Att 8._Signed PIA

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Privacy Impact Assessment Form
v 1.47.4
Status Draft

Form Number

F-67731

Form Date

Question

Answer

1

OPDIV:

CDC

2

PIA Unique Identifier:

P-8654935-068130

2a Name:

8/31/2022 9:37:24 AM

Anonymous Instance - Research Electronic Data Capture
{REDCap} (AIREDC)
General Support System (GSS)
Major Application

3

Minor Application (stand-alone)

The subject of this PIA is which of the following?

Minor Application (child)
Electronic Information Collection
Unknown

3a

Identify the Enterprise Performance Lifecycle Phase
of the system.

Operations and Maintenance
Yes

3b Is this a FISMA-Reportable system?

4

Does the system include a Website or online
application available to and for the use of the general
public?

5

Identify the operator.

6

Point of Contact (POC):

7

Is this a new or existing system?

8

Does the system have Security Authorization (SA)?

8a Date of Security Authorization

No
Yes
No
Agency
Contractor
POC Title

Business Steward

POC Name

Steve Racine

POC Organization CDC\OID\NCEZID
POC Email

swr9@cdc.gov

POC Phone

770.488.8292
New
Existing
Yes
No

Oct 14, 2022

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11 Describe the purpose of the system.

The Anonymous Instance - Research Electronic Data Capture
(AIREDC) is an Internet web-based application for timesensitive online survey data collection offered to CDC
programs in support of epidemic or national public health
events. The AIREDC application assists in managing Program
specific time sensitive clinical intervention trials while
collecting data on the efficacy of such trials. Application
results will also assist epidemiological investigations in the
field through the creation of dynamic data collection
instruments. This system is housed within a FEDRamp
approved Microsoft Azure facility within the CDC Office of the
Chief Information Officer (OCIO) managed tenant.
AIREDC is a data collection tool offered to CDC programs to
support public health research and public health emergency
response. AIREDC projects and data requirements vary from
public health research, laboratory research, emergency
response, longitudinal studies, vaccine trial data, and other
public health event.

AIREDC can collect Non-Sensitive internal CDC Business
Contact related data and is limited to name, CDC issued
UserID, Branch/Division, and telephone number and from
Public Health partner’s Non-Sensitive Business data which is
Describe the type of information the system will
restricted to Point of Contact Name and business address,
collect, maintain (store), or share. (Subsequent
email and telephone number in support of epidemic and
12
questions will identify if this information is PII and ask national health events.
about the specific data elements.)
The exact nature, type and amount of Business Contact
Personally Identifiable Information (PII) collected will vary from
survey to survey. All AIREDC surveys are reviewed by a system
Security Steward to ensure no sensitive PII or sensitive data is
collected before being released for use other than NonSensitive Business contact data.
For elevated functions, users are authenticated via CDC's
Digital Support Office - Secure Access Management System
(SAMS), including authorized CDC users. SAMS is a system with
its own PIA.

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AIREDC is a COTS (REDCap) software develop for scientific
research. The application was developed and is maintained by
Vanderbilt University. Updates are managed and distributed
by a consortium of partners that provide software support,
development and communication.
AIREDC is used for creating, fielding, and managing large or
small data collection survey projects. Data collection projects
encompass all facets of maintaining a research or public health
response effort in the field. This includes data collection,
management, analysis, and visualization purposes.
Provide an overview of the system and describe the
13 information it will collect, maintain (store), or share,
either permanently or temporarily.

AIREDC projects and data requirements vary from CDC's public
health research, laboratory research, emergency response,
longitudinal studies, vaccine trial data, and other public health
event data. Under no circumstances will PII or sensitive
information, other than business contact information
(including name, E-mail address, phone number, and mailing
address), be collected for clinical or epidemiological follow-up
and intervention through this system in support of epidemic
and national health events.
For elevated functions that includes survey maintenance, data
review, and the configuration of the application, the system
users are authenticated via CDC's Digital Support Office Secure Access Management System (SAMS), including
authorized CDC users. SAMS is a system with its own PIA.
Yes

14 Does the system collect, maintain, use or share PII?

15

Indicate the type of PII that the system will collect or
maintain.

