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Office of the Solicitor

Privacy Act Systems - DOL/BLS-12

SYSTEM NAMES:

    Employee Acknowledgement Letter Control System.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    Bureau of Labor Statistics, Postal Square Building, 2 Massachusetts Ave. N.E., Washington, DC 20212.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    BLS employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Records include name, office address, telephone number, supervisor's name, last day of individual's first pay period, region, cost center, date acknowledgement was signed.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301.

PURPOSE(S):

    Used by BLS to monitor whether employees have signed the acknowledgement letter regarding the safeguarding of confidential information.

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

    Electronic file server with backup tapes. Paper files of the signed letters are also maintained.

RETRIEVABILITY:

    Name, date signed, Social Security Number, regional office.

SAFEGUARDS:

    Access by authorized personnel only. Passwords are used for electronic system. Paper files are kept in an office which is locked after working hours.

RETENTION AND DISPOSAL:

    Destroy 3 years after employee is transferred or released from government service.

SYSTEM MANAGER(S) AND ADDRESS:

    Chief, Division of Management Systems, Postal Square Building, 2 Massachusetts Ave. N.E., Washington, DC 20212.

NOTIFICATION PROCEDURE:

    Inquiries should be mailed or presented to the system manager noted at the address noted above.

RECORD ACCESS PROCEDURES:

    As noted in notification procedure.

CONTESTING RECORD PROCEDURES:

    As noted in notification procedure.

RECORD SOURCE CATEGORIES:

    Employees who signed acknowledgement letters.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.