Pia

NICHD Data and Specimen Hub (DASH)

1. OPDIV	National Institutes of Health
2. PIA Unique Identifier
2a. Name	NICHD Data and Specimen Hub (DASH)
3. The subject of this PIA is which of the following?	General Support System
3a. Identify the Enterprise Performance Lifecycle Phase of the system.	Implementation
3b. Is this a FISMA-Reportable system?	No
4. Does the system include a Website or online application available to and for the use of the general public?	Yes
Accept / Reject Status	Undefined
Question 4 Comment
5. Identify the operator.	Agency
6. Point of Contact (POC)
POC Title	Applications CTO
POC Name	Archana Mohale
POC Organization	NICHD
POC Email	mohalea@mail.nih.gov
POC Phone	301-594-2353
Accept / Reject Status	Undefined
Question 6 Comment
7. Is this a new or existing system?	New
8. Does the system have Security Authorization (SA)?	Yes
Accept / Reject Status	Undefined
Question 8 Comment
8a. Date of Security Authorization	11/20/2015
9. Indicate the following reason(s) for updating this PIA. Choose from the following options.
Other
Accept / Reject Status
Question 9 Comment
10. Describe in further detail any changes to the system that have occurred since the last PIA.	None
Accept / Reject Status	Undefined
Question 10 Comment
11. Describe the purpose of the system.	To enable searching and sharing of study data from the National Institute of Child Health and Human Development (NICHD) funded research.
Accept / Reject Status	Undefined
Question 11 Comment
12. Describe the type of information the system will collect, maintain (store), or share. (Subsequent questions will identify if this information is PII and ask about the specific data elements.)	The system will collect and maintain personal information from individuals requesting accounts.
Accept / Reject Status	Undefined
Question 12 Comment
13. Provide an overview of the system and describe the information it will collect, maintain (store), or share, either permanently or temporarily.	The system maintains study research data. It will collect and maintain personal information from individuals requesting accounts.
Accept / Reject Status	Undefined
Question 13 Comment
14. Does the system collect, maintain, use or share PII?	Yes
Accept / Reject Status	Undefined
Question 14 Comment
15. Indicate the type of PII that the system will collect or maintain.	Name, E-Mail Address, Phone Numbers, Mailing Address
Accept / Reject Status	Undefined
Question 15 Comment
16. Indicate the categories of individuals about whom PII is collected, maintained or shared.	Public Citizens, Business Partners/Contacts (Federal State and local agencies)
Accept / Reject Status	Undefined
Question 16 Comment
17. How many individuals' PII is in the system?	100-499
Accept / Reject Status	Undefined
Question 17 Comment
18. For what primary purpose is the PII used?	To identify individuals requesting data or sharing data.
Accept / Reject Status	Undefined
Question 18 Comment
19. Describe the secondary uses for which the PII will be used (e.g. testing, training or research)	The data may be used in support of future initiatives.
Accept / Reject Status	Undefined
Question 19 Comment
20. Describe the function of the SSN.	N/A
Accept / Reject Status	Undefined
Question 20 Comment
20a. Cite the legal authority to use the SSN.	N/A
21. Identify legal authorities governing information use and disclosure specific to the system and program.	United States Congress, Privacy Act of 1974, 5 U.S.C. Section 552a. United States Congress, Public Health Service Act 42 U.S.C. Section 241, 242, 248, 281, 282, 284, 285a, 285b, 285c, 285d, 285e, 285f, 285g, 285h, 285i, 285j, 285l, 285m, 285n, 285o, 285p, 285q, 287, 287b, 287c, 289a, 289c, and; 44 U.S.C. Section 310l
22. Are records on the system retrieved by one or more PII data elements?	Yes
Accept / Reject Status	Undefined
Question 22 Comment
22a. Identify the number and title of the Privacy Act System of Records Notice (SORN) that is being used to cover the system or identify if a SORN is being developed.
Published:	09-25-0200 Clinical, Basic and Population based
Published:
Published:
In Progress	No
23. Identify the sources of PII in the system.	Online, Members of the Public
Accept / Reject Status	Undefined
Question 23 Comment
23a. Identify the OMB information collection approval number and expiration date.	Office of Management and Budget (OMB) approval is in process.
24. Is the PII shared with other organizations?	No
Accept / Reject Status	Undefined
Question 24 Comment
24a. Identify with whom the PII is shared or disclosed and for what purpose.
Within HHS
Other Federal Agency/Agencies
State or Local Agency/Agencies
Private Sector
24b. Describe any agreements in place that authorizes the information sharing or disclosure (e.g. Computer Matching Agreement, Memorandum of Understanding (MOU), or Information Sharing Agreement (ISA)).
24c. Describe the procedures for accounting for disclosures.
25. Describe the process in place to notify individuals that their personal information will be collected. If no prior notice is given, explain the reason.	Individuals are required to enter the information themselves.
Accept / Reject Status	Undefined
Question 25 Comment
26. Is the submission of PII by individuals voluntary or mandatory?	Voluntary
Accept / Reject Status	Undefined
Question 26 Comment
27. Describe the method for individuals to opt-out of the collection or use of their PII. If there is no option to object to the information collection, provide a reason.	The collection of information is required for the creation of an account. Individuals may browse or search studies without creating an account. However, in order to request or submit data, they must enter their information and create an account.
Accept / Reject Status	Undefined
Question 27 Comment
28. 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 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.	Email will be used for necessary notifications.
Accept / Reject Status	Undefined
Question 28 Comment
29. Describe the process in place to resolve an individual's concerns when they believe their PII has been inappropriately obtained, used, or disclosed, or that the PII is inaccurate. If no process exists, explain why not.	Individuals can contact the system administrators.
Accept / Reject Status	Undefined
Question 29 Comment
30. Describe the process in place for periodic reviews of PII contained in the system to ensure the data's integrity, availability, accuracy and relevancy. If no processes are in place, explain why not.	Individuals have access to their profile in the system and can make any changes needed to their personally identifiable information (PII) through the profile page.
