SORN Citation

System of Records Notices
COMMERCE/DEPT-23

Effective Date: July 15, 2013

SYSTEM NAME:
Information Collected Electronically in Connection with Department of Commerce
Activities, Events, and Programs.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATIONS:
Information will be maintained electronically and under the control of the individual
Departmental offices.
a. For Office of the Secretary, Chief Information Officer, 1401 Constitution Avenue NW.,
Washington, DC 20230.
b. For U.S. Census Bureau, Chief Information Officer, 4600 Silver Hill Road, Suitland,
MD 20746.
c. For Bureau of Economic Analysis/Economic Statistics Administration, Chief
Information Officer, 1401 Constitution Avenue NW., Washington, DC 20230.
d. For Economic Development Administration, Chief Information Officer, 1401
Constitution Avenue NW., Washington, DC 20230.
e. For Bureau of Industry and Security, Chief Information Officer, 1401 Constitution
Avenue NW., Washington, DC 20230.
f. For International Trade Administration, Chief Information Officer, 1401 Constitution
Avenue NW., Washington, DC 20230.
g. For Minority Business Development Agency, Office of the Secretary, Chief
Information Officer, 1401 Constitution Avenue NW., Washington, DC 20230.

h. For National Institute of Standards and Technology, Chief Information Officer, 100
Bureau Drive, Gaithersburg, MD 20899.
i. For National Technical Information Service, Chief Information Officer, 5301 Shawnee
Road, Alexandria, VA 22312
j. For National Telecommunications and Information Administration, Chief Information
Officer, 1401 Constitution Avenue NW., Washington, DC 20230.
k. For National Oceanic and Atmospheric Administration, Chief Information Officer,
1305 East-West Highway, SSMC3, Silver Spring, MD 20910.
l. For U.S. Patent and Trademark Office, Chief Information Officer, 600 Dulany Street,
Madison Building, Alexandria, VA 22314.
m. For Office of Inspector General, Chief Information Officer, Chief Information Officer,
1401 Constitution Avenue NW., Washington, DC 20230.

CATEGORIES OF INDIVIDUALS COVERED BY
THE SYSTEM:
Individuals who have requested and/or are registered to participate in an agencysponsored activity, event, or program.

CATEGORIES OF RECORDS IN THE SYSTEM:
Name, organization affiliation, title, address, email, and telephone number; credit card
information; Web site URL; organization category and description; business function;
objectives for matchmaking; sponsorship information; exhibition booth preferences;
and special requirements for exhibition needs; and all other information submitted to
participate in an agency-sponsored activity, program, or event.

AUTHORITY FOR MAINTENANCE OF THE
SYSTEM:
5 U.S.C. App.—Inspector General Act of 1978, § 2; 5 U.S.C. App.—Reorganization Plan of
1970, § 2; 13 U.S.C. § 2; 13 U.S.C. § 131; 15 U.S.C. § 272; 15 U.S.C. § 1151; 15 U.S.C. §
1501; 15 U.S.C. § 1512; 15 U.S.C. § 1516; 15 U.S.C. § 3704b; 16 U.S.C. § 1431; 35 U.S.C. §
2; 42 U.S.C. § 3121 et seq.; 47 U.S.C. § 902; 50 U.S.C. App. § 2401 et seq.; E.O. 11625; 77
FR 49699 (Aug. 16, 1012).

