Privacy Act Systems - DOL/CENTRAL-5
Privacy Act/Freedom of Information Act Requests File System.
a. Departmental Offices in Washington, DC;
b. Regional offices of the Department.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have submitted Privacy Act and Freedom of Information Act requests under (5 U.S.C. 552a and 552).
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains initial requests under the Acts, responses, and related documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Privacy Act of 1974 (5 U.S.C. 552a); the Freedom of Information Act (5 U.S.C. 552); and 5 U.S.C.301).
This system of records is maintained for various reasons as follows:
a. To process individuals' requests made under the Privacy Act and Freedom of Information Act.
b. To provide a record of communications between the requester and the agency.
c. To ensure that all relevant, necessary and accurate data are available to support any process for appeal.
d. To provide a legal document to support any process for appeal.
e. To prepare the annual reports to OMB and Congress as required by the Privacy and Freedom of Information Acts.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
These records, and information in these records, may be used to disclose:
a. Information to the Office of Management and Budget at any stage in the legislative coordination and clearance process in connection with private relief legislation as set forth in OMB Circular No. A-19.
b. Information to Federal agencies (e.g., Department of Justice or the Office of Government Information Services) in order to obtain advice and recommendation concerning matters on which the agency has specialized experience or particular competence, for use in making required determinations under the Freedom of Information Act or the Privacy Act of 1974.
c. Information to any source from which additional information is requested (to the extent necessary to identify the individual, inform the source of the purpose of the request, and to identify the type of information requested), where necessary to obtain information relevant to a decision concerning a Privacy Act or Freedom of Information Act request.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Files are stored electronically and/or on paper.
Files are retrieved by name of individual making request and by date of request.
Access by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files.
RETENTION AND DISPOSAL:
Records are retained for two years after response date if no denial was involved, and five years after response date if denial of records was involved. If there is an appeal to the Solicitor of Labor, the records are destroyed six years after final agency determination or 3 years after final court adjudication, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Head of agencies or component units within the Department who have custody of the records. See the appropriate Agency Official in the listing in the Appendix to this document.
Inquiries should be mailed to the System Manager.
RECORD ACCESS PROCEDURE:
A request for access should be mailed to the System Manager.
CONTESTING RECORD PROCEDURES:
A petition for amendment shall be addressed to the System Manager.
RECORD SOURCE CATEGORIES:
Information contained in this system of records is obtained from individual requester, official documents, agency officials, and other Federal agencies.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
The Department of Labor has claimed exemptions from several of its other systems of records under 5 U.S.C. 552a(k) (1), (2), (3), (5), and (6). During the course of a PA/FOIA action, exempt materials from those other systems may become part of the case record in this system. To the extent that copies of exempt records from those other systems are entered into these PA/FOIA case records, the Department has claimed the same exemptions for the records as they have in the original primary system of records of which they are a part.