Privacy Act Memo

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DATE:

December 15, 2025

TO:

Mark Aronson
Division of Community Health and Population Science (DCHPS)
National Institute on Minority Health and Health Disparities (NIMHD)

FROM:

NIH Privacy Act Officer

SUBJECT: Applicability of the Privacy Act: SCHARE Data Repository (SDR) Data Use Oversight System
(DUOS)
I have reviewed the Division of Community Health and Population Science’s submission to OMB under the
Paperwork Reduction Act which proposes the use of a semi-automated dataset registration (OMB Control No.
0925-0775).
The purpose of the Data Use Oversight System (DUOS) is to create a transparent and standardized process for
accessing data and reviewing requests while also ensuring that the privacy and confidentiality of study
participants are protected. Enabling the secondary use of human genomics and other controlled-access data in
compliance with the informed consent of the study’s participants. DUOS captures information about controlledaccess datasets that require oversight by a Data Access Committee.
NIMHD collects the following personally identifiable information (PII) name, email, eRA Commons ID, and
critical data elements that could become PII in context or when interconnected. Such as birthplace, zip code,
demographics, health insurance status, employment status, and typically used healthcare and social needs
organizations.
I have determined that the Privacy Act will apply to this information collection because PII is collected and
retrieved by unique ID. The applicable System of Records Notice is 09-25-0200, Clinical, Basic and
Population-based Research Studies of the National Institutes of Health (NIH).
If you have any questions, please contact me at (301) 402-6469.

DUSTIN B.
CLOSE -S
Dustin Close
NIH Privacy Act Officer

Cc: NCI OMB Clearance Office

Digitally signed by
DUSTIN B. CLOSE -S
Date: 2025.12.15
10:28:49 -05'00'