Privacy Impact Assessment

Status: Original and derived artifacts are available for this document.

Download: pdf

PTA / PIA: CDC - OCIO ISB INFR SVCS - National Environmental Public Health Tracking Network - QTR1 - 2026 - CDC8868875
Created Date: 3/12/2026 9:56 AM Last Updated: 9/24/2026 8:04 AM

General Information
PTA / PIA Name: CDC - OCIO ISB INFR SVCS - National Environmental
Public Health Tracking Network - QTR1 - 2026 CDC8868875

PTA / PIA ID:

8868875

Component
Name:

Component
Acronym:

OCIO ISB INFR SVCS

ATO Boundary
Name:

OCIO ISB Infrastructure Services

OCIO ISB Infrastructure Services

Is this for a sub- Yes
component?:

Sub-Component
Software Name

National Environmental Public Health Tracking Network
Overall Status:

Complete

# of Days Open:

77

Submitter:

HAZELL, John

Submit Date:

5/6/2026

Next
Assessment
Date:

05/28/2029

Expiration Date: 5/28/2029

Office:

OD

OpDiv:

CDC

Security
Categorization:

High

PIA Required:

Yes

Make PIA
available to
Public?:

No

General 01:

Identify the Enterprise Performance Lifecycle Phase of the system.

Operations and Maintenance

General 02:

Is this a FISMA-Reportable system?

Yes

General 03:

Does the system have or is it covered by a Security Authorization to
Operate (ATO)?

Yes

General 04:
ATO Date or Planned ATO Date.
General 05:

Is the system or electronic information collection, agency or contractor
operated?

History Log:

View History Log

Agency

Privacy Threshold Analysis
Privacy Threshold Analysis
PTA 01:

Point of Contact (POC) Name

Patrick Wall

PTA 01A:

POC Title and Organization

Computer Scientist.
ONDIEH/NCEH/DEHHE/EHTB

PTA 01B:

POC Email Address

[email protected]

PTA 01C:

POC Phone Number

770-488-3819

PTA 02:

Indicate the following reason(s) for this PTA. Choose from the following
options.

PIA Validation (PIA Refresh)

PTA 02A:

Describe in further detail any changes to the system that have occurred
since the last PIA.

No changes to the system after last PIA.

PTA 03:

Is the data contained in the system owned by the agency or contractor?

Agency

PTA 04:

Please give a brief overview of the purpose of the system by describing
what the functions of the system are and how the system carries out
those functions in support of HHS.

National Environmental Public Health Tracking
Network (NEPHTN) is a web-based Analysis
Information System that provides a “one-stop”
resource for identifying data specifically related to
understanding environmental-health interactions.
NEPHTN supplements and leverages the work
others have done to add to and enhance the
knowledge base of environmental contributions to
health outcomes. NEPHTN provides the means to
identify, access, and organize hazard, exposure,
and health data from these various sources. Topics
for NEPHTN analysis include: Air Quality, Asthma,
Birth Defects, Cancer, Carbon Monoxide Poisoning,
Childhood Lead Poisoning, Climate Change,
Pesticides, Water Systems and Heart Attacks.
NEPHTN also includes data from external users,
such as state and local health departments as well
as data from federal agencies; including the U.S.
Environmental Protection Agency (EPA), National
Aeronautics and Space Administration (NASA) and
U.S. Census Bureau. NEPHTN hosts the Agency for
Toxic Substances and Disease Registry (ATSDR)
Request Management Service System (ARMSS).
This is a web-based tracking and reporting system
to record the majority of requests that ATSDR is
responsible for.
NEPHTN uses state and national provided data sets
to display various data on the Secure and Public
Portal. NEPHTN utilizes the CDC Secure Access
Management System (SAMS)’s DPS (Distributed
Processing System) to allow NEPHTN grantees the
ability to submit data to the Tracking Network. This
data goes through additional manual processing
before it is utilized on the Secure and Public Portal.
NEPHTN allows users to interact with data via two
separate components (Secure and Public Portal) to
process the information within the system in
different ways. The design of the Secure and Public
Portal is similar but separate in roles and access
rights. The components of the Secure Portal are
deployed separately from the components of the
Public Portal, but the functionality provided in both
environments is similar.

PTA 05:

List and/or describe all the types of information that are collected,
maintained, and/or shared by the system regardless of whether that
information is PII and how long that information is stored.

