Privacy Impact Assessment DHS FEMA 007

Privacy Impact Assessment
for

NFIP Map Service Center
February 12, 2007
Contact Point
Claire Drury, FEMA COTR
Mitigation Division MT-RA-DD
Federal Emergency Management Agency
Reviewing Official
Hugo Teufel, III
Chief Privacy Officer
Department of Homeland Security
(571) 227-3813

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Abstract
The National Flood Insurance Program (NFIP) Map Service Center or MSC (formerly known as the
NFIP Information Exchange) exists to provide immediate access to flood map information for any
area in the United States to anyone needing map information. The NFIP Map Service Center is the
Federal Emergency Management Agency’s (FEMA) distribution center for the NFIP’s 100,000 Flood
Insurance Rate Maps, 12,000 flood studies, and other related material. A user may freely view the
entire map online or purchase a paper map, purchase a digital version of the map on compact disc,
or download the map from the website. It is the collection of personally identifiable information
associated with the collection of customer information that is the reason for and subject of this
privacy impact assessment (PIA).

Introduction
The National Flood Insurance Act established the National Flood Insurance Program (NFIP). FEMA is
responsible for administering the National Flood Insurance Program. This program underwrites
flood insurance for millions 1 of homeowners and businesses throughout the country. As part of
administering this program, FEMA develops Flood Insurance Rate Maps (FIRMS) that assess flood
risk. Use of these maps by insurance companies that write flood insurance policies 2 to determine
rates and hazards is required by the Act. 3 In addition, the maps are used by community officials to
develop ordinances and zoning determinations to help protect the public by reducing development
in flood prone areas.
The NFIP Map Service Center or MSC (formerly known as the NFIP Information Exchange) exists to
provide immediate access to flood map information for any area in the country to anyone needing
this information. The NFIP Map Service Center is FEMA’s distribution center for the NFIP’s 100,000
Flood Insurance Rate Maps, 12,000 flood studies, and other related material. A user may purchase a
paper map, privileges to freely view the entire map online, or a digital version of the map on
compact disc. It is the collection of personally identifiable information associated with the collection
of customer information that is the reason for and subject of this PIA.
Per the NFIP FEMA distributes paper and digital flood map products without charge to federal, state,
and municipal governments and FEMA contractors. FEMA charges all other users to recover the
reproduction and distribution costs for the NFIP flood map products. The Map Service Center
operates a physical warehouse of paper products and an online web site for viewing and printing of
flood maps and related products. The website also provides the ability to purchase the flood maps
and related products. To carry out these functions, the website collects limited customer
information. 4

1
http://bsa.nfipstat.com/reports/1011_200609.htm - September 30, 2006 - 5,363,981 flood insurance
policies in-force.
2
The Write Your Own (WYO) Program began in 1983 and is a cooperative undertaking of the insurance
industry and FEMA. The WYO Program allows participating property and casualty insurance companies to
write and service the Standard Flood Insurance Policy in their own names. These companies receive an expense
allowance for policies written and claims processed while the Federal Government retains responsibility for
underwriting losses. The WYO Programs operates as part of the NFIP, and is subject to its rules and regulations.
3Flood Insurance Act of 1968 as amended, 42 U.S.C. § 4100, et seq.
4http://msc.fema.gov

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To describe a typical transaction, initially a user will choose to purchase a map through the map
service center. Once the user determines he would like to purchase a map he is then required to
register on the website if he has not already. The registration process collects name, email address,
company name (optional), address, contact phone number, and business type. 5 Once registered
with the site the user will be linked directly to the Department of Treasury’s Pay.gov and will be
prompted to enter a credit card number, credit card expiration date, credit card type, and billing
address as well as shipping address, if applicable. 6 FEMA does not receive financial transaction
information; rather, Pay.gov conducts all financial transactions for the Map Service Center.
Pay.gov then returns to the NFIP Map Service Center the payment approval or denial information, the
last four digits of the credit card number, expiration date, and authorization code over an encrypted
web connection (HTTPS) to the Financial Account Management Inventory System (FAMIS). See
Figure 1, Data Flow. Order fulfillment is performed in FAMIS. The customer will then receive their
map in the mail, permission to download from the website, or a CD containing their digital map. 7
Primary NFIP Map Service Center operations are located in Elkridge, Maryland.

