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Privacy Act Systems - DOL/ETA-24

SYSTEM NAME:

    Contracting and Grant Officer Files

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    Employment and Training Administration, Office of Grants and Contracts Management, Office of Financial and Administrative Services, and Assistant Secretary for Administration and Management, Division of Federal Assistance and Contract Services, 200 Constitution Avenue, NW, Washington, DC 20210

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Present and former contracting and grant officers

CATEGORIES OF RECORDS IN THE SYSTEM:

    Name, Social Security Number, job title and grade, qualifications, training and experience, request for appointment as Contracting/Grant Officer, Certification of Appointment, copy of Certificate of Appointment, and other correspondence and documents relating to the individual's qualifications therefor.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    40 U.S.C. 486; Department of Labor Acquisition Regulations 2901.6; Department of Labor Manual Series 2-800.

PURPOSE(S):

    To ascertain an individual's qualifications to be appointed as a contracting/grant officer; to determine if limitations on procurement authority are appropriate; to complete Certificate of Appointment.

ROUTINE USES OF RECORD MAINTAINED IN THE SYSTEMS, INCLUDING CATEGORIES AND USERS AND THE PURPOSES OF SUCH USES:

  1. Disclosure to Office of Government Ethics: A record from a system of records may be disclosed, as a routine use, to the Office of Government Ethics for any purposes consistent with that office's mission, including the compilation of statistical data.

  2. Disclosure to a Board of Contract Appeals, GAO or any other entity hearing a contractor's protest or dispute: A record from a system of records may be disclosed, as a routine use, to the United States General Accounting Office, to a Board of Contract Appeals, or the Claims Court in bid protest cases or contract dispute cases involving procurement.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

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

STORAGE:

    Paper records in file folders.

RETRIEVABILITY:

    Filed by Contracting/Grant Officer Number and Name.

SAFEGUARDS:

    Records are maintained in a secured, locked file cabinet accessible to the authorized personnel having need for the information in the performance of their duties.

RETENTION AND DISPOSAL:

    All documents relating to and reflecting the designation of Contracting/Grant Officers and terminations of such designations, are destroyed 6 years after termination of appointment.

SYSTEM MANAGER(S) AND ADDRESS:

    Chief, Division of Federal Assistance, U.S. Department of Labor, ETA, 200 Constitution Avenue, NW, Washington, DC 20210.

NOTIFICATION PROCEDURE:

    Requests for information may be directed to the System Manager.

RECORD ACCESS PROCEDURES:

    Requests from individuals should be addressed to System Manager. Written requests should contain the full name, current address and telephone number of the individual.

CONTESTING RECORD PROCEDURES:

    Documentation should be provided supporting any requests for amending records.

RECORD SOURCE CATEGORIES:

    The contract/grant officer's Certification of Appointment and background information on education, SF-171, and specific information on procurement authorities delegated.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.