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Privacy Act Systems - DOL/ESA-36

SYSTEM NAME:

    MSPA Civil Money Penalties in the Wage Hour Investigative Support and Reporting Database (WHISARD)

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    Wage and Hour National Office (NO), Regional Offices (RO) and District Offices (DO), see The Appendix of this document for addresses.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    All persons investigated and assessed civil money penalties (CMPs) under the Migrant and Seasonal Agricultural Worker Protection Act (MSPA).

CATEGORIES OF RECORDS IN THE SYSTEM:

    Names, addresses, Social Security numbers, complaint information, employer information, employer/employee interviews, payroll information, housing and/or vehicle inspection reports, outcome of investigation, notification of determination to assess a CMP, hearing requests and/or subsequent legal documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301; Migrant and Seasonal Agricultural Worker Protection Act, as amended (MSPA), 29 U.S.C. 1801 et seq.

PURPOSE(S):

    To maintain records on persons assessed MSPA CMPs and all actions connected therewith.

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

    None, except for those routine uses listed in the General Prefatory Statement to this document.

DISCLOSURE OF CONSUMER REPORT AGENCIES:

    Not applicable.

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

STORAGE:

    Original records are stored in Wage and Hour offices. These records and other information are also maintained in an electronic file database in these offices.

RETRIEVABILITY:

    Records are retrieved by employer name, Employer Identification Number, case file number or Act violated.

SAFEGUARDS:

    Only authorized personnel have access by use of passwords to information stored on the database. Original records are securely stored in Wage and Hour Regional Offices.

RETENTION AND DISPOSAL:

  1. Electronic records are electronically archived; data tapes are retained for 25 years.

  2. Printed information generated by this system and retained in a Wage-Hour office will be disposed of as follows: printed information, concerning cases where violations were found, is disposed of 12 years after the date the case is closed. For cases where no violation were found, printed information is disposed of three years after the closing date.

SYSTEM MANAGER(S) AND ADDRESS:

    Administrator, Wage and Hour Division, Room S-3502, Frances Perkins Building, 200 Constitution Avenue, NW, Washington, DC 20210.

NOTIFICATION PROCEDURES:

    Individuals wishing to make inquiries regarding this system should contact the system manager, or the regional office that services the state in which they are located (see list of the regional office addresses in the Appendix of this document). Inquiries should include the full name of the requester and the date and amount of assessment.

RECORD ACCESS PROCEDURES:

    Individuals wishing to request access to these records should contact the appropriate regional office listed in the Appendix.

CONTESTING RECORD PROCEDURES:

    Individuals wishing to contest or amend any records should direct their request to the appropriate regional office listed in the Appendix. Such inquiries should include the full name of the requester and the date and amount of assessment.

RECORD SOURCE CATEGORIES:

    The subject of the investigation, employer(s), employee(s) (present and/or former), insurance companies, other government agencies, court documents, and previous investigations (if applicable).

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.