NASA Procedures and Guidelines
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NPR 1450.10C Eff. Date: March 06, 2000 Cancellation Date: March 24, 2006	NASA Correspondence Management and Communications Standards and Style
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Appendix C: Privacy Act Correspondence

1. General.

a. Privacy Act Correspondence must be safeguarded as prescribed by NPD 1382.17E, Privacy Act-Internal NASA Direction In Furtherance of NASA Regulation.

b. Correspondence falls within the purview of the Privacy Act if it contains any item, collection, or grouping of information about an individual, including, but not limited to, the individual's education, financial transactions, medical history, and criminal or employment history, and if it contains the individual's name or an identifying number (such as a social security number), symbol, or other identifying particular assigned to the individual, such as a fingerprint, voiceprint, or photograph. "Individual" means a citizen or permanent resident of the United States. The following documents contain Privacy Act information:

SF 171, Personal Qualifications Statement

SF 52, Request for Personnel Action

SF 50, Notification of Personnel Action

Financial Statements

Pay Statements

c. Correspondence containing any item of information as described in paragraph 2 of this appendix, which is removed from a system of records not under the control of a system manager or an authorized representative, is to be prominently identified as a record(s) protected by the Privacy Act. Use NASA Form 1534, The Attached Material is Subject to the Privacy Act of 1974, as a cover sheet for the correspondence. If NASA Form 1534 is unavailable, identify the records as being protected by the Act by using the wording in NASA Form 1534.

2. Transmitting Privacy Act Correspondence.

a. Within NASA Center distribution channels, seal information in a single envelope or package reflecting the addressee by title and the return address, and mark it--

"TO BE OPENED BY ADDRESSEE ONLY"

Incoming correspondence so marked will be opened as prescribed by the system manager.

b. Send information between NASA Centers in a single sealed envelope, and mark it as in subparagraph above.

c. Send information between other Government agencies and non-Government agencies via the USPS in a sealed inner and outer envelope, reflecting the addressee by title, and mark the return address on both envelopes. Additionally, the inner envelope must be marked--

"TO BE OPENED BY ADDRESSEE ONLY"

3. Destroying Privacy Act Correspondence.

Forward Privacy Act material to your Center's mail center in a plain brown wrapper or burn bag for shredding or burning. Check NPR 1441.1C, Records Retention Schedules, before destroying.

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