PM-21 PM · Program Management

Accounting of Disclosures

LOW MODERATE HIGH
1 Overlay 3 Related Controls
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Requirements NIST SOURCE

    1. 1.Date, nature, and purpose of each disclosure; and
    2. 2.Name and address, or other contact information of the individual or organization to which the disclosure was made;
Discussion (NIST Supplemental Guidance)

The purpose of accounting of disclosures is to allow individuals to learn to whom their personally identifiable information has been disclosed, to provide a basis for subsequently advising recipients of any corrected or disputed personally identifiable information, and to provide an audit trail for subsequent reviews of organizational compliance with conditions for disclosures. For federal agencies, keeping an accounting of disclosures is required by the PRIVACT ; agencies should consult with their senior agency official for privacy and legal counsel on this requirement and be aware of the statutory exceptions and OMB guidance relating to the provision. Organizations can use any system for keeping notations of disclosures, if it can construct from such a system, a document listing of all disclosures along with the required information. Automated mechanisms can be used by organizations to determine when personally identifiable information is disclosed, including commercial services that provide notifications and alerts. Accounting of disclosures may also be used to help organizations verify compliance with applicable privacy statutes and policies governing the disclosure or dissemination of information and dissemination restrictions.

Implementation Guidance

Engineering Interpretation

Original engineering commentary written for this explorer — not NIST source text and not authoritative guidance.

No engineering interpretation has been authored for PM-21 yet. This section is architected to receive it — see the Requirements and Assessment sections above for the authoritative NIST source content in the meantime.

Assessment

NIST SP 800-53A REV 5.2.0

Assessment Objectives

  1. an accurate accounting of disclosures of personally identifiable information is developed and maintained;
  2. the accounting includes the date of each disclosure;
  3. the accounting includes the nature of each disclosure;
  4. the accounting includes the purpose of each disclosure;
  5. the accounting includes the name of the individual or organization to whom the disclosure was made;
  6. the accounting includes the address or other contact information of the individual or organization to whom the disclosure was made;
  7. the accounting of disclosures is retained for the length of time that the personally identifiable information is maintained or five years after the disclosure is made, whichever is longer;
  8. the accounting of disclosures is made available to the individual to whom the personally identifiable information relates upon request.

Examine

[SELECT FROM: Privacy program plan; disclosure policies and procedures; records of disclosures; audit logs; Privacy Act policies and procedures; system of records notice; Privacy Act exemption rules.].

Interview

[SELECT FROM: Organizational personnel with privacy program responsibilities; organizational personnel with privacy responsibilities.].

Test

[SELECT FROM: Organizational processes for disclosures; mechanisms supporting the accounting of disclosures, including commercial services that provide notifications and alerts.].

Overlays

OT/ICS Overlay SP 800-82r3

NIST SP 800-82r3 Appendix F, Table 22. Blank baseline means the control/control enhancement is not selected in that initial OT baseline.

LOW

Not applicable at this tier.

MODERATE

Not applicable at this tier.

HIGH

  • Base control: Added (beyond standard baseline)

STIGs & CCIs

No STIG checks or CCI mappings are currently loaded for PM-21. This section is architected to display, per product: STIG ID, Finding ID, Severity, Title, Description, Check, Fix, CCI, and NIST control mapping — but nothing is populated here until a real DISA STIG/CCI dataset is ingested.

Learn more about STIG/CCI integration →

Evidence

Potential Evidence — Derived

Categorized from the SP 800-53A "Examine"/"Test" artifact list above by keyword — not an authoritative NIST evidence list.

Policy

  • Privacy program plan
  • disclosure policies and procedures
  • Privacy Act policies and procedures

Testing

  • Organizational processes for disclosures
  • mechanisms supporting the accounting of disclosures, including commercial services that provide notifications and alerts

Other Records

  • records of disclosures
  • audit logs
  • system of records notice
  • Privacy Act exemption rules