NEPHTN is a portal for collecting and sharing
electronic health and environmental data. NEPHTN
also uses state and national provided Metadata
(data sets) to display various data on the Secure
and Public Portal. Names and business email
addresses are stored in the system.
Tracking collects and stores aggregated data at
State, County and Census Tract Level such as:
Population Health (Populations and Vulnerabilities
-Number/Percent of population aged 5 with
disabilities, Health Impact Assessment - Estimated
number of all-cause deaths avoided, Lifestyle Risk
Factors - Percent of current, former and smoked).
Health Effects (Asthma - Number and Crude Rate of
Hospitalizations and Emergency Department visits
(EDVisits), Birth Defects - Average annual number
of cases over 5-year period, Developmental
Disabilities -Estimated prevalence of autism
spectrum disorder, Childhood Lead Poisoning Number/percent of children tested, Cancer Annual number of cases)
Environment (Air Quality - Number of days above
regulatory standard, Drinking Water - Number of
water systems by concentration by chemical,
Sunlight &Ultraviolet - Annual and Monthly
average sunlight exposure).
Hazards (Toxic Substance Releases Number/Percent of reported acute toxic substance
releases, Pesticide Exposures - Number of minor
effect illnesses from exposures)
In addition to the collection of health and
environmental data, NEPHTN also collects
information for product feedback and also from
our recipients for program evaluation and
monitoring using REDCap (Research Electronic Data
Capture-Component). We collect the recipient’s
workplan, program accomplishments – public
health actions (PHA), performance measures, PHA
impact follow up, communication plan and web
stats through REDCap.
ARMSS will collect information regarding the
request such as location, site, request type,
request medium, what type of work is requested,
number of people affected, contaminants, public
health impact rating, exposure rating, what status
the request is in, what products or services will be
developed for that request, and the lifecycle stage
those products or services are in.
Examples of data include:
Request (Request Type, Received Type, Requested
Activity, Request Date, Name, Primary Concern)
Scoping (Scoping Date, Thirty Day Milestone,
Exposure Rating, Public Health Impact Rati ng,
Prioritization, Primary Contaminant)

Triage (Evidence of Exposure, Is Data Sufficient,
Data Receive Date, Fifteen Day Milestone, Decision
Review Date, Referred to Agency, Acknowledgment
Letter Sent Date), Activity (Coop Program, Activity
Name, Planned Start Date, Notes, Status, Start
Date, Complete Secure Data eXchange (SDX) Date)
Site (Name, Description, EPA Facility Identification,
Superfund Number, National Priorities List Code
Identification, Federal Facility Identification,
Address)
Secure Access Management System (SAMS)
Identification (ID) and password are used for user
credentials.
The Heat Risk Dashboard requires users to enter a
5-digit zip code to display desired information.
The Melanoma Dashboard requires users select a
state to display desired information.

Query data refers to data submitted by
recipients/data partners on the secure portal that
is available to them in preview mode. When data is
submitted, the submitters are able to review and
validate this data before it is publicly released to
the Public Portal.

The Data Download (Secure File Transfer)
functionality is performed through the SAMS
system to deliver data back to the recipient/data
partner.

Yes, but the user credentials are maintained in a
separate system (e.g., AD, AMS) and not collected or
maintained by this system.

PTA 05A:

Are user credentials used to access the system?

PTA 05C:

Please identify the system that maintains the user credentials or controls Active Directory (AD) is used to authenticate
internal users.
access to this system.
Secure Access Management System (SAMS) is used
to authenticate external users.
Active Directory (AD) and SAMS are separate and
independent systems with their own PIA.

PTA 06:

Describe why each type of information is collected, maintained, and/or
shared by the system. Specify what information is collected about each
category of individual.

NEPHTN is a portal for collecting and sharing
electronic health and environmental data. NEPHTN
also uses state and national provided data sets to
display various data on the Secure and Public
Portal. Names and business email addresses are
stored in the system and are used to contact
individuals for issues with their data submissions or
to provide status of events.
Tracking collects and stores aggregated data at
State, County and Census Tract Level such as:

