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Privacy Act Systems - DOL/CENTRAL-2

SYSTEM NAME:

    Registrants for Department of Labor Events and Activities.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    At the offices of each component agency within the Department of Labor, including national, regional and contractor offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Individual correspondents with the various components of the Department who contact, by telephone, fax, U.S. Mail or other mail/delivery services, on-line, or e-mail, components within the Department to register for conferences, events, activities, seminars, special interest websites, and programs.

CATEGORIES OF RECORDS IN THE SYSTEM:

    This system contains information necessary to satisfy requests by individuals to register for Department conferences, events, activities, seminars, programs and special interest websites, including their requests for special accommodations and items such as meal preferences. Depending on the nature of the request, the file may include (but is not limited to) the following information on the individuals who have contacted the Department: name, title, mailing address, telephone and fax number, and e-mail address.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301.

PURPOSE(S):

    To permit persons to register, by mail, telephone, fax, e-mail and on-line, for Departmental conferences, events, activities, seminars, special interest websites, and programs; to enhance information exchange by improving the availability of Departmental component information on automated systems; to provide a framework from which to select an unbiased sample of individuals for surveys; and to maintain the names, addresses, etc. of individuals who register for conferences and seminars.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    In addition to the universal routine uses listed in the General Prefatory Statement to this document, a record from this system of records may be disclosed to private entities and/or State or other Federal agencies that co-sponsor or have a statutory interest in the subject of a particular conference or website. A record from this system may be disclosed to hotels, conference centers, caterers, interpreters and other entities that provide services for the purpose of holding the conferences and seminars, including services to persons with disabilities. The names and business addresses of attendees may be disclosed to conference attendees and/or the public, where appropriate. Records also may be disclosed where required by law.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

    Files are stored electronically and/or on paper.

RETRIEVABILITY:

    By name, telephone or fax number (including the telephone number from which the individual dials), e-mail address or other identifying information in the system.

SAFEGUARDS:

    Access by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files.

RETENTION AND DISPOSAL:

    Current correspondent information files are updated as necessary and are destroyed after three months, or in the case of website based programs, message boards, or e-mail management systems, when no longer needed.

SYSTEM MANAGER(S) AND ADDRESS:

    The relevant agency head for the applicable component agency within the U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210.

NOTIFICATION PROCEDURE:

    Individuals wishing to inquire whether this system of records contains information about them should contact the system manager. Individuals must furnish in writing the following information for their records to be located and identified:
   a. Full name and mailing address.
   b. Signature.

RECORD ACCESS PROCEDURE:

    As in notification procedure.

CONTESTING RECORD PROCEDURES:

    As in notification procedure.

RECORDS SOURCE CATEGORIES:

    Correspondents with the relevant component agency within the Department.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.