U.S. Census Bureau, Department of Commerce.
Notice of Amendment, Privacy Act System of Records, COMMERCE/CENSUS–5, Decennial Census Program.
In accordance with the Privacy Act of 1974, as amended, 5 U.S.C. 552A(e)(4) and (11); and Office of Management and Budget (OMB) Circular A–130, Appendix I, “Federal Agency Responsibilities for Maintaining Records About Individuals”, the Department of Commerce is issuing notice of intent to amend the system of records under COMMERCE/CENSUS–5, Decennial Census Program. This amendment would update: The categories of individuals and records covered by the system of records; the authorities for maintenance of the system of records; the system manager and address; the policies and practices for storage, retention, disposal, and safeguarding the system of records; and record source categories. This amendment also makes other minor administrative updates. Accordingly, the COMMERCE/CENSUS–5, Decennial Census Program notice published in the
To be considered, written comments on the proposed amendments must be submitted on or before March 26, 2014.
Please address comments to: Byron Crenshaw, Privacy Compliance Branch, Room—8H021, U.S. Census Bureau, Washington, DC 20233–3700.
This update makes six program-related changes. The first of six proposed changes to program-related provisions updates the categories of individuals covered by the system to provide additional information and detail including information regarding employee data and paradata. Census Bureau employee characteristics and auxiliary data known as paradata also collected during census and survey interviews, pilot tests, and cognitive interviews are covered under the authority of 5 U.S.C. 301 as described in Systems of Record Notice covered under SORN COMMERCE/Census–2, Performance Measurement Records. The second proposed change updates the categories of records in the system to provide additional categories including categories associated with new technologies, e.g., GPS coordinates,
Decennial Census Program.
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U.S. Census Bureau, 4600 Silver Hill Road, Washington, DC 20233–8100; Bureau of the Census, Bowie Computer Center, 17101 Medford Boulevard, Bowie, Maryland 20715.
All persons surveyed during the ongoing American Community Survey and all persons counted during the Decennial Census of Population and Housing as well as all persons counted in any pilot census and survey tests of procedures related to the American Community Survey and the Decennial Census of Population and Housing are covered by the system. Participation in the decennial censuses (the American Community Survey and the Decennial Census of Population and Housing) as well as all of the pilot censuses is mandatory. Data collected directly from respondents may be supplemented with data from administrative record files received from other federal, state, or local agencies. Comparable data may also be obtained from private persons and commercial sources. These are collected and processed under the Statistical Administrative Records System. Please see the COMMERCE/CENSUS–8, Statistical Administrative Records System SORN for more information. Field Representative (FR) and interviewer characteristics as well as paradata collected during the American Community Survey and the Decennial Census of Population and Housing (including the same data obtained during recordings) are covered under SORN COMMERCE/Census–2, Performance Measurement Records.
Records collected by the American Community Survey and its pilot surveys may contain information such as: Population information—name, address, email address, telephone number (both landline and cell phone number), driver's license number, age, sex, race, Hispanic origin, relationships, housing tenure, number of persons in the household, as well as more detailed information on topics such as, marital status and history, fertility, income, employment, education, health insurance or health coverage plans, disability, grandparents as care-givers, and military status and history; Housing information—year built, structure description, uses, features, amenities, number of rooms, utilities, purchase type (e.g., mortgage or deed of trust), and financial characteristics (e.g., home value, property taxes, etc.). Records collected during the Decennial Census of Population and Housing and its pilot censuses may contain information such as: Population information—name, address, email address, telephone number (both landline and cell phone number), age, sex, race, Hispanic origin, relationship, housing tenure, number of persons in the household, number of persons in the household not permanent residents, and whether residents sometimes live somewhere else. Additionally, records collected by the Decennial Census of Population and Housing, the American Community Survey, and their cognitive interviews and pilot tests may collect other information including: GPS coordinates, IP address, mobile device ID, and record identification number. GPS coordinates, IP addresses, and mobile device ID may be collected when a mobile device is used to respond to the Decennial Census of Population and Housing, the American Community Survey, and pilot tests. In accordance with 13 U.S.C., Section 6(c), information in the American Community Survey and Decennial Census of Population and Housing may, under specific circumstances and arrangements, also come from administrative records obtained from federal, states, counties, cities, or other units of government. Comparable data may also be obtained from private persons and commercial sources. For instance, the U.S. Census Bureau works with all Federal agencies to obtain counts from their records of federally affiliated Americans overseas. The U.S. Census Bureau also makes arrangements with certain types of facilities (e.g., prisons, long-term care facilities, colleges) to obtain administrative records data on individuals when direct enumeration of those people is not feasible for safety, health, or other reasons. Additional information may be obtained from systems of records notice COMMERCE/CENSUS–8, Statistical Administrative Records. Pilot censuses, surveys, and research study records may contain information on individuals similar to that included in the American Community Survey and Decennial Census of Population and Housing. Field Representative (FR) and interviewer characteristics as well as paradata collected during the American Community Survey and the Decennial Census of Population and Housing (including data obtained during recordings) are covered under SORN COMMERCE/Census–2, Performance Measurement Records.
