Policy 7230A - Department of Administration

2.1.2.3 Indicate the intended use of the information.
Define the specific intended use of the collected information to
ensure that the information is not being shared with other systems
without a PIA first being performed on those secondary systems:
• Identify all systems that will make use of the collected
information to ensure that Privacy Assessment is performed
for all of them.
• Contact the system owners of secondary systems and inform
them of the need to conduct a Privacy Assessment.
2.1.2.4 Indicate with whom the information will be shared.
Define the intended sharing of the collected information to ensure
that the information is not being shared with other agencies without
a PIA first being performed on the systems hosted by that secondary
agency:
• Identify all Agencies that will make use of the collected
information to ensure that Privacy Assessment is performed
on their systems.
• Contact the Agency heads of alternate Agencies and inform
them of the need to conduct a Privacy Assessment.
2.1.2.5 Indicate what opportunities exist to decline consent to provide
information.
Individuals must be provided with the opportunity to decline to have
their information stored within a system or to limit the uses of that
data:
• Ensure Privacy Policy documents indicate that consent to
provide information can be removed at any time.
2.1.2.6 Indicate how information will be secured.
Specify both technical and non-technical controls that will be used to
protect collected information:
• Provide internal specifications indicating the exact controls
that will be used to protect the data.
• Provide external notifications indicating the generic controls
that will be used to protect the data.
2.1.2.7 Indicate if a system of records is maintained per the Privacy Act
(USC 552a).
Where records of different types are catalogued in any systemic
manner the existence of that catalogue must be indicated to ensure
that all records are equally protected and that a PIA has been
performed for all linked systems:
• A system of records catalogues multiple pieces of information
such that access to the first can provide contiguous access to
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