Privacy Threshold Analysis (PTA) DHS Web Portals

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 1 of 7

PRIVACY THRESHOLD ANALYSIS (PTA)

DHS WEB PORTALS
This form is used to determine whether
the DHS Web Portals Privacy Impact Assessment (PIA) covers the relevant portal.
Many DHS operations and projects require collaboration and communication amongst affected
stakeholders. One method of effectuating such collaboration is the establishment of an online “portal”
allowing authorized users to obtain, post and exchange information, access common resources, and
generally communicate with similarly situated and interested individuals. DHS has written the DHS
Web Portals PIA to document these informational and collaboration-based portals in operation at DHS
and its Components, which collect, use, maintain, and share limited personally identifiable information
about individuals who are “members” of the portal or who seek to gain access to the portal “potential
members.”
To determine whether your portal is covered please review the DHS Web Portals PIA, complete this
form, and send it to your component Privacy Office. If you do not have a component Privacy Office,
please send the PTA to the DHS Privacy Office:
Rebecca J. Richards
Director of Privacy Compliance
The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
Tel: 703-235-0780
PIA@dhs.gov

Upon receipt, the DHS Privacy Office will review this form. If the DHS Privacy Office determines that
your portal is covered, the name of your project to Appendix A of the Web Portals PIA. If the Privacy
Office determines that your portal is not covered, we will send you a copy of the Official Privacy Impact
Assessment Guide and accompanying Template to complete and return.

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 2 of 7

PRIVACY THRESHOLD ANALYSIS (PTA)
Please complete this form and send it to the DHS Privacy Office.
Upon receipt, the DHS Privacy Office will review this form
and may request additional information.
SUMMARY INFORMATION
DATE submitted for review: February 4, 2011
NAME of Project: CyberFETCH
Name of Component: Science and Technology
Name of Project Manager: Douglas Maughan
Email for Project Manager: douglas.maughan@dhs.gov
Phone number for Project Manger: 202-254-6145

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 3 of 7
SPECIFIC QUESTIONS
1.

Describe the project and its purpose:
The S&T Cyber Security Division is funding ITT Information Systems to develop and
administer the CyberFETCH portals system. CyberFETCH is a secure, web-based
portal for computer forensics practitioners, investigators, analysts, and technologists
to share and exchange information for cyber-crime related topics. The purpose of the
CyberFETCH system is to create a clearinghouse to provide practitioners with an
"all-in-one" web-based repository that encompasses state-of-the-art Web 2.0
technology, as well as proven collaborative and useful interfaces. CyberFETCH will
only be used for collaborative purposes and to distribute/share information.
ITT Information Systems, the adminstrator, will collect registration information on
behalf of S&T Cyber Security. S&T will provide managerial oversight of this system.

2.

Status of Project:
This is a new development effort.
This an existing project.
Date first developed:
Date last updated:

3.

What information about individuals could be collected, generated, or retained?
First and Last Name

Email Address

Phone Number

Business Affiliation

Mailing Address

Supervisor Information

Other: The following is requested for new accounts in addition to above information: US
Person acknowledgement and Job Title. In the event a user does not provide a organizational
email address (if the user provides a hotmail, yahoo, gmail, etc.) the following will be requested:
Sponsor Informaiton (existing user) including Name, Email address, phone, and affililation of
sponsor.
4.
1

What information is collected for security questions1?

The Privacy Office encourages Components to collect non-sensitive PII as an alternative to sensitive PII wherever possible,
including for registration purposes. If your Component seeks coverage by this PIA and collects sensitive PII for registration

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 4 of 7
Mothers Maiden Name
Social Security Number
Date of Birth
Other: No security questions will be asked of users to the portal. When a user enters their
email in the forgot password area, the system will email a new password to the email on record.
If they changed emails they will need to reregister.
5.

Is the information collected directly from the individuals seeking membership to the
informational/collaboration-based portal?
Yes.
No. Please describe the information source and collection method.

6.

Please describe how individuals are verified during the portal registration process.
Email Supervisor
Phone Supervisor
Other: Validation of orgnizational affiliation and/or validation via an existing user (Sponsor).
No verification is performed.

7.

Is the personally identifiable information exchanged on the portal limited to members’ contact
information?
Yes.
No.

8.

Is the personally identifiable information collected, used, or exchanged limited to the
purpose(s) of facilitating registration, providing information to, and collaboration among
authorized members?
Yes.

purposes, please consult with the Privacy Office and provide justification for the collection of this information. The Privacy Office
will then determine whether the relevant portal may be covered by this PIA.

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 5 of 7
No.
9.

Can web portal member routinely post commercial or publicly available data containing PII?
Yes.
No.

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 6 of 7
10.

Is an appropriate Privacy Act notice (e)(3) statement given to the potential member outlining
the uses of personally identifiable information?
Yes. Please attach the (e)(3) statement.
No.

11.

Has an Authority to Operate from the Chief Information Security Officer been granted to the
portal or to the larger information technology system on which the portal resides?
No.
Yes. Please provide the date of the ATO and indicate the determinations for each of the
following:
Confidentiality:

Low

Moderate

High

Undefined

Integrity:

Low

Moderate

High

Undefined

Availability:

Low

Moderate

High

Undefined

The Privacy Office
U.S. Department of Homeland Security
Washington, DC 20528
703-235-0780, pia@dhs.gov
www.dhs.gov/privacy

Privacy Threshold Analysis
Version date: July 14, 2009
Page 7 of 7
PRIVACY THRESHOLD REVIEW
(To be Completed by the DHS Privacy Office)
DATE reviewed by the DHS Privacy Office: February 16, 2011
NAME of the DHS Privacy Office Reviewer: Rebecca Richards
DESIGNATION
This is NOT a Privacy Sensitive System – the system contains no Personally Identifiable
Information.
This IS a Privacy Sensitive System
Category of System
IT System
National Security System
Legacy System
HR System
Rule
Other:
Determination
PTA sufficient at this time
Privacy compliance documentation determination in progress
PIA is not required at this time
A PIA is required
System covered by existing PIA: DHS‐Wide Portals PIA
A new PIA is required.
A PIA Update is required.
A SORN is required
System covered by existing SORN: DHS/ALL‐004
A new SORN is required.
DHS PRIVACY OFFICE COMMENTS
Program will be added to the Portals PIA appendix.