“Business type” categories are FEMA, FEMA Contractor, Federal Government, State Government, Local
Government, Appraiser, Insurance, Individual, Engineer, Lender, WYO, Real Estate, Builder/Developer,
Surveyor, Flood Determination, Title Company, Law Firm/Settlement Company, Architectural Firm, Consulting
Firm, Other.
6
Pay.gov is the electronic payment clearinghouse approved by the Department of Treasury. Customers log on
to the FEMA MSC Website at http://msc.fema.gov/ to purchase mapping products. During checkout customers
provide credit card payment information directly to Pay.gov over a secure connection.
7
The procedures for hard copy and electronic purchase differ slightly from electronic purchases. If a person
calls or writes and requests a map and wishes to place an order, the customer service representative enters the
same information directly into Pay.gov and converts the transaction into an electronic transaction. Paper orders
are retained for three months and are filed by date and order type, not by personal identifier.
5

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Figure 1 Logical Data Flow

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Section 1 – Questions About The Data And Its Purposes
1.1

What information is to be collected (e.g., nature and source)?

The personally identifying information collected for ordering FEMA’s Flood Insurance Rate Maps
includes: customer name, company name (optional), address, personal e-mail address, and home
phone number. Collected information is stored in FAMIS. Additional information is also stored,
including NFIP Map Service Center account number, NFIP Map Service Center order number, the last
four digits of credit card number, credit card authorization code, product requested, and appropriate
transaction status such as approved and/or denied. Customers’ full credit card information is not
stored and is processed only by Pay.gov.

1.2

Why is the information being collected? Is it relevant and necessary to the
purpose for which the system is being designed?

The information collected is relevant for the sole purpose of processing customer orders and requests
for conventional paper NFIP Flood Maps and digital map products and services. The information
collected is necessary for the purpose of receiving, filling, and shipping the orders received.

1.3

What is the intended use of the information?

The use of these records is for reference by the NFIP Map Service Center in processing customer
orders and inquiries regarding our maps and to permit online processing of purchase transactions.

1.4

What are the sources of the information in the system? Where and
how are you acquiring the information?

Personally identifiable information is provided directly by customers who purchase flood-related
map products or whose requests have been forwarded to the NFIP Map Service Center. 8
Customers provide the information via written, telephone and electronic (submitted on website)
orders. This data is stored in the secure FAMIS system.

1.5

How will the information be checked for accuracy?

Customer provided information is assumed to be accurate for order fulfillment because it is provided
to FEMA directly from the individual. Inaccurate home address information will result in orders
returned by the mail, shipping carrier, or rejected credit card purchase. In this event, the customer is
contacted via home telephone or personal email to obtain corrected information. Credit card
information is assumed to be accurate as given to Pay.gov by the individual. If credit card
information is inaccurate the transaction will be canceled or delayed. Overall, if accurate data is not
provided, the order cannot be processed and is cancelled from the system.

8

FEMA has several call centers that help coordinate communication and help information requests arrive in
their proper destination. The call centers do not collect personally identifiable information for Map Service
Center, but forward phone calls or emails regarding the purchase of maps to the Map Service Center.

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1.6

Will the system derive new data or create previously unavailable data
about an individual through aggregation from the information
collected?

No. The system will not derive new data or create data about individuals through aggregation of
information collected.

1.7

Will the newly derived data be placed on the individual’s record?

No, not applicable.

1.8

Can the system make new determinations about an individual that
would not be possible without the new data?

No, not applicable.

1.9

How will the newly derived data be verified for relevance and
accuracy?

Not applicable.

1.10

Are the data elements described in detail and documented? If yes,
what is the name of the document?

Yes. The data elements are described in detail and documented in the NFIP Map Service Center
System Security Plan. Also, refer to Section 1, question 1 for the types of data that are being collected
and the System of Records Notice (SORN, FEMA MIT-7, Flood Map Customer Records) which is
attached as Appendix B.

Section 2 – Questions About Redress
2.1

What opportunities do individuals have to decline to provide
information?

Purchasing of maps is purely voluntary and without giving personally identifying information a
customer’s order cannot be fulfilled.

2.2

What opportunities do individuals have to consent to particular uses
of the information?