Population Health (Populations and Vulnerabilities
-Number/Percent of population aged 5 with
disabilities, Health Impact Assessment - Estimated
number of all-cause deaths avoided, Lifestyle Risk
Factors - Percent of current, former and smoked).
Health Effects (Asthma - Number and Crude Rate of
Hospitalizations and Emergency Department visits
(EDVisits), Birth Defects - Average annual number
of cases over 5 year period, Developmental
Disabilities -Estimated prevalence of autism
spectrum disorder, Childhood Lead Poisoning Number/percent of children tested, Cancer Annual number of cases)
Environment (Air Quality - Number of days above
regulatory standard, Drinking Water - Number of
water systems by concentration by chemical,
Sunlight &Ultraviolet - Annual and Monthly
average sunlight exposure)
Hazards (Toxic Substance Releases Number/Percent of reported acute toxic substance
releases, Pesticide Exposures - Number of minor
effect illnesses from exposures)
In addition to the collection of health and
environmental data, NEPHTN also collects
information for product feedback and also from
our recipients for program evaluation and
monitoring using REDCap (Research Electronic Data
Capture-Component). We collect the recipient’s
workplan, program accomplishments – public
health actions (PHA), performance measures, PHA
impact follow up, communication plan and web
stats through REDCap.
ARMSS will collect information regarding the
request such as location, site, request type,
request medium, what type of work is requested,
number of people affected, contaminants, public
health impact rating, exposure rating, what status
the request is in, what products or services will be
developed for that request, and the lifecycle stage
those products or services are in.
Examples of data include:
Request (Request Type, Received Type, Requested
Activity, Request Date, Name, Primary Concern)
Scoping (Scoping Date, Thirty Day Milestone,
Exposure Rating, Public Health Impact Rati ng,
Prioritization, Primary Contaminant)
Triage (Evidence of Exposure, Is Data Sufficient,
Data Receive Date, Fifteen Day Milestone, Decision
Review Date, Referred to Agency, Acknowledgment
Letter Sent Date), Activity (Coop Program, Activity
Name, Planned Start Date, Notes, Status, Start
Date, Complete SDX Date)
Site (Name, Description, EPA Facility Identification,
Superfund Number, National Priorities List Code
Identification, Federal Facility Identification,

Address)
NEPHTN supplements and leverages the work
others have done to add to and enhance the
knowledge base of environmental contributions to
health outcomes. NEPHTN provides the means to
identify, access, and organize hazard, exposure,
and health data from these various sources.
The Heat Risk Dashboard requires users to enter a
5 digit zip code to display heat risk information
about that particular zip code.
The Melanoma Dashboard requires users select a
state to display information about melanoma
prevention efforts for the selected state.
SAMS identification (ID) and password are used for
user credentials.
The query data refers to data submitted by
recipients/data partners on the secure portal that
is available to them in preview mode. When data is
submitted, the submitters are able to review and
validate this data before it is publicly released to
the Public Portal. This data consits of the following
data:
Population Health (Populations and Vulnerabilities
-Number/Percent of population aged 5 with
disabilities, Health Impact Assessment - Estimated
number of all-cause deaths avoided, Lifestyle Risk
Factors - Percent of current, former and smoked).
Health Effects (Asthma - Number and Crude Rate of
Hospitalizations and Emergency Department visits
(EDVisits), Birth Defects - Average annual number
of cases over 5-year period, Developmental
Disabilities -Estimated prevalence of autism
spectrum disorder, Childhood Lead Poisoning Number/percent of children tested, Cancer Annual number of cases)
Environment (Air Quality - Number of days above
regulatory standard, Drinking Water - Number of
water systems by concentration by chemical,
Sunlight &Ultraviolet - Annual and Monthly
average sunlight exposure).
Hazards (Toxic Substance Releases Number/Percent of reported acute toxic substance
releases, Pesticide Exposures - Number of minor
effect illnesses from exposures).
The Data Download (Secure File Transfer)
functionality is performed through the SAMS
system to deliver data back to the recipient/data
partner. The data is typically processed so the
recipienr/data partner can run comparisons or use
it within their local systems.

PTA 07:

Does the system collect, maintain, use, or share PII?

Yes

PTA 08:

Does the system include a website or online application?

Yes

PTA 08A:

https://ephtracking.cdc.gov
https://ephtsecure.cdc.gov
https://ephtsecure.cdc.gov/MetadataCreationTool
/creatorDashboard

Provide the URL(s).

https://ephtsecure.cdc.gov/RequestManagementS
ystem
PTA 08B:

Are any of the website or online applications accessible by the public
(including publicly accessible log in pages)?

Yes

PTA 09:

Describe the purpose of the website, who has access to it, and how
users access the web site (via public URL, log in, etc.). Please address
each element in your response.

https://ephtracking.cdc.gov (PUBLIC PORTAL) This
URL is used by external users to view the
information on the site. Users do not authenticate.
https://ephtsecure.cdc.gov (SECURE PORTAL) This
URL is used by external users that use SAMS for
authentication.
https://ephtsecure.cdc.gov/MetadataCreationTool
/creatorDashboard (Metadata Creation Tool) This
URL is used by internal admins to create metadata.
https://ephtsecure.cdc.gov/RequestManagementS
ystem (ARMSS Tool) - External partners use this site
to enter the activities of the work they are
performing.

