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Privacy Act Systems - DOL/ETA-32

DOL/ETA-32

SYSTEM NAME:

Contract Files.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATION:

Employment and Training Administration, Office of Contracts Management, 200 Constitution Avenue, NW, Suite N-4643, Washington, DC 20210, Regional Offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Present and former contracting officers, contract specialists, and contracting officer representatives.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, job title, qualifications, training and experience, request for appointment as Contracting Officer, Contracting Officer Representative, Contracting Officer Representative Letter of Appointment, and other correspondence and documents relating to the individual's qualifications therefor.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

48 CFR Subpart 4.8; Department of Labor Acquisition Regulations 2901.6; Department of Labor Manual Series 2-800, and Section 830.

PURPOSE(S):

a. To ascertain an individual's qualifications to be appointed as a contracting officer;

b. To determine if limitations on procurement authority are appropriate;

c. To complete Certificate of Appointment;

d. To provide a record of communications between the requester and the agency;

e. To ensure that all relevant, necessary and accurate data are available to support any process for appeal; and

f. To provide a legal document to support any process for appeal.

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

A. Disclosure to Office of Government Ethics: A record from a systems of record 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.

B. 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 record may be disclosed, as a routine use, to the United States General Accountability 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:

Files are stored electronically and/or paper. Paper records in file folders.

RETRIEVABILITY:

Files are retrieved by Contract Number and Name.

SAFEGUARDS:

Records are maintained in a secured, locked file room, accessible to the