No
Social Security Number

Date of Birth

Name

Photographic Identifiers

Driver's License Number

Biometric Identifiers

Mother's Maiden Name

Vehicle Identifiers

E-Mail Address

Mailing Address

Phone Numbers

Medical Records Number

Medical Notes

Financial Account Info

Certificates

Legal Documents

Education Records

Device Identifiers

Military Status

Employment Status

Foreign Activities

Passport Number

Taxpayer ID
CDC User ID

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Employees
Public Citizens
16

Indicate the categories of individuals about whom PII
is collected, maintained or shared.

Business Partners/Contacts (Federal, state, local agencies)
Vendors/Suppliers/Contractors
Patients
Other

17 How many individuals' PII is in the system?

18 For what primary purpose is the PII used?

19

Describe the secondary uses for which the PII will be
used (e.g. testing, training or research)

500-4,999
To reach out to Business Point of Contact for follow up or
clarification of public health survey information in support of
epidemic and national health events.
None

20 Describe the function of the SSN.

Not Applicable

20a Cite the legal authority to use the SSN.

Not Applicable

21

Identify legal authorities governing information use
Public Health Service Act, Section 306(b) (42 U.S.C. 242k)
and disclosure specific to the system and program.

22

Are records on the system retrieved by one or more
PII data elements?

Yes
No
Directly from an individual about whom the
information pertains
In-Person
Hard Copy: Mail/Fax
Email
Online
Other
Government Sources

23

Within the OPDIV
Other HHS OPDIV
State/Local/Tribal
Foreign
Other Federal Entities
Other

Identify the sources of PII in the system.

Non-Government Sources
Members of the Public
Commercial Data Broker
Public Media/Internet
Private Sector
Other
23a

Identify the OMB information collection approval
number and expiration date.

Not Applicable

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24 Is the PII shared with other organizations?

Describe the process in place to notify individuals
25 that their personal information will be collected. If
no prior notice is given, explain the reason.

26

Is the submission of PII by individuals voluntary or
mandatory?

Yes
No
AIREDC data projects may require governmental or nongovernmental organizations contributing information to
provide business contact information for accuracy or follow up
analyses of epidemic or national public health events.
Individual programs are responsible for ensuring processes are
in place to notify business contact information will be
collected for potential follow up. Specific point of contact
name/email is optional whereas business telephone and
address can be required. The AIREDC Security Steward reviews
all surveys before release to ensure contact information is
limited to business specific identity.
Voluntary
Mandatory

AIREDC surveys are a one-time/time sensitive collection of data
based on emerging public health events and no predefined
process to opt out of collection of Business Contact
Information. Surveys can provide an assessment of resources
Describe the method for individuals to opt-out of the (supplies, personnel, knowledge) available and allow focus to
collection or use of their PII. If there is no option to
change in response to needs.
27
object to the information collection, provide a
reason.
Individuals may choose not to participate with their specific
business point of contact name and business email address for
survey by submitting an alias name, i.e., Office Manager or
Office Administrator and a generic business email account or
disregard survey request.
Describe the process to notify and obtain consent
from the individuals whose PII is in the system when
major changes occur to the system (e.g., disclosure
28 and/or data uses have changed since the notice at
the time of original collection). Alternatively, describe
why they cannot be notified or have their consent
obtained.

No process in place at application level. Individual data
projects are responsible for the for their specific data collection
and notification of significant changes to survey. AIREDC is a
collection tool for a Program's survey. Significant or major
changes to application would be transparent to survey
participants. The Non-Sensitive Internal CDC and Partner
Business Contact related survey data provides an assessment
to epidemic and national health events.

Describe the process in place to resolve an
individual's concerns when they believe their PII has
29 been inappropriately obtained, used, or disclosed, or
that the PII is inaccurate. If no process exists, explain
why not.

