sift through large amounts of information in response to a user inquiry or
programmed functions. This is loosely known as data mining. When these systems sift
through information they make determinations and, sometimes, conclusions based upon
the information they analyze. If the system being analyzed in the PIA conducts such
preliminary and conclusory functions, please provide greater detail on what type of
determinations the system makes.
2.2.2
If the system creates or makes available new or previously unavailable information about
an individual, state/explain what will be done with the newly derived information. Will it
be placed in the individual's existing record? Will a new record be created? Will any
action be taken against or for the individual identified because of the newly derived data?
If a new record is created, will the newly created information be accessible to
government employees who make determinations about the individual? If so, explain
fully under what circumstances that information will be used and by whom.
2.3
How will the information collected from individuals or derived by the system,
including the system itself be checked for accuracy? In responding to this question
address the following where applicable:
2.3.1
Explain whether information in the system is checked against any other source of
information (within or outside your organizational entity) before the information is used
to make decisions about an individual. If not, explain whether your organization has any
other rules or procedures in place to reduce the instances in which inaccurate data is
12