Under the FEMA NFIP Map Service Center Privacy Policy (Appendix A, and also at
http://www.fema.gov/help/privacy_msc.shtm), individuals consent to the specific intended use of
this information by the NFIP Map Service Center for the purpose of processing and filling their orders
for NFIP map products and services by providing their names, home addresses, home phone
numbers, personal e-mail addresses, and credit card information. Without this information, orders
cannot be processed. The NFIP Map Service Center does not share any data or information with any

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outside sources other than the limited information shared with pay.gov for processing. The
collection of personally identifying information is used solely for the purpose of fulfilling orders.

2.3

How do individuals grant consent concerning how their information
will be used or shared?

Customers voluntarily provide their personal data in order to purchase NFIP maps. Customers are
informed of the voluntary consent for the NFIP Map Service Center’s limited use of their customer
information by the terms of the NFIP Map Service Center Privacy Policy.

2.4

What are the procedures for individuals to gain access to their own
information?

Web users can view or update their personal data such as their home address or home phone number
by logging into the website using their unique user ID and password combination which they
established at registration. This procedure prevents unauthorized access to other customers data
stored in the system. All non-web users can update their personally identifiable information by
telephone to the NFIP Map Service Center Customer Service Center; again the customer must provide
the Customer Service Center representative with their unique MSC account number.
A request for access to records in this system may also be made in writing to the System Manager,
identified in Section 4.1(d) of this PIA, in conformance with 6 CFR part 5, subpart B and 44 CFR part
6, which provides the rules for requesting access to Privacy Act records.

2.5

What are the procedures for correcting erroneous information?

Once a profile is created, users can view or update their personal data such as their home address or
home phone number by logging into the website using a unique user ID and password combination.
This prevents unauthorized access to other customer’s data stored in the system. If calling the NFIP
Map Service Center Customer Service, the customer must provide the Customer Service Center
representative with their unique MSC account number.
Also a request for correcting erroneous information may be made in writing to the System Manager,
identified in Section 4 - 1. d. in conformance with 6 CFR part 5, subpart B and 44 CFR part 6, which
provides the rules for requesting access to Privacy Act records.

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Section 3 – Questions About Access To The Data
3.1

Who will have access to the data in the system (Users, Managers,
System Administrators, Developers, Others) and is it documented?

All access to data is defined by each user’s need and use of the data. All access to data is controlled by
role based access controls defined by user profiles. All changes in the system including those made to
personally identifiable information stored in the system are logged in the system and can be tracked
to the specific user ID.
NFIP Map Service Center customers (private individuals ordering items from the web site) using a
unique user ID and password combination, have access only to their own personally identifiable data
for the sole purpose of updating or revising their own personal information.
Non-web customers have access to their data through NFIP Map Service Center Customer Service
Representatives.
NFIP Map Service Center Customer Service Representatives have access to customer data as required
for processing written, phone, or fax orders placed by customers and providing customer service on
a need to know basis.
The NFIP Map Service Center IT staff (system administrators) has limited access to personally
identifiable information data as required for the development, operation, and troubleshooting
problems of NFIP Map Service Center computer systems and networks.
Access is controlled and documented in the NFIP Map Service Center System Security Plan.

3.2

How will access to the data by a user be determined?

The NFIP Map Service Center Program Manager authorizes all users’ access roles only to the extent
necessary for each individual to perform their official duties. The NFIP Map Service Center System
Security Plan as well as job descriptions and duties determine which role will be assigned to an
individual.

3.3

Are criteria, procedures, controls, and responsibilities regarding
access documented?

Yes, technical, operational, and management controls are in place per the NFIP Map Service Center
System Security Plan, allowing authorized users access only to the data necessary based on user’s roles
and their required use of data.

3.4

Will users have role-based access to data on the system limiting them
to some but not all of the data?

Yes. NFIP Map Service Center website customers are limited to the NFIP Map Service Center and the
FEMA Map Store websites, and to only their own data. Customers access the FEMA Map Store site as
a guest or as a registered user. In either case, access is limited to general information pages and

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forms used to register or order maps. Registered users must login using a login ID and password. If
a user forgets a password, then the system will generate a new one and e-mail it to the user’s
registered e-mail address after they correctly answer a challenge question. No one except the user
can modify any registration data, including the password and the challenge question. The details of
role-based access have already been addressed in Section 3, question 1.
Employee or contractor role based access is determined through the NFIP Map Service Center System
Security Plan (see 3.2 and 3.3).

