Overview
Title
Privacy Act of 1974; System of Records
Agencies
ELI5 AI
The Department of Commerce wants to make a new list of people's details to help them talk to news outlets and the public better. They'll make sure to keep everything safe and follow privacy rules.
Summary AI
The Department of Commerce is planning to create a new system of records called "COMMERCE/DEPT-30, Public Affairs Records." This system aims to help the Department's Office of Public Affairs maintain communication with the media, civil society organizations, and the public based on regional and policy interests. The records will include data such as contact information, travel records, and press releases, and will support functions like research, storm documentation, and public communication. Safeguards will be in place to ensure that the handling of these records complies with legal and privacy standards.
Abstract
The Department of Commerce (Department or Commerce) is issuing this notice of its intent to establish a new system of records entitled "COMMERCE/DEPT-30, Public Affairs Records." The purpose of soliciting this information is to enable the Department's Office of Public Affairs and the Department's operating units to establish and maintain contact with the media, members of civil society organizations, and the public, as well as circulate information to specific individuals or groups based on self-identified regional and policy interests. This system significantly expands the Department's ability to collect current data, historical data, interviews, and commentary, as well as digitize existing libraries of this data in a searchable format. The Department uses public affairs records (PA Records) for various purposes, including research, historical commentary, storm and disaster archives, and public affairs records documenting matters of significant public interest. The Department is committed to ensuring that any technology, including digitization of archival records, used to collect, use, retain, or disseminate information about individuals complies with the Constitution, Federal law, regulations, and policies.
Keywords AI
Sources
AnalysisAI
Summary of the Document
The Department of Commerce has announced the creation of a new system of records, called "COMMERCE/DEPT-30, Public Affairs Records." This system is designed to assist the Department's Office of Public Affairs in maintaining relations with the media, civil society organizations, and the general public according to specific regional and policy interests. The new record system will store a variety of data, such as contact details, travel logs, and press releases, and support diverse functions, including research, storm documentation, and public communications. To ensure compliance with legal and privacy standards, appropriate safeguards will be implemented when handling these records.
Issues and Concerns
Several concerns arise regarding this new system of records:
Financial Transparency: The document does not mention the budgetary implications or cost estimates for creating and maintaining this system, which could lead to questions about resource allocation and oversight.
Complex Language: The document contains highly bureaucratic language, which might be challenging for the general public to understand. Cutting back on complex phrasing and offering explanations in simpler terms could improve public accessibility.
Privacy Concerns: The wide scope of "routine uses" and "record source categories" might raise privacy issues. The document suggests broad sharing and collection possibilities without clear boundaries or justifications.
Data Protection Details: Although the document outlines security safeguards, it fails to detail how specific records, particularly sensitive ones, will be shielded from unauthorized access.
Disclosure Ambiguity: The circumstances or specific situations under which records may be disclosed to external parties are not well-defined, leaving room for potential misinterpretation or misuse of data.
Audit and Monitoring Absence: There is no mention of the frequency or nature of audits and monitoring activities to ensure the ongoing protection and appropriate use of stored information.
Lack of Background: The document does not provide a historical context or the reasoning behind establishing this records system, leaving its necessity and distinct effects compared to existing systems unclear.
Lack of Clarity on Objectives: The document does not clearly articulate the primary goals or anticipated outcomes of implementing this record system, which may hinder understanding of its value and effect.
Broad Public Impact
For the general public, this new system of records might affect how individuals interact with the Department of Commerce, especially for those seeking information or engaging with the agency through public affairs. Enhanced communication and information sharing capabilities could potentially lead to improved transparency and engagement between the government and citizens.
Impact on Specific Stakeholders
Media Outlets: Reporters and journalists might benefit from streamlined access to information and contact with the Department, facilitating their work in covering government activities and decisions.
Civil Society Organizations: These organizations could find it easier to engage with the Department on relevant regional or policy issues, possibly enhancing their advocacy efforts.
Privacy Advocates: Given the broad disclosure and use provisions, privacy advocates might express concerns regarding individual privacy protections and push for more restrictive and clearly defined data-handling practices.
Overall, while the new system aims to boost communication efficiency and data organization within the Department of Commerce, careful consideration and fine-tuning of privacy and data protection measures are necessary to address potential issues and public concerns.
Issues
• The document does not provide detailed information on budgetary implications or potential costs associated with establishing the new system of records 'COMMERCE/DEPT-30, Public Affairs Records.' This lack of financial transparency could lead to concerns about wasteful spending or allocation of resources without oversight.
• The language used throughout the document is very bureaucratic and complex, which might make it difficult for the general public to understand. Simplifying the language could improve accessibility and comprehension.
• The wide range of 'routine uses' and 'record source categories' could raise privacy concerns, as it appears to allow for broad sharing and collection of records without clearly defined limits or justifications.
• The document outlines numerous categories of individuals and records in the system, but it is unclear how specific records will be protected from potential misuse or unauthorized access. Further details on safeguards specific to the types of records are needed.
• The document lacks specific examples or scenarios under which records can be disclosed to external parties, which may lead to ambiguity and misuse of data sharing provisions.
• While the document describes various security safeguards, it does not specify the frequency of audits or monitoring processes to ensure compliance and detect potential breaches.
• The absence of a comprehensive history or background section might limit understanding of why this new system is being established and its necessity compared to existing systems.
• The overarching aim and specific outcomes expected from the implementation of 'COMMERCE/DEPT-30, Public Affairs Records' are not clearly articulated, potentially obscuring the project's value and impact assessment.