No process in place at application level. CDC relies upon
programs to have appropriate processes and procedures in
place to resolve individual concerns regarding the accuracy
and handling of business contact information prior to survey
submission.

Describe the process in place for periodic reviews of
PII contained in the system to ensure the data's
30
integrity, availability, accuracy and relevancy. If no
processes are in place, explain why not.

Not Applicable. AIREDC survey data is specific time sensitive
data to assess epidemic and national health events.
CDC relies upon programs to have appropriate processes and
procedures in place to resolve individual concerns regarding
the accuracy and handling of business contact information
prior to survey submission.

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31

Identify who will have access to the PII in the system
and the reason why they require access.

Users

Program owners of survey data for
review and analysis

Administrators

Application, User, Database, and Server
Management.

Developers
Contractors

Application, Database, and Server
Management (restricted to CDC
badged staff and direct contractors).

Others
Describe the procedures in place to determine which The Business Steward limits access to the smallest possible
32 system users (administrators, developers,
number of people necessary to access PII data for conducting
contractors, etc.) may access PII.
official responsibilities through specific Role-based
Describe the methods in place to allow those with
33 access to PII to only access the minimum amount of
information necessary to perform their job.

Least privilege, Role Based Access methods are used to allow
those with access to PII to only access the minimum amount of
information necessary to perform their job. The system
administrator is responsible for setting up the user access to
the system based on the CDC user ID and the permissions
assigned to it.

Identify training and awareness provided to
personnel (system owners, managers, operators,
contractors and/or program managers) using the
34
system to make them aware of their responsibilities
for protecting the information being collected and
maintained.

All CDC personnel are required to complete annual Security
and Privacy Awareness Training.

Describe training system users receive (above and
35 beyond general security and privacy awareness
training).

Third party governmental and non-governmental data
contributors receive role-based training regarding system
access rules of behavior on a study by study basis.

Do contracts include Federal Acquisition Regulation
36 and other appropriate clauses ensuring adherence to
privacy provisions and practices?

Yes
No
Each program using AIREDC is responsible for applying its own
existing records retention schedules and will vary across each
program.

Describe the process and guidelines in place with
37 regard to the retention and destruction of PII. Cite
specific records retention schedules.

Final reports and substantive reporting materials are
maintained permanently (CDC RCS, B-321, 2&4). Routine
reports are maintained until business use ceases or no longer
needed as final reports are created (GRS 5.1 and 5.2). Other
input/output records are disposed of when no longer needed
(GRS 5.2). Disposal methods include erasing computer tapes,
burning or shredding paper materials or transferring records to
the Federal Records Center when no longer needed for
evaluation and analysis.

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Administrative controls: Controls include completion of
training requirements; risk analyses performed annually;
branch management reviewing access requests and granting
minimal amount of access.

Describe, briefly but with specificity, how the PII will
38 be secured in the system using administrative,
technical, and physical controls.

Technical controls: Users are authenticated and data secured
using operating system and server security, administered by
the local system administrator. All data is encrypted at rest
and in transits with access restricted to specific authorized
users as required by HHS and CDC policy. All application user
access to the AIREDC web application are authenticated via
CDC's Digital Support Office-Secure Access Management
System (SAMS), including authorized CDC users.
Physical- Data is housed within the FEDRamp approved
Microsoft Azure facility within the CDC OCIO managed tenant.
The Azure data center's physical security begins at the
perimeter layer. This layer includes a number of security
features depending on the location, such as security guards,
fencing, security feeds, intrusion detection technology, and
other security measures commensurate with the FEDRamp
approval.
All components of the AIREDC system reside in a CDC
managed, FEDRamp approved Azure environment.

General Comments

OPDIV Senior Official
for Privacy Signature

Q10: System has moved to the OCIO Azure Operating environment from the on-premises environment.
Change from Active Directory to CDC's Digital Support Office - Secure Access Management System (SAMS)
as authentication mechanism.
signed by Jarell
Jarell Oshodi Digitally
Oshodi -S
Date: 2022.09.26 12:54:47
-S
-04'00'

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