3.5

What controls are in place to prevent the misuse (e.g. browsing,
expired privileges, etc.) of data by those having access?

Technical, operational, and management controls are in place and enforced in accordance with the
NFIP Map Service Center System Security Plan allowing authorized users access only to the personal
data necessary for each user’s official role and their required use of data. NFIP Map Service Center
Customer Service Representatives are allowed to modify data as specifically requested by the
customer/user in order to perform their role in fulfilling customer orders. Systems Administrators
are only allowed access to the data for system backup and to troubleshoot any system issues.
Operational Controls:
NFIP Map Service Center customers who place phone orders can obtain and request changes to their
personal information via phone to an NFIP Map Service Center Customer Service Representative. The
customer must provide his unique account ID as authentication for changes to their data. All changes
in the system including those made to personally identifiable information stored in the system are
logged in the system and can be tracked to the specific user ID.
Technical Controls:
All access to data is defined by the users need and use of the data. All access to data is controlled by
role based access controls (RBAC) defined by user profiles.
Access to customer data by NFIP Map Service Center staff is controlled through use of a unique user
ID and password combination. Strong passwords are required and ensured by system and application
controls. User passwords must be changed on a regular basis.
Access to the NFIP Map Service Center facility is controlled via card key. All access to the NFIP Map
Service Center facility is logged. Physical access to the systems containing the data is controlled by
card key entry for authorized personnel. Logical access is password controlled based on each user’s
official role.
The computerized records and paper records are stored in secured areas that are accessible only to
employees who require the information in performing their official duties. Paper documents are
stored either in locked file cabinets within locked rooms or in otherwise secured areas. All personnel
with access to records are screened, cleared, and trained on the use of these system safeguards.

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Management Controls:
Regular reviews of NFIP Map Service Center security systems and procedures are preformed, ensuring
that appropriate levels of security are maintained.
NFIP Map Service Center staff is required to take security classes and successfully demonstrate their
understanding of security requirements, procedures and rules of behavior before access to NFIP Map
Service Center systems is granted. Annual reviews and testing of security is also required for NFIP
Map Service Center staff.

3.6

Do other systems share data or have access to data in this system? If
yes, explain. Include a discussion of who will be responsible for
protecting the privacy rights of individuals affected by the interface?

Release of any requested data would require the specific review and approval by the FEMA Office of
Chief Counsel and the Systems Manager in accordance with the Routine Uses of the SORN, FEMA
MIT-7, Flood Map Customer Records (Appendix B). FEMA does not collect credit card information;
credit card information is sent directly to Pay.gov.

3.7

Will other agencies share data or have access to data in this system
(International, Federal, State, Local, Other)?

Yes, the U.S. Department of Treasury, for the very limited purpose of verifying the validity of credit
cards used to pay for maps. As described in our response to question 3.6 above, purchasing
transactions require that individual customer name, home address, credit card number, expiration
date, and NFIP Map Service Center order number is transmitted to a credit card clearinghouse over an
encrypted HTTPS Internet channel during the credit card payment process. The credit card
clearinghouse is the electronic payments service provider sponsored by the U.S. Department of
Treasury. The credit card clearinghouse provides real-time credit card authorization and accepts
credit card collections on behalf of Federal agencies. The credit card clearinghouse does not have
access to any data or records stored NFIP Map Service Center systems.
No other outside interface to the system exists and access to the system would not be permitted.

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3.8

How will the data be used by these other agencies?

As already described in questions 3.6 and 3.7 above, individual customer name, home address, credit
card number, expiration date, and NFIP Map Service Center order number is transmitted to a credit
card clearinghouse over an encrypted web connection (HTTPS) during the credit card payment
process for verifying credit card account information. This information is provided solely and
specifically for real-time credit card authorization and credit card collections on behalf of the NFIP
Map Service Center order processing.

3.9

Who is responsible for assuring proper use of the data by other
agencies?

FEMA Office of General Counsel and the Systems Manager - Claire Drury, FEMA COTR - Mitigation
Division -MT-RA-DD Federal Emergency Management Agency 202-646-2884

3.10

How will the system ensure that other agencies only get the
information they are entitled to?