PTA 10:

Does the website have a posted privacy notice?

Yes

PTA 11:

Does the website contain links to non-federal government websites
external to HHS?

No

PTA 12:

Does the website use web measurement and customization technology? No

PTA 13:

Does the website have any information or pages directed at children
under the age of thirteen?

No

PTA 14:

Does the system have a mobile application?

No

PTA 20:

Are any third-party websites or applications (TPWA) associated with the
system?

No

PTA 21:

Does this system use artificial intelligence (AI) tools or technologies?

No

Privacy Impact Assessment
Privacy Impact Assessment

PIA 22:

Indicate the type(s) of personally identifiable information (PII) that the
system will collect, maintain, or share.

Biographical Information
Name
Contact Information
Email Address (Business)
Other
Other

PIA 22A:

Identify the “other” type(s) of personally identifiable information (PII)
not mentioned in the above list.

zip code, state

PIA 23:

Indicate the categories of individuals about whom PII is collected,
maintained, or shared.

Business Partners/Contacts (Federal state, local
agencies)

PIA 24:

Indicate the approximate number of individuals whose PII is maintained
in the system.

100 – 499

PIA 25:

For what primary purpose is the PII used?

We contact the individuals if we have issues with
their data submissions or to provide status of
events.

PIA 26:

Describe any secondary uses for which the PII will be used (e.g., testing,
training, or research).

N/A

PIA 28:

Identify legal authorities, governing information use and disclosure
specific to the system and program.

5 USC, Section 301

PIA 29:

Are records in the system retrieved by one or more PII data elements?

No

PIA 30:

Identify the sources of PII in the system.

Directly from an individual about whom the
information pertains
Online
Government Sources
State/Local/Tribal
Other Federal Entities

PIA 31:

Is there an Office of Management and Budget (OMB) information
collection approval number?

Yes

PIA 31A:

Provide the information collection approval number(s) and expiration
date(s).

OMB# 0920-1175
Expires 8/31/2026
No

PIA 32:

Is the PII in the system shared directly with other organizations outside
the system’s Operating Division?

PIA 33:

Is the submission of PII by individuals voluntary or mandatory as defined Voluntary
in the Privacy Act?

PIA 34:

Describe the method in place to notify and obtain consent from
individuals whose PII will be collected. If no prior notice is given or
consent cannot be obtained, explain why.

None. No prior notice or consent is required from
individuals whose PII are collected. Users must
provide their names and email addresses to have
their SAMS accounts created. If this information is
not provided, user will not be able to obtain an
account to access the system. Zip codes and State
information are provided by public users to view
the Heat Risk and Melanoma dashboards. This
information is voluntary, however, if the
information is not entered into the public website,
the user will not be able to view the dashboards.

PIA 35:

Describe the process to notify and obtain consent from the individuals
whose PII is in the system when major changes occur to the system (e.g.,
disclosure and/or data uses have changed since the notice at the time of
original collection).

When major changes occur to the Tracking
Network system, individuals whose information is
included in the system will be notified via email
using the contact information provided at the time
of data submission. Notifications will describe the
system changes and any potential impact on how
data is accessed, managed, or used. Where
appropriate, individuals will be given the
opportunity to review the changes and provide
consent.

If they cannot be notified or have their consent obtained, explain why.

In practice, such system-level changes are expected
to be infrequent. Data submissions are governed
by cooperative agreements, and system standards
and updates are developed collaboratively through
workgroups that include state partners. This
process ensures that changes are communicated
and aligned with partner expectations in advance.
Emails are usually sent from
[email protected] inbox but could also be
sent from our FTE’s or contractors.
PIA 36:

Describe the process in place to resolve an individual’s concerns when
they believe their PII has been inappropriately obtained, used, or
disclosed, or that the PII is inaccurate.
If no process exists, explain why not.

PIA 37:

Describe the process in place for periodic reviews of the system to
ensure the integrity, availability, accuracy, and relevancy of the PII in the
system. Please address each element in your response.

In the event that individuals feel their PII was
obtained inappropriately, or is inaccurate they
should email the Tracking Support mailbox at
[email protected]. Once the request is
received, research will be conducted and
communicated back to the originating party.
Once a year there will be a check of the SAMS
database and then purge any names and emails
that are no longer active.

If no processes are in place, explain why not.
PIA 38:

Identify who will have access to the PII in the system.

Administrators
Developers
Contractors

PIA 38A:

Select the type of contractor.

HHS/OpDiv Direct Contractors

PIA 38B:

Do contracts include Federal Acquisition Regulation (FAR) and other
appropriate clauses ensuring adherence to privacy provisions and
practices?

