Enclosure (1) to COMDTINST 5260.4A
stored in the system.
2.3.2
If the system checks for accuracy by accessing a commercial aggregator of information,
describe this process and the levels of accuracy required by the contract.
Privacy Impact Analysis: Given the amount and type of information collected, describe any types
of controls that may be in place to ensure that information is used in accordance with the above
described uses. For example, are audit logs regularly reviewed to ensure appropriate use of
information? Are strict disciplinary programs in place if an individual is found to be
inappropriately using the information?
Section 3.0 Retention
The following questions are intended to outline how long information will be retained after the
initial collection.
3.1
What is the retention period for the data in the system?
3.2
Has the retention schedule been approved by the National Archives and
Records Administration (NARA)?
Privacy Impact Analysis: Given the purpose of retaining the information, explain why the
information is needed for the indicated period.
Section 4.0 Internal Sharing and Disclosure
The following questions are intended to define the scope of sharing within the Department of
Homeland Security.
4.1
With which internal organization(s) is the information shared?
4.1.1
The term "internal" references components, agencies, and any other organization within
DHS. This question is directed at the intra-departmental sharing of information within
DHS.
4.1.2
Identify and list the name(s) of any components, agencies and any other organizations
within DHS with which the information is shared.
4.2
For each organization, what information is shared and for what purpose?
4.2.1
Is the information shared in bulk or does the organization have direct access to the
information?
4.2.2
If you have specific authority to share the information, please provide a citation to such
authority.
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