Privacy Act of 1974; System of Records Notice for HUD ServiceNow (SerNow)
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The U.S. Department of Housing and Urban Development (HUD) is establishing a new System of Records under the Privacy Act for its ServiceNow (SerNow) platform. This SaaS system serves as a centralized IT service management tool that handles helpdesk requests, asset and software tracking, facilities management, HR activities, and limited financial planning. It integrates with Active Directory and DIAMS to collect and store data on current HUD employees and contractors, including full name, phone number, email, home and work addresses, employee ID, device identifiers, IP/MAC addresses, and employment history. The system uses a Configuration Management Database (CMDB) and operates in a government community cloud. A 30-day comment period ends May 6, 2026, after which the SORN becomes effective unless modified.
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Key Changes
- Establishes new SORN HUD/OCIO-04 for ServiceNow platform effective after May 6, 2026 comment period
- Covers current HUD employees and contractors with 8 categories of records including home address and IP/MAC addresses
- Data sourced from Active Directory, LFS and Digital Identity and Access Management System (DIAMS)
+ 3 more changes with Pro
Obligations
What this law requires
Accept and respond to public comments on the SerNow System of Records Notice on or before May 6, 2026 through Federal e-Rulemaking Portal, Fax (202-619-8365), Email (privacy@hud.gov), or Mail to the Privacy Office
Establish and maintain a System of Records Notice (SORN) titled 'ServiceNow (SerNow)' designated as HUD/OCIO-04 in accordance with Privacy Act of 1974 requirements
Maintain records at specified locations: HUD Headquarters (451 7th Street SW, Washington, DC 20410-0001) and Bowhead UIC Government Services, LLC (6564 Loisdale Court, Suite 900, Springfield, VA 22150-1812)
Designate George Hurley (Infrastructure and Operations, HUD HQ) as System Manager responsible for the SerNow system and make contact information available for inquiries
Store and process only specified categories of personal information: Full Name, Phone Number, Email, User Verification PIN, Device Identifier, IP/MAC Address, Work Address, Home Address, Employee ID, and Employment Status/History