Subject: NASA Correspondence Management and Communications Standards and Style Revalidated (6/21/2021)

Responsible Office: Office of the Chief of Staff

Appendix D: Privacy Act Correspondence

D.1 General.

a. Privacy Act Correspondence will be safeguarded as prescribed by NPD 1382.17, NASA Privacy Policy.

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:

(1) SF 171, Personal Qualifications Statement

(2) SF 52, Request for Personnel Action

(3) SF 50, Notification of Personnel Action

(4) Financial Statements

(5) 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 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.

D.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"

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 will be marked--

"TO BE OPENED BY ADDRESSEE ONLY"

D.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 1441.1, NASA Records Retention Schedules, before destroying.

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This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

Subject: NASA Correspondence Management and Communications Standards and Style Revalidated (6/21/2021)

Responsible Office: Office of the Chief of Staff

Appendix D: Privacy Act Correspondence

DISTRIBUTION: NODIS

DISTRIBUTION:
NODIS