U.S. DEPARTMENT OF
HOUSING AND URBAN DEVELOPMENT
PRIVACY THRESHOLD ANALYSIS (PTA)
Resident Opportunity & Self-Sufficiency (ROSS) Program
Office of Public Housing Investments
Instruction & Template
October 10, 2019
PRIVACY THRESHOLD ANALYSIS (PTA)
The PTA is a compliance form developed by the Privacy Branch to identify the use of Personally Identifiable Information (PII) across the Department. The PTA is the first step in the PII verification process, which focuses on these areas of inquiry:
Purpose for the information,
Type of information,
Sensitivity of the information,
Use of the information,
And the risk to the information.
Please use the attached form to determine whether a Privacy Impact Assessment (PIA) is required under the E-Government Act of 2002 or a System of Record Notice (SORN) is required under the Privacy Act of 1974, as amended.
Please complete this form and send it to your program Privacy Liaison Officer (PLO). If you have no program Privacy Liaison Officer, please send the PTA to the HUD Privacy Branch:
John Bravacos, Senior Agency Official for Privacy (SAOP)
U.S. Department of Housing and Urban Development
Upon receipt from your program PLO, the HUD Privacy Branch will review this form. If a PIA or SORN is required, the HUD Privacy Branch will send you a copy of the PIA and SORN templates to complete and return.
PRIVACY THRESHOLD ANALYSIS (PTA)
Summary Information
Project or Program Name: |
Resident Opportunity & Self-Sufficiency Program |
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Program: |
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CSAM Name (if applicable): |
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CSAM Number (if applicable): |
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Type of Project or Program: |
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Project or program status: |
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Date first developed: |
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Pilot launch date: |
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Date of last PTA update: |
Click here to enter a date. |
Pilot end date: |
Click here to enter a date. |
ATO Status (if applicable) |
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ATO expiration date (if applicable): |
Click here to enter a date. |
PROJECT OR PROGRAM MANAGER
Name: |
Tremayne Youmans |
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Office: |
Office of Public Housing Investments |
Title: |
Program Manager |
Phone: |
202-402-6621 |
Email: |
INFORMATION SYSTEM SECURITY OFFICER (ISSO) (if applicable)
Name: |
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Phone: |
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Email: |
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Specific PTA Questions
1. Reason for submitting the PTA: |
This is an updated IPA for HUD’s Resident & Opportunity Self-Sufficiency (ROSS) Program, which is set to expire on August 31, 2020. There are no changes from the previously approved collection.
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If you are using these technologies and want coverage under the respective PIA for that technology, please stop here and contact the HUD Privacy Branch for further guidance.
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Social Media Web portal2 (e.g., SharePoint) Contact Lists Public website (e.g. A website operated by HUD, contractor, or other organization on behalf of the HUD None of these |
Please check all that apply. |
This program collects no personally identifiable information3 Members of the public HUD employees/contractors (list programs): Contractors working on behalf of HUD Employees of other federal agencies Other (e.g. business entity) |
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Please
provide a specific description of information collected,
generated, or retained (such as full names, maiden name,
mother’s maiden name, alias, social security number,
passport number, driver’s license number, taxpayer
identification number, patient identification number, financial
account, credit card number, street , internet protocol, media
access control, telephone number, mobile number, business
number, photograph image, x-rays, fingerprints, biometric image,
template date(e.g. retain scan, well-defined group of
people),vehicle registration number, title number and
information about an induvial that is linked or linkable to one
of the above (e.g. date of date, place of birth, race, religion,
weight, activities, geographical indictors, employment
information, medial information, education information,
financial information) and etc.
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4(a) Does the project, program, or system retrieve information from the system about a U.S. Citizen or lawfully admitted permanent resident aliens by a personal identifier? |
No. Please continue to next question. Yes. If yes, please list all personal identifiers used: |
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4(b) Does the project, program, or system have an existing System of Records Notice (SORN) that has already been published in the Federal Register that covers the information collected? |
No. Please continue to next question. Yes. If yes, provide the system name and number, and the Federal Register citation(s) for the most recent complete notice and any subsequent notices reflecting amendment to the system |
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4(c)Has the project, program, or system undergone any significant changes since the SORN? |
No. Please continue to next question. Yes. If yes, please describe. |
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4(d) Does the project, program, or system use Social Security Numbers (SSN)? |
No. Yes. |
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4(e) If yes, please provide the specific legal authority and purpose for the collection of SSNs: |
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4(f) If yes, please describe the uses of the SSNs within the project, program, or system: |
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4(g) If this project, program, or system is an information technology/system, does it relate solely to infrastructure?
