SYSTEM NAME AND NUMBER:
Office of Inspector General Warehouse and Learning System (OWLS), DOL/OIG-12.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Location of electronic records includes all locations that the OIG operates or that support OIG operations, including 200 Constitution Avenue NW, Washington, DC 20210. Some or all system information may also be duplicated at locations where the OIG has granted direct access to support OIG operations, system backup, emergency preparedness, and/or continuity of operations. To determine the location of particular data analytics program records, contact the system manager, listed in section "SYSTEM MANAGER" below.
SYSTEM MANAGER:
U.S. DOL Office of Inspector General, Office of Management and Policy, Attention: Chief, Branch of Database Management and Applications, 200 Constitution Avenue NW, Washington, DC 20210.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Inspector General Act of 1978, as amended, 5 U.S.C. Appendix 3.
PURPOSES OF THE SYSTEM:
The system will enable the OIG to fulfill its statutory duties and responsibilities; facilitate the OIG's supervision and coordination of audits, evaluations, reviews, and investigations of departmental programs and operations; conduct, supervise, and coordinate relationships with other Federal, state, and local agencies on matters relating to investigation, prosecution, oversight, or enforcement of laws or regulations; promote economy and efficiency; and prevent fraud and abuse in the Department's programs and operations. The system will use data that OIG has legal authority to obtain and maintain to perform advanced statistical techniques, data modeling for indications of fraud, waste, and abuse, and internal control weaknesses.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied for or received benefits, grants, payments, contracts, loans, and salary from the Department; those individuals who provided benefits or services under a departmental program; individuals who are associated with various state or Federal programs and whose actions impact the Department; employees of the Department, consultants, contractors, grantees, advisory committee members, and others who receive funds from the Department for performing services; U.S. employers who seek to hire nonimmigrant aliens as workers in specialty occupations; persons receiving benefits from the Workers' Compensation programs; individuals who have transacted with, utilized, are covered by a departmental component or program, and their surviving spouses, children, dependent parents and siblings; individuals who have transacted with, utilized, or are covered under a program of another Federal or state agency that is associated with a departmental program, and their surviving spouses, children, dependent parents and siblings; individuals alleged to have violated laws, regulations, or policies relating to departmental programs; individuals involved with hearings or inquiries relating to departmental programs; and Federal employees who apply for and/or utilize Government programs or receive or expend funds in an official capacity for the Department.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system includes but is not limited to names, social security numbers, date of birth, address, telephone number, email address, benefits information, medical information, application information, payments, banking and financial information, contracts, loans, salary, travel, hearings, inquiries, investigations, audits, reviews, and other records relevant to benefits or programs administered by the Department or associated Federal or state programs.
RECORD SOURCE CATEGORIES:
The new system will include records obtained from systems of records already maintained by the Department, state, or other Federal agencies.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES FOR SUCH USES:
In addition to the disclosures permitted under 5 U.S.C. 522a(b), as well as those contained in the Department's Universal Routine Uses of Records, all or a portion of the records or information in this system may be disclosed as a routine use under circumstances described below. The OIG may disclose information contained in a record in this system of records without the consent of the individual if the disclosure is compatible with the purpose for which the OIG collected the record.
(1) The OIG may disclose information from this system of records to other public authorities responsible for identifying fraud, waste, or abuse related to the Department's programs and operations; to enforce, investigate, prosecute, oversee, or assist in the enforcement of laws and regulations if the information is relevant to the functions and responsibilities of the OIG or the receiving entity.
(2) To disclose records to public and private entities or individuals that the OIG has reason to believe possesses information regarding a matter within the jurisdiction of the OIG to obtain information relevant to OIG functions and duties. The OIG may disclose information from this system of records as a routine use to public or private sources to the extent necessary to obtain information from those sources relevant to an OIG investigation, audit, inspection, or other inquiry or review.
(3) To disclose to the Council of Inspectors General for Integrity and Efficiency (CIGIE) or other Federal entities. OIG may disclose records as a routine use to members and employees of the CIGIE or any successor entity, or other Federal entity for the preparation of reports to the President and Congress on the activities of the Inspectors General, for the purpose of conducting qualitative assessment reviews of the investigative or audit operations of the OIG to ensure that adequate internal safeguards and management procedures are maintained, or for the purpose of facilitating or aiding the functions and responsibilities of the OIG.
(4) To disclose to a state, local, or other Federal agency considering suspension or debarment action if the information is relevant to the suspension or debarment action. The OIG also may disclose information to any Federal, state, or local agency to gain information in support of the Department's own debarment and suspension actions.
(5) To disclose to complainants and/or victims. To the extent necessary to obtain information from such persons or to provide information or explanations on the progress of an investigation or inquiry.
(6) The OIG may disclose records as a routine use to any Federal, state, local, or foreign agency, or other public authority,
a. if relevant to the prevention or detection of fraud and abuse in benefit programs administered by any agency or public authority; or
b. if relevant to the collection of debts or overpayments owed to any agency or public authority.
(7) The OIG may disclose records to appropriate agencies, entities, and persons when it is suspected or confirmed that the security or confidentiality of information in this system has been compromised to assist the OIG in responding to the suspected or confirmed compromise and in helping the OIG prevent, minimize, or remedy such harm.
(8) To disclose to the National Archives and Records Administration for purposes of records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The records are primarily maintained in electronic form on encrypted magnetic disks, encrypted tape cartridges, and on electronic media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system of records may be retrieved by any identifying information of an individual, institution, or business.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL:
Records are maintained and disposed of in accordance with the Department's Records Disposition Schedules applicable to the aforementioned records. A new records retention and disposition schedule is under development for this system of records. Until NARA approves a retention and disposition schedule for these records, the OIG will not destroy any records.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
OWLS is housed within a secure and controlled data center, with access restricted to authorized personnel. All data contained in the system is kept on a secured and restricted non-pubic network. The general public does not have access to OWLS. All information stored in this system is secured by using database encryption technology and is resistant to tampering and circumvention by unauthorized users. Access to data by all users is monitored using both automated and manual controls.
RECORD ACCESS PROCEDURES:
A request for access should be mailed to the System Manager and comply with the requirements specified in 29 CFR § 71.2.
CONTESTING RECORD PROCEDURES:
A petition for amendment should be mailed to the System Manager and comply with the requirements specified in 29 CFR § 71.9.
NOTIFICATION PROCEDURES:
Inquiries should be mailed to the System Manager and comply with the requirements specified in 29 CFR § 71.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
The system will consist of records compiled from existing systems of records maintained by the Department and other Federal and state agencies. Pursuant to 5 U.S.C. 552a(j)(2), the Secretary, through rulemaking, plans to exempt the system from subsections (c)(3) and (4); (d); (e)(1), (2), (3), (5) and (8); and (g) of the Privacy Act. Additionally, pursuant to 5 U.S.C. 552a(k)(1) and (k)(2), the Secretary, through rulemaking, plans to exempt a limited number of Privacy Act provisions. The OIG will continue to apply to individual records within the system any Privacy Act exemptions which apply to the system(s) from which the relevant record(s) originated. The Privacy Act Systems of Records Notices which describe in detail the exemptions claimed for each DOL system from which OWLS records will be derived can be found online at the following Web address: https://www.dol.gov/sol/privacy.