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Privacy Act Systems - DOL/OSHA-6

SYSTEM NAME:

    Program Activity File.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    Electronic files are kept at the National Information Technology Center. Paper files are kept at the Occupational Safety and Health Administration’s (OSHA’s) area offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Compliance Safety and Health Officers, State Program, Cooperative Program and Compliance Assistance Staff, and Safety and Health Consultants of the Occupational Safety and Health Administration and its grantees.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Covering current and future program activities and program support activities conducted by safety and health compliance officers, consultants, and state program, cooperative program and compliance assistance staff. Examples of program activities include inspections, complaintinvestigations, time tracking, compliance assistance activities, consultations, state program tracking, Voluntary Protection Programs (VPP), Partnership and Alliance activities. Program support activities includes training, administrative duties, and general program work that is not associated with a discrete program activity.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    Occupational Safety and Health Act of 1970 (29 U.S.C. 651-678).

PURPOSE:

    These records are maintained to manage, process and document OSHA program actions and program related activities that support the programs (inspection, complaint investigation, time tracking, compliance assistance, consultation, state program tracking, voluntary protection, partnership and alliance). The data compiled from these records are used to manage day-to-day program operations and to analyze program effectiveness, efficiency and resource utilization in the various program areas and on activities within those program areas. The data are used by agency officials for performance management, planning and policy purposes.

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

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

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:

    Individual records are retrievable by employee identifying number or by activity number for information related to a discrete activity. A system of permissions by job title and organization level will control access to individual records. Aggregate or summary data are retrievable based on a variety of selection criteria, including office, program area, activity type, employee category, etc.

SAFEGUARDS:

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

RETENTION AND DISPOSAL:

    Data files are maintained in accordance with National Archives and Records Administration Records Disposition Schedule.

SYSTEM MANAGER AND ADDRESS:

    Director, Office of Management Data Systems, Occupational Safety and Health Administration, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210.

NOTIFICATION PROCEDURE:

    Individuals wishing to inquire whether this system of records contains information about them should contact the System Manager at the address listed above.

RECORD ACCESS PROCEDURE:

    Individuals wishing to gain access to records should contact the System Manager at the address listed above.

CONTESTING RECORD PROCEDURE:

    Individuals wishing to request amendment of any record should contact the System Manager at the address listed above.

RECORD SOURCE CATEGORIES:

    Data records for program areas including inspection, complaint investigation, time tracking, compliance assistance, consultation, state program tracking, voluntary protection, partnership and alliance, completed by safety and health compliance officers, consultants, and state program, cooperative program and compliance assistance staff.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    Not applicable.