ROUTINE USES OF RECORDS MAINTAINED IN
THE SYSTEM, INCLUDING CATEGORIES OF
USERS AND PURPOSES OF SUCH USES:
1. A record from this system of records may be disclosed, as a routine use, to other
registrants to facilitate company/organization matchmaking. Once registered for an
agency activity, event, or program, one would be able to access the following
information fields: name; title; address; email address; telephone number; Web site
URL; organization category and description; business function, product, or service
description; and other fields capturing information related to the agency-sponsored
activity, event, or program.
2. In the event that a system of records maintained by the Department to carry out its
functions indicates a violation or potential violation of law or contract, whether civil,
criminal or regulatory in nature, and whether arising by general statute or particular
program statute or contract, or rule, regulation, or order issued pursuant thereto, or the
necessity to protect an interest of the Department, the relevant records in the system of
records may be referred to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute or contract, or rule, regulation or
order issued pursuant thereto, or protecting the interest of the Department.
3. A record from this system of records may be disclosed in the course of presenting
evidence to a court, magistrate or administrative tribunal, including disclosures to
opposing counsel in the course of settlement negotiations.
4. A record in this system of records may be disclosed, as a routine use, to a Member of
Congress submitting a request involving an individual when the individual has
requested assistance from the Member with respect to the subject matter of the record.
5. A record in this system of records may be disclosed, as a routine use, to the Office of
Management and Budget in connection with the review of private relief legislation as set
forth in OMB Circular No. A-19 at any stage of the legislative coordination and clearance
process as set forth in that Circular.
6. A record in this system of records may be disclosed, as routine use, to the Department
of Justice in connection with determining whether disclosure thereof is required by the
Freedom of Information Act (5 U.S.C. § 552).
7. A record in this system of records may be disclosed, as routine use, to a contractor of
the Department having need for the information in the performance of the contract, but
not operating a system of records within the meaning of 5 U.S.C. § 552a(m).

8. A record from this system of records may be disclosed, as routine use, to the
Administrator, General Services, or his designee, during an inspection of records
conducted by GSA as part of that agency's responsibility to recommend improvements
in records management practices and programs, under authority of 44 U.S.C. § 2904
and 2906. Such disclosure shall be made in accordance with the GSA regulations
governing inspection of records for this purpose, and any other relevant (i.e. GSA or
Commerce) directive. Such disclosure shall not be used to make determinations about
individuals.
9. A record in this system of records may be disclosed, as a routine use, to appropriate
agencies, entities, and persons when (1) it is suspected or determined that the security
or confidentiality of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or confirmed compromise
there is a risk of harm to economic or property interests, identify theft or fraud, or harm
to the security or integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely upon the
compromised information; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with the Department's efforts to
respond to the suspected or confirmed compromise and to prevent, minimize, or
remedy such harm.

POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic media, backed up to tape media, using backup software with encryption
enabled, and in paper.

RETRIEVABILITY:
Name, confirmation number, affiliated organization, mailing address, email address,
telephone number, or Web site URL.

SAFEGUARDS:

Records and servers are located in a locked, climate controlled data centers with
physical security and electronic badge access for authorized administrators.

RETENTION AND DISPOSAL:
All records shall be retained and disposed of in accordance with National Archives and
Records Administration regulations (36 CFR Subchapter B— Records Retention);
Departmental directives and comprehensive records schedules.

SYSTEM MANAGER(S) AND ADDRESS:
System managers are the same as stated in the System Location section above.

NOTIFICATION PROCEDURE:
Information may be obtained from: Departmental Privacy Act Officer, Office of the
Secretary, U.S. Department of Commerce, 1401 Constitution Avenue NW., Suite A300,
Room A326, Washington, DC 20230.

RECORD ACCESS PROCEDURES:
Requests from individuals should be addressed to the same address as stated in the
Notification section above.

CONTESTING RECORD PROCEDURES:
The Department's rules for contesting the contents of records, and appealing initial
determinations by the individual concerned appear in 15 CFR subpart 4B. Use address
contained in the Notification section above.

RECORD SOURCE CATEGORIES:
Information in this system is provided by the individual on whom the record is
maintained.

SYSTEM EXEMPTIONS FROM CERTAIN
PROVISIONS OF THE ACT:
None.
FEDERAL REGISTER HISTORY:
78 FR
42038
July 15, 2013
Effective Date Notice
78 FR
33807
June 5, 2013
Notice of Proposed New Privacy Act System of Records