13 U.S.C., Sections 6 (c), 141 and 193 and (18 U.S.C. 2510–2521).
The purpose of this system is to collect statistical information from respondents for the Decennial Census Program, which includes both the American Community Survey and the Decennial Census of Population and Housing using responses to questions in order to provide key social, housing, and economic data for the nation. The American Community Survey, the Decennial Census of Population and Housing, and pilot census and survey records also are maintained to conduct research and analysis with survey and administrative data for projects and to undertake methodological evaluations and enhancements by the U.S. Census Bureau improving data collection and quality control. Also, information collected by the Decennial Census of Population and Housing is used to provide official census transcripts of the results to the named person(s), their heirs, or legal representatives as described in the system of records notice, COMMERCE/CENSUS–6, Population Census Personal Service Records for 1910 and All Subsequent Decennial Censuses (this does not apply to the American Community Survey and pilot census or survey records).
The data will be used only for statistical purposes. No disclosures which permit the identification of individual respondents, and no determinations affecting individual respondents will be made.
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Records (including, but not limited to, sound and video files of survey and cognitive interviews, and pilot tests) are stored in a secure computerized system and on magnetic media; output data will be either electronic or paper copies (including transcripts of sound files). Paper copies or magnetic media are stored in a secure area within a locked drawer or cabinet. Datasets may be accessed only by authorized personnel. Control lists will be used to limit access to those employees with a need to know; rights will be granted based on job functions.
Information for the Decennial Census of Population and Housing and for the American Community Survey and their pilot tests may be retrieved by direct identifiers such as name and address. However, a limited number of sworn U.S. Census Bureau staff will be permitted to retrieve records containing direct identifiers (such as name or address) for authorized purposes. Staff producing final statistical products will have access only to data sets from which direct identifiers have been deleted and replaced by unique non-identifying codes internal to the U.S. Census Bureau.
The U.S. Census Bureau is committed to respecting respondent privacy and protecting confidentiality. Through the Data Stewardship Program, we have implemented management, operational, and technical controls and practices to ensure high-level data protection to respondents of our census and surveys. (1) An unauthorized browsing policy
American Community Survey, Decennial Census of Population and Housing, and pilot census or survey respondent data, including personally identifying data, are generally captured as images suitable for computer processing. Original paper data sources are destroyed, according to the disposal procedures for Title 13 records, after confirmation of successful electronic data capture and data transmission of the images to U.S. Census Bureau headquarters. For the American Community Survey, personally identifying data are scheduled for permanent retention (excluding sound and video files that are retained in accordance with the General Records Schedule and U.S. Census Bureau records control schedules that are approved by the National Archives and Records Administration (NARA).
For the Decennial Census of Population and Housing, a record of individual responses, including all names and other entries provided by the respondent, and all associated address and geographic information for each housing unit or person living in group quarters is scheduled for permanent retention (excluding sound and video files that are retained in accordance with the General Records Schedule and U.S. Census Bureau records control schedules that are approved by the NARA). Pilot and cognitive test data collections, data capture, and data processing records are destroyed within two years or when no longer needed for U. S. Census Bureau program or evaluation purposes, whichever is later. All records are retained in accordance with the General Records Schedule and U.S. Census Bureau records control schedules that are approved by the NARA (Title 44, U.S.C., Section 2108).
Associate Director for Decennial Census, U.S. Census Bureau, 4600 Silver Hill Road, Washington, DC 20233–8000.
Associate Director for 2020 Census, U.S. Census Bureau, 4600 Silver Hill Road, Washington, DC 20233–8000.
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Information in the Decennial Census of Population and Housing and the American Community Survey may come from administrative records from federal, states, counties, cities, or other units of government such as: The U.S. Department of Defense and the U.S. Office of Personal Management for enumeration of federally affiliated Americans overseas; tribal, State, and local governments for service-based enumeration of persons without permanent shelter and for address and road updates; the Federal Bureau of Prisons for inmate enumeration; the U.S. Postal Service for address updates; as well as the Departments of Agriculture, Education, Health and Human Services, Homeland Security, Housing and Urban Development, Labor, Treasury, Veterans Affairs, the Office of Personnel Management, the Social Security Administration, the Selective Service System, and the U.S. Postal Service. Comparable data may also be obtained from private persons and commercial sources.
Pursuant to 5 U.S.C. 552a (k)(4), this system of records is exempted from the otherwise applicable notification, access, and contest requirements of the