Accept / Reject Status	Undefined
Question 30 Comment
31. Identify who will have access to the PII in the system and the reason why they require access.
Users	No
Administrators	Yes
	To resolve account queries or disputes, or to assist with password resets or updates and email registered users as necessary.
Developers	No
Contractors	No
Others	No
32. Describe the procedures in place to determine which system users (administrators, developers, contractors, etc.) may access PII.	The principles of least privileged access are applied. The system uses roles and each role has different access levels. Default role has least privilege. Approval by system administrator is needed to change role.
Accept / Reject Status	Undefined
Question 32 Comment
33. Describe the methods in place to allow those with access to PII to only access the minimum amount of information necessary to perform their job.	N/A
Accept / Reject Status	Undefined
Question 33 Comment
34. Identify training and awareness provided to personnel (system owners, managers, operators, contractors and/or program managers) using the system to make them aware of their responsibilities for protecting the information being collected and maintained.	All system owners, managers, operators, contractors and/or program managers take annual NIH security and privacy training. Administrators are required to take role-based training which has training specific to their responsibilities.
Accept / Reject Status	Undefined
Question 34 Comment
35. Describe training system users receive (above and beyond general security and privacy awareness training).	System owners, managers, and operators are also required to take role-based training.
Accept / Reject Status	Undefined
Question 35 Comment
36. Do contracts include Federal Acquisition Regulation and other appropriate clauses ensuring adherence to privacy provisions and practices?	Yes
Accept / Reject Status	Undefined
Question 36 Comment
37. Describe the process and guidelines in place with regard to the retention and destruction of PII. Cite specific records retention schedules.	The National Institute of Standards and Technology (NIST) Special Publication 800-122 guidelines are followed. Accounts are classified from active to inactive status after a period of 6 months of inactivity. Inactive accounts are reviewed by the system owner on a yearly basis and are deactivated or deleted from the system by the system administrator as per system owner request.
Accept / Reject Status	Undefined
Question 37 Comment
38. Describe, briefly but with specificity, how the PII will be secured in the system using administrative, technical, and physical controls.	Access to account information is provided only to authorized administrators of the system through a Virtual Private Network (VPN) connection using multi-factor authentication. Transactions are audited and stored. Administrative, technical and physical security controls follow NIST 800-53 rev4 which requires monthly scanning and annual re-accreditation.
Accept / Reject Status	Undefined
Question 38 Comment
39. Identify the publicly-available URL.	https://dash.nichd.nih.gov/
Accept / Reject Status	Undefined
Question 39 Comment
40. Does the website have a posted privacy notice?	Yes
Accept / Reject Status	Undefined
Question 40 Comment
40a. Is the privacy policy available in a machine-readable format?	Yes
41. Does the website use web measurement and customization technology?	Yes
Accept / Reject Status	Undefined
Question 41 Comment
41a. Select the type of website measurement and customization technologies is in use and if it is used to collect PII. (Select all that apply).
Web Beacons	Yes
Collects PII?	No
Web Bugs	No
Collects PII?	No
Session Cookies	No
Collects PII?	No
Persistent Cookies	No
Collects PII?	No
Other ...	No
Collects PII?	No
42. Does the website have any information or pages directed at children under the age of thirteen?	No
Accept / Reject Status	Undefined
Question 42 Comment
42a. Is there a unique privacy policy for the website, and does the unique privacy policy address the process for obtaining parental consent if any information is collected?
43. Does the website contain links to non-federal government websites external to HHS?	No
Accept / Reject Status	Undefined
Question 43 Comment
43a. Is a disclaimer notice provided to users that follow external links to websites not owned or operated by HHS?
REVIEWER QUESTIONS: The following section contains Reviewer Questions which are not to be filled out unless the user is an OPDIV Senior Officer for Privacy.
1. Are the questions on the PIA answered correctly, accurately, and completely?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 1 Comment
2. Does the PIA appropriately communicate the purpose of PII in the system and is the purpose justified by appropriate legal authorities?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 2 Comment
3. Do system owners demonstrate appropriate understanding of the impact of the PII in the system and provide sufficient oversight to employees and contractors?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 3 Comment
4. Does the PIA appropriately describe the PII quality and integrity of the data?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 4 Comment
5. Is this a candidate for PII minimization?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 5 Comment
6. Does the PIA accurately identify data retention procedures and records retention schedules?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 6 Comment
7. Are the individuals whose PII is in the system provided appropriate participation?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 7 Comment
8. Does the PIA raise any concerns about the security of the PII?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Accept / Reject Status	Undefined
Question 8 Comment
9. Is applicability of the Privacy Act captured correctly and is a SORN published or does it need to be?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Accept / Reject Status	Undefined
Question 9 Comment
10. Is the PII appropriately limited for use internally and with third parties?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 10 Comment
11. Does the PIA demonstrate compliance with all Web privacy requirements?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 11 Comment
12. Were any changes made to the system because of the completion of this PIA?	Undefined
Reviewer Notes
Accept / Reject Status	Undefined
Question 12 Comment
General Comments
OPDIV Senior Official for Privacy Signature
HHS Senior Agency Official for Privacy

  

For Official Use Only (FOUO)

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