The transmission of data is only sent to the credit card clearinghouse solely and specifically for realtime credit card authorization and credit card collections on behalf of the NFIP Map Service Center
order processing. The customers name, home address, credit card number, credit card expiration
date, order amount, and NFIP Map Service Center order ID number are sent encrypted and
authenticated to the clearinghouse. The credit card clearinghouse does not have access to any data or
records stored in NFIP Map Service Center systems.

Section 4 – Questions About Maintenance Of Administrative
Controls
4.1

Are the data secured consistent with agency requirements under the
Federal Information Security Management Act? Specifically:
a. Affirm that the agency is following IT security requirements and
procedures required by federal law and policy to ensure that
information is appropriately secured;

Yes, the NFIP Map Service Center follows FISMA guidelines including documented Continuity Plans,
mandatory Security Awareness Training for all users, incident detection, reporting and response, and
annual review of system security with reporting to OMB. Security technologies comply with the
following relevant DHS, National Institute of Standards and Technologies (NIST), Office of
Management and Budget (OMB), and FEMA security guidance including:
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Public Law 107-296, Homeland Security Act of 2002, Title X, Federal Information Security
Management Act (FISMA) of 2002, November 25, 2002.
Homeland Security Presidential Directive 7 (HSPD-7), Directive on Critical Infrastructure
Identification, Prioritization, and Protection, December 17,2003
Office of Management and Budget (OMB) Circular A-130, Management of Federal Information
Resources.

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Public Law 104-106, Clinger-Cohen Act of 1996 [formerly, Information Technology
Management Reform Act (ITMRA)], February 10, 1996.
Privacy Act of 1974, as Amended. 5 United States Code (U.S.C.) § 552a, Public Law 93579, Washington, DC, July 14, 1987.
Executive Order (E.O.) 13231, Critical Infrastructure Protection in the Information Age,
October 16, 2001.
5 Code of Federal Regulations (CFR) § 2635, Office of Government Ethics, Standards of Ethical
Conduct for Employees of the Executive Branch.
Department of State 12 Foreign Affairs Manual (FAM) 600, Information Security Technology, June
22, 2000.
Federal Preparedness Circular (FPC) 65, Federal Executive Branch Continuity of Operations, July 1999.
DHS Management Directive 4300A, Sensitive Systems Policy Publication.
DHS Management Directive 4300A, Sensitive Systems Handbook for DHS.
Federal Information Processing Standards (FIPS) Publication 199, Standards for Security
Categorizations of Federal Information and Information Systems, December 2003
NIST SP 800-18, Guidelines for Developing Security Plans for Information Technology
Systems, December 1998
NIST SP 800-26, Security Self-Assessment Guide for Information Technology Systems, November 2001.
NIST SP 800-30, Risk Management Guide for Information Technology Systems, July 2002.
NIST SP 800-34, Contingency Planning Guide for Information Technology Systems, June 2002.
NIST SP 800-37, Guide for the Security Certifications and Accreditations of Federal
Information Systems, May 2004.

b. Acknowledge that the agency has conducted a risk assessment,
identified appropriate security controls to protect against that
risk, and implemented those controls;
FEMA has conducted a risk assessment and a documented System Security Plan. FEMA reviewed the
NFIP Map Service Center security and policies and found them to be appropriate given the MSC level
of acceptable risk. The NFIP Map Service Center received its first Certification and Accreditation
(C&A) in June, 2003 with Authority to Operate (ATO) until August 2006. Map Service Center was
recertified and accredited in 2006 with a new ATO issued on September 9, 2006.

c. Describe the monitoring/testing/evaluating on a regular basis to
ensure that controls continue to work properly, safeguarding
the information,
Monitoring/testing/evaluating is performed on a regular basis to include: Annual Self-Assessments
are performed on system security per NIST SP 800-26 Security Self-Assessment Guide for Information Technology
Systems, and System logs and Intrusion Detection Systems are reviewed daily by Systems
Administrators.

d. Provide a point of contact for any additional questions from
users.
Claire Drury, FEMA COTR
Mitigation Division -MT-RA-DD
Federal Emergency Management Agency

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500 C Street SW
Washington, DC 20472
202-646-2884

4.2

If the system is operated in more than one site, how will consistent
use of the system and data be maintained in all sites?