For example, is the system a Local Area Network (LAN) or Wide Area Network (WAN)? |
No. Please continue to next question. Yes. If a log kept of communication traffic, please answer this question. |
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4(h) If header or payload data4 is stored in the communication traffic log, please detail the data elements stored. |
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No. Yes. If yes, please list: Click here to enter text. |
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No. Yes. If yes, please list: Click here to enter text. |
6(a) Is this external sharing pursuant to new or existing information sharing access agreement (MOU, MOA, etc.)?
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Please describe applicable information sharing governance in place:
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7. Does the project, program, or system provide role-based training for personnel who have access in addition to annual privacy training required of all HUD personnel?
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No. Yes. If yes, please list: |
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No. What steps will be taken to develop and maintain the accounting: Yes. In what format is the accounting maintained: |
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Unknown. No. Yes. Please indicate the determinations for each of the following: Confidentiality: Low Moderate High
Integrity: Low Moderate High
Availability: Low Moderate High |
PRIVACY THRESHOLD ANALYSIS REVIEW
(To be Completed by PROGRAM PLO)
Program Privacy Liaison Reviewer: |
Arlette Mussington |
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Date submitted to Program Privacy Office: |
N/A |
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Date submitted to HUD Privacy Branch: |
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Program Privacy Liaison Officer Recommendation: Please include recommendation below, including what new privacy compliance documentation is needed. |
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This PTA will suffice, however; if there are any changes, an update will be required.
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(To be Completed by the HUD Privacy Branch)
HUD Privacy Branch Reviewer: |
Click here to enter text. |
Date approved by HUD Privacy Branch: |
Click here to enter a date. |
PTA Expiration Date: |
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DESIGNATION
Privacy Sensitive System: |
If “no” PTA adjudication is complete. |
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Category of System: |
If “other” is selected, please describe: Click here to enter text. |
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Determination: PTA sufficient at this time. Privacy compliance documentation determination in progress. New information sharing arrangement is required. HUD Policy for Computer-Readable Extracts Containing Sensitive PII applies. Privacy Act Statement required. Privacy Impact Assessment (PIA) required. System of Records Notice (SORN) required. Paperwork Reduction Act (PRA) Clearance may be required. Contact your program PRA Officer. A Records Schedule may be required. Contact your program Records Officer. |
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PIA: |
If covered by existing PIA, please list: Click here to enter text. |
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SORN: |
If covered by existing SORN, please list: Click here to enter text. |
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HUD Privacy Branch Comments: Please describe rationale for privacy compliance determination above. |
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DOCUMENT ENDORSMENT
DATE REVIEWED: |
PRIVACY REVIEWING OFFICIALS NAME: |
By signing below, you attest that the content captured in this document is accurate and complete and meet the requirements of applicable federal regulations and HUD internal policies.
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SYSTEM OWNER << INSERT NAME/TITLE>> |
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Date |
<<INSERT PROGRAM OFFICE>> |
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CHIEF PRIVACY OFFICER <<INSERT NAME/TITLE>> |
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OFFICE OF ADMINISTRATION |
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2 Informational and collaboration-based portals in operation at HUD and its programs that collect, use, maintain, and share limited personally identifiable information (PII) about individuals who are “members” of the portal or “potential members” who seek to gain access to the portal.
3 HUD defines personal information as “Personally Identifiable Information” or PII, which is any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual, regardless of whether the individual is a U.S. citizen, lawful permanent resident, visitor to the U.S., or employee or contractor to the Department. “Sensitive PII” is PII, which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. For the purposes of this PTA, SPII and PII are treated the same.
4 Header: Information that is placed before the actual data. The header normally contains a small number of bytes of control information, which is used to communicate important facts about the data that the message contains and how it is to be interpreted and used. It serves as the communication and control link between protocol elements on different devices.
Payload data: The actual data to be transmitted, often called the payload of the message (metaphorically borrowing a term from the space industry!) Most messages contain some data of one form or another, but some actually contain none: they are used only for control and communication purposes. For example, these may be used to set up or terminate a logical connection before data is sent.
5 FIPS 199 is the Federal Information Processing Standard Publication 199, Standards for Security Categorization of Federal Information and Information Systems and is used to establish security categories of information systems.
File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
File Title | DHS PRIVACY OFFICE |
Author | marilyn.powell |
File Modified | 0000-00-00 |
File Created | 2021-03-22 |