Request Personal Records

Accessing Your Records

How do I get access to my records?

You can make a Privacy Act request for access to your records in accordance with OMB’s Privacy Act Regulations. Please note that OMB is able to respond only to requests regarding records that OMB maintains. As provided in OMB’s Privacy Act Regulations, you can submit your request by mail to Privacy Officer, Office of Management and Budget, 725 17th Street NW, Room 9204, Washington, DC 20503 or electronically, as described below.

If I am making a request by mail, what information must I include? 

If you make your request by mail, please mark both the envelope and the request letter “Privacy Act Request” and send it to the address above so we can properly track and manage your request. Failure to mark the envelope or the request may result in delays in processing your request. 

You must include the following:

• Information about yourself that would allow OMB to make a determination if there is a record about you, normally this would be your full name and address;
• A description of the records you want in enough detail to enable OMB to locate the information with a reasonable amount of effort;
• The name of the system of records or a concise description of the system of records;
• Any other information that you believe will help in locating the record; and
• Verification of your identity.

If you are making a request on behalf of another person, OMB will require additional information. 

You may use the Privacy Act Request form by printing it out and submitting it in your mail-in request.

Please also enclose either a either a signed submission under 28 U.S.C. § 1746 or a notarized statement of identity; unless you are a current Federal or OMB employee, verifying your identity as described below.

If I am making a request electronically, what process do I use?

You can initiate an electronic request by sending an email to OMBPA@omb.eop.gov with your name and a valid email address. The subject line of the email must include “Privacy Act Request.” DO NOT include any additional information in the email and do not attach any documents to that email.

Once OMB receives your initial email, OMB will provide you with a secure link to provide the following information to complete your Privacy Act request:

• Information about yourself that would allow OMB to make a determination if there is a record about you, normally this would be your full name and address;
• A description of the records you want in enough detail to enable OMB to locate the information with a reasonable amount of effort;
• The name of the system of records or a concise description of the system of records;
• Any other information that you believe will help in locating the record; and
• Verification of your identity.

If you are making a request on behalf of another person, OMB will require additional information. 

When making a request electronically, you will be prompted to upload via secure link either a either a signed submission under 28 U.S.C. § 1746 or a notarized statement of identity; unless you are a current Federal or OMB employee, verifying your identity as described below. You may download either of the templates we have linked prior, fill out the template, and then upload when prompted. Do not email either the signed submission under 28 U.S.C. § 1746 or a notarized statement of identity to OMB. 

How do I verify my identity and submit any additional information needed to process my request? 

OMB takes safeguarding the information you provide seriously. In order to ensure your personal information is managed appropriately, please submit your identity verification information only in one of the following ways:

• OMB will require you to state your name, current address, and date and place of birth and provide either a notarized statement of identity or a signed submission under 28 U.S.C. § 1746, a law that permits statements to be made under penalty of perjury as a substitute for notarization;
• For current federal employees: PIV (Personal Identity Verification) card verification through MAX.gov; or
• For current OMB employees: PIV card verification through MAX.gov, or in person.

Failure to use one of these methods may result in failure to expunge your records consistent with applicable federal records schedules.

Can parents or guardians get access to records?

Yes, if you are the parent or guardian of a minor or of an individual who is determined to be incompetent by a court. In addition to properly identifying yourself and providing the information described above, you will need to provide additional information.  In order to safeguard your information and the information of the individual who is the subject of the record, and minimize the information OMB maintains merely for the purpose of identity verification, please follow the processes below. You will need to provide:

• The identity of the individual who is the subject of the record, by stating the name, current address, and date and place of birth;
• Verification of your own identity; and
• Verification that you are the parent or guardian of that individual, which you may prove by providing a copy of the individual’s birth certificate showing your parentage or by providing a court order establishing your guardianship.

How long will it take to get my records?

OMB will acknowledge your request for records in writing and provide an individualized tracking number. Upon request, OMB will provide you information about the status of your request using the assigned tracking number.

Appeals

Can I appeal a denial of access to a record?

Yes, you may file an administrative appeal within 180 days after you receive a denial.

How do I file an administrative appeal?

Write to the OMB Senior Agency Official for Privacy (SAOP) stating that you are filing an administrative appeal. Include the reasons for your appeal and any other pertinent information that would be needed for a review of the denial.

Send your appeal to: Office of Management and Budget, 725 17th Street NW, Room 9204, Washington, DC 20503, or via the electronic process described above for Privacy Act requests.

If submitting an appeal by mail, mark both the envelope and the appeal letter: “Privacy Act Appeal.” If submitting an appeal by email, please include “Privacy Act Appeal” on the subject line. Failure to include the marking may result in delays to processing.

Requests for an Accounting

How do I make a request for an accounting of disclosures under the Privacy Act? 

You can make a request for an accounting of disclosures using the same processes for making a request for access, outlined above.

Amending Records

Can I make a request to amend my records?

Yes, you may make a request to amend a record that you believe is incomplete or incorrect.

How do I make a request to amend a record?

Send a request to the appropriate system manager stating that you want to amend your record.

• Include in your request the correct information along with any evidence or justification for amendment, as needed.
• If submitting by mail, mark the letter and the envelope “Privacy Act Request to Amend Record.”  Failure to include the marking may result in delays to processing.

What if I don’t know who the system manager is? 

The System of Records Notices (SORNs) listed here each identify the relevant system manager. Alternatively, or if you do not know which system would maintain the records you seek, send your request to OMB’s SAOP for re-routing to the appropriate system manager at: Office of Management and Budget, 725 17th Street NW, Room 9204, Washington, DC 20503 or via the electronic process described above for Privacy Act requests.

Be sure to label the request “Privacy Act Request to Amend Record.” Failure to do so may result in routing your request to the appropriate system manager. 

What if I have a question about OMB’s privacy program or processes?

If you have a question about OMB’s privacy program or processes, please submit your question or complaint to: Privacy Officer, Office of Management and Budget, 725 17th Street NW, Room 9204, Washington, DC 20503 or by email to OMBPA@omb.eop.gov. 

Please note that OMB is able to respond only to questions about OMB’s agency privacy program.