A secondary site is used for data replication for the purposes of the IT Contingency Plan. All physical
and logical access to this site is equal to the primary site described above.

4.3

What are the retention periods of data in the system?

Consistent with our SORN, the personal information stored on paper is retained for three months
after it is input into our electronic database. All personal information stored in the database is
retained for six years and three months after the last log-in to the website occurs which is consistent
with the National Archives and Records Administration’s (NARA’s) records retention schedule.

4.4

What are the procedures for expunging the data at the end of the
retention period and are these procedures documented?

All records are disposed of consistent with NARA’s records retention schedule and as documented in
our SORN, after 6 years and three months.

4.5

Will the system provide the capability to monitor individuals or groups
of individuals? If yes, explain.

No, the system does not provide the capability to monitor individuals or groups of individuals
because the system is used solely for the purpose of maintaining order information of NFIP maps
only.

4.6

What controls are in place to prevent unauthorized monitoring of
individuals or groups of individuals?

The system is not a surveillance system and has no necessity to monitor individuals or groups of
individuals. However, security controls are in place to prevent misuse of data or inappropriate access
to data (see Section 3)

4.7

Under which Systems of Record Notice (SORN) does the system
operate? Provide Number and Name.

The title of the system of records is Flood Map Customer Records, FEMA/MIT-7. The SORN was
published in the Federal Register on June 8, 2001. (reference: System of Records Notice (SORN) published on
June 8, 2001 (Federal Register/Vol. 66, No. 111). It is attached at Appendix B.

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Section 5 – Decision Analysis
5.1

Did you evaluate competing technologies on their privacy handling
capabilities? If yes, explain.

No. Industry standard protocols (HTTPS) were the only option available for a system open to the
public for the purpose of ordering NFIP maps. The credit card clearinghouse was the only FEMA
approved system for credit card processing and authorization during 2001 when the system was
created.

5.2

Were any changes made to system architectures, hardware, software,
or implementation plans as a result of doing a PIA? If yes, explain.

Yes, provisions for insuring the privacy of the individual’s personally identifiable information
provided by NFIP Map Service Center customers have been addressed from the inception of this
project. However, we have found that this system review process in performing the Privacy Impact
Assessment has been useful in identifying potential areas where we might improve the handling of
personally identifiable information. As an example, we now only store the last four digits of the
customer’s credit card number rather than the entire number. Retaining the full account number was
determined to be an unnecessary collection. Additionally, Pay.gov conducts transactions using the
full credit card. Because Pay.gov is an authorized payment clearinghouse, MSC does not handle credit
information, thereby eliminating a privacy risk.
Technical and operational controls protecting the customer data include data encryption, sender and
receiver authentication, firewalls, and controlled physical access to all computer systems and
networks. Management controls are also in place allowing authorized users access only to the data
necessary based on user’s roles and their required use of data. Figure 1 shows the logical flow of data.

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Approval Signature Page

________________________________
Hugo Teufel III
Chief Privacy Officer
Department of Homeland Security

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Appendix A
FEMA MSC Privacy Policy
Introduction
This World Wide Web (WWW) site is provided as a public service by the Federal Emergency Management
Agency Map Service Center, (FEMA MSC).
Information presented on this WWW site is considered public information and may be distributed or copied.
Use of appropriate byline/photo/image credits is requested.
Information collected and stored automatically
The information we learn about you from your visit to our website depends upon what functions you perform
when visiting our site.
For site management, information is collected for statistical purposes. This government computer system uses
software programs to create summary statistics, which are used for such purposes as assessing what
information is of most and least interest, determining technical design specifications, and identifying system
performance or problem areas.
If you do nothing during your visit but browse through the website, read pages, or download information, we
will gather and store certain information about your visit automatically. This information does not identify you
personally. We automatically collect and store the following information about your visit:
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The Internet domain (for example, "xcompany.com" if you use a private Internet access account, or
"yourschool.edu" if you connect from a university's domain) and IP address (an IP address is a
number that is automatically assigned to your computer whenever you are surfing the Web) from
which you access our website
The type of browser and operating system used to access our site
The date and time you access our site
The pages you visit
The geographic location (country) visited from
If you linked to the MSC website from another website, the address of that website

