What is the purpose of a System of Records Notice (SORN)?

The purpose of a System of Records Notice (SORN) is to describe the nature of collection, retention, and dissemination of records. A SORN provides transparency regarding how an agency collects, maintains, and handles personal information about individuals. It outlines specific details about the types of information that are being collected, the purposes for which the information is collected, how long the information will be retained, and how it will be shared or disclosed. This is essential for maintaining compliance with privacy laws and regulations, ensuring that individuals are aware of their rights regarding their personal data.

In contrast, user agreements relate to the terms under which data is used and do not encompass the broader scope of data collection and handling described in a SORN. The option regarding public access to all agency records misinterprets the nature of a SORN, as it focuses on specified records rather than granting broad access. Lastly, the notion of restricting employees from accessing their own records does not align with the intent of a SORN, which is more about informing individuals rather than limiting their rights to access their information.