Yes

PIA 39:

Provide the reason why each of the groups identified in 38 needs access
to PII.

Administrators: May need this information to
contact the data submitter in regard to an issue.
Developers: PII Information is in the database, and
developers will need access to the database to
perform system maintenance and troubleshooting.
Contractors: CDC direct contractors may need this
information to contact the data submitter in regard
to an issue.

The system uses role-based access controls to
ensure administrators and direct contractors are
granted access on a "need-to-know" and "need-toaccess" commensurate with their assigned duties.
Users with access to PII are required to undergo
appropriate background investigations, CDC
required training and agree to/sign Rules of
behavior that include sanctions for misuse.

PIA 40:

Describe the administrative procedures in place to determine which
system users (administrators, developers, contractors, etc.) may access
PII.

PIA 41:

Describe the technical methods in place to allow those with access to PII System Administrators includes federal employees
and contractors. These individuals have access to
to access only the minimum amount of information necessary to
the PII in the system. They create new system
perform their job.
users, grant user access and disable accounts.

PIA 42:

Identify the general security and privacy awareness training provided to
system users (system owners, managers, operators, contractors and/or
program managers) to make them aware of their responsibilities for
protecting the information being collected and maintained.

All system users must complete annual Security
and Privacy Awareness and Training (SAT)

PIA 43:

Describe the training system users receive above and beyond general
security and privacy awareness training.

None

PIA 44:

Describe the process and guidelines in place for the retention and
destruction of PII. Cite specific National Archives and Records
Administration (NARA) records retention schedule(s) and include the
retention period(s).

The names and email addresses are based on a
CDC SAMS account. Once per year we validate that
the SAMS account is still valid and if so we continue
to maintain the PII. If the SAMS account no longer
exists or is disabled the corresponding PII is
deleted from NEPHTN.
Per our record management schedule GRS 5.2,
item 020 we dispose when no longer needed.
Disposal methods include erasing computer tapes,
burning or shredding paper materials or
transferring records to the Federal Records Center
when no longer needed for evaluation and
treatment.

Describe how the PII will be secured in the system using administrative,
technical, and physical controls. Please address each element in your
response.

PIA 45:

Administrative: Records are maintained in
accordance with CDC’s record control schedule and
record control policy. The PII is secured using the
CDC’s Information System Active Directory
authentication process and role-based access
control (RBAC).
Technical: Monitored by the Network and IT
security controls which is administered by the
Cyber Security Program Office. In addition, the
documentation containing PII will be encrypted.
Physical: Controls are managed by security guards,
identification badges, locked doors, and key card
restrictions.

Review and Comments
OpDiv Privacy Analyst Review
Privacy Analyst
Review
Decision:

Approved

Privacy Analyst
Review Date:

5/6/2026

Privacy Analyst
Review
Comments:

Please refer to the comments dated 4/22/2026.

# of Days - PA
Review:

0

SOP Review
Decision:

Approved

SOP Review
Date:

5/7/2026

SOP Review
Comments:

Approved on behalf of Beverly Walker

# of Days - SOP
Review:

1

SOP Review

SOP Signature
Date

User

Type

Name

Original Value

New Value

5/7/2026
1:51 PM

OSHODI, Jarell

Signature

SOP Signature (Email PIN)

Content Signed

4/30/2026
11:03 AM

OSHODI, Jarell

Signature

SOP Signature (Email PIN)

Content Signed

Agency Privacy Analyst Review
Agency Privacy
Analyst Review
Decision:

Approved

Agency Privacy
Analyst Review
Date:

5/13/2026

Agency Privacy
Analyst Review
Comments:

Reviewer: Godisgreat Peters

# of Days - APA
Review:

6

5/13/2026 All comments have been addressed, This
PIA is ready for SAOP review and approval.
5/4/2026 Please see comments and update
accordingly:
PIA-33:

Does refusal to submit PII lead to civil or criminal penalty?
PIA-33A: Please provide the federal law or executive
order specifically imposes a requirement to furnish
the information and provides a civil or criminal
penalty for failure to do so. If furnishing the
information is a condition for granting a benefit or
privilege voluntarily sought by the individual, it is a
voluntary submission. If PII in this system is
sourced from other systems, the answer should be
voluntary unless the collection of PII into those
systems was mandatory.

SAOP Review
SAOP Review
Decision:

Approved

SAOP Review
Date:

SAOP Review
Comments:

5/29/2026

# of Days - SAOP 16
Review:

Supporting Document(s)
Name

No Records Found

Size

Type

Upload Date

Downloads