We use this information to help us make our site more useful to visitors -- to learn about the number of
visitors to our site and the types of technology our visitors use. We do not track or record information about
individuals and their visits unless you register on the MSC web site.
In addition, if you register and create a user account on the MSC web site, we will gather and store certain
personal information provided by you. The following required information is collected:
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A unique login user name
Your email address
First and last name
Address
Daytime phone number
Type of business
Purchasing products from the MSC site may require specific credit card information

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We reveal and store only the last four digits of your credit card numbers when confirming an order. We
encrypt and transmit the entire credit card number to the Pay.Gov, a service provided by the United States
Department of Treasury during order processing.
We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL)
software, which encrypts information you input.
Personal information provided by you while on the MSC web site will be used only for transacting business
between you and the FEMA Map Service Center. Your personal information will not be sold.
Cookies
The MSC uses cookies on its websites solely to allow complex, software user-driven applications to function
correctly. For example, MSC's online ordering services publications allow users to shop through online catalogs.
The MSC server sends a "cookie" back to the user's computer containing only a “session id” whenever you
access the site. This information may be retained by your browser until your session expires or your browser is
closed. MSC's use of cookie technology is not otherwise designed, intended or used to collect, store, or analyze
information pertaining to Internet users.
Security and Intrusion Detection
Unauthorized attempts to defeat or circumvent security features, to use the system for other than intended
purposes, to deny service to authorized users, to access, obtain, alter, damage or destroy information, or
otherwise to interfere with the system or its operation is prohibited. Evidence of such acts may be disclosed to
law enforcement authorities and result in criminal prosecution under the Computer Fraud and Abuse Act of
1986 and the National Information Infrastructure Protection Act of 1996 (Pub. L. 104-294), (18 U.S.C. 1030),
or other applicable criminal laws.
For site security purposes and to ensure that this service remains available to all users, this government
computer system employs software programs to monitor host and network traffic to identify unauthorized
attempts to upload or change information or otherwise cause damage.
Except for authorized law enforcement investigations, no other attempts are made to identify individual users
or their usage habits. Raw data logs are used for no other purposes and are scheduled for regular destruction in
accordance with National Archives and Records Administration guidelines.
Unauthorized attempts to upload information or change information on this service are strictly prohibited and
may be punishable under the Computer Fraud and Abuse Act of 1986 and the National Information
Infrastructure Protection Act.

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Appendix B

MSC System of Records Notice
Privacy Act of 1974: Flood Map Customer Records
AGENCY: Federal Emergency Management Agency (FEMA)
ACTION: Notice of a new system of records
SUMMARY: In accordance with the Privacy Act of 1974 (5 U.S.C. 552a), we (FEMA) give notice
that we are establishing a new system of records under the authority of the Flood Insurance Act of
1968 as amended, 42 U.S.C. § 4100, et seq. That Act established the National Flood Insurance
Program (NFIP), a critical component of which is the identification and mapping of the nation's
floodplains to provide the data necessary for community floodplain management programs and to
actuarially rate flood insurance. Pursuant to statute, we distribute conventional and digital flood map
products without charge to federal, state and municipal governments. We charge all other users for
our products and services. This system of records will enable us, through the NFIP Flood Map Store,
to fill written, telephonic and electronic orders from these users for the various map products; to
cumulate and retrieve their order information; and to disseminate new product information to them.
FOR FURTHER INFORMATION CONTACT: Eileen Leshan, FOIA/Privacy Act Specialist, Federal
Emergency Management Agency, Room 840, 500 C Street, SW,
Washington, DC 20472, (telephone) (202)-646-4115, (telefax) (202)-646-4536, or
(email)[email protected].
SUPPLEMENTARY INFORMATION:
We published a notice of Fee Schedule for Processing Requests for Map Changes, for Flood Insurance
Study Backup Data, and for National Flood Insurance Program Map and Insurance Products on May 3,
2000, 65 Fed. Reg. 25726.
The new systems of records report, required by 5 U.S.C. 552a(r), is being simultaneously submitted
to the Committee on Government Operations of the House of Representatives, the Committee on
Governmental Affairs of the Senate, and the Office of Management and Budget, pursuant to Appendix
1 to OMB Circular A-130.
Accordingly, we add FEMA/MIT-7 of the FEMA Privacy Act systems of records to read as follows:
SYSTEM NAME: FEMA/MIT-7, Flood Map Customer Records
SECURITY CLASSIFICATION: Unclassified
SYSTEM LOCATION: Offices of the map sales servicing agent under contract with the Federal
Emergency Management Agency, Washington, DC 20472.

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CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who purchase flood-related map products or whose requests have been forwarded to the
map sales servicing contractor. The system also contains records concerning individuals in their
entrepreneurial capacity, corporations and other business entities whose records are not subject to the
Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Electronic database contains name, address, phone number, credit card number and expiration date,
account number, order number, product requested and appropriate accounting entries. Information
from paper orders is entered into database and paper orders are destroyed after three months.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The National Flood Insurance Act of 1968, as amended, and the Flood Disaster Protection Act of
1973, as amended, 42 U.S.C. § 4001 et seq., 5 U.S.C § 301, Reorganization Plan No. 3 of 1978 and
E.O. 12127.
PURPOSE:
The primary use of the records is for reference by the map sales servicing contractor in processing
customer inquiries, orders and complaints. The contractor must comply with the requirements of
the Privacy Act of 1974, as amended, 5 U.S.C. § 552a.
ROUTINE USE OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF
USERS AND THE PURPOSES OF SUCH USES:
In addition to use of the records by a contractor engaged to assist the Agency in performing a
contract service related to this system of records and who requires access to the records in order to
perform the activity, disclosure of records outside FEMA or the map sales contractor may be made to:
(1) The U.S. Department of Justice or a court or adjudicative body when (a) the United States,
FEMA, a component of FEMA, the map sales servicing contractor or, when represented by the
Government, an employee of FEMA is a party to litigation or anticipated litigation or has an interest
in such litigation, and (b) FEMA determines that the disclosure is relevant or necessary to the
litigation and is compatible with the purpose for which the records were compiled;
(2) An appropriate Federal, State, local or foreign agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, regulation, rule or order, where FEMA becomes aware of an
indication of a violation or potential violation of civil or criminal law or regulation;
(3) A Congressional office when disclosure from the record of an individual is necessary to respond
to an inquiry the individual has made to the Congressional office;
(4) To the National Archives and Records Administration for the purpose of conducting records
management studies under the authority of 44 U.S.C. 2904 and 2906.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:

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Disclosures under 5 U.S.C. §552a(b)(12): Disclosures may be made from this system to a "consumer
reporting agency" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal
Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Storage
Records in this system are temporarily stored in a database (i.e., on computer hard drives and
computer disks) and subsequently archived in magnetic media. Paper printouts of these data may be
made as necessary. Paper copies of customer orders are stored in manual files and destroyed after
three months.
Retrievability
Retrievable by name of organization, individual, account number, or order number.
Safeguards
Records are maintained by the FEMA map sales servicing contractor in areas occupied by contractor
personnel during working hours with the building locked and secured by alarm during off hours. In
addition, the risk of unauthorized access to or disclosure of personal data in the proposed system is
minimized through the use of passwords and security profiles and permissions to enter the computer
system in which data are maintained. The computerized records and paper records are stored in
secured areas that are accessible only to employees who require the information in performing their
official duties. Paper documents are stored either in lockable file cabinets within locked rooms or in
otherwise secured areas. All personnel with access to records are screened, cleared, and trained.
Retention and Disposal
Records are retained and disposed of in accordance with the retention and disposition schedules set
forth in FEMA Manual 5400 (August 1989), "Records Management: Disposition, Retention and Files
Plan." Means of disposal are appropriate to the storage medium (e.g., erasure of disks, shredding of
paper records, etc.).
SYSTEM MANAGER AND ADDRESS:
Project Officer, Map Service Center, Technical Services Division, Mitigation Directorate, Federal
Emergency Management Agency, Washington, DC 20472.
NOTIFICATION AND RECORDS ACCESS PROCEDURES:
Inquires should be addressed to the System Manager following procedures set forth at 44 C.F.R. Part
6, Subpart C.
CONTESTING RECORDS PROCEDURE:

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A petition for amendment should be addressed to the System Manager and must meet the content
requirements set forth at 44 C.F.R. Part 6, Subpart D.
RECORD SOURCE CATEGORIES:
Customers on whom record(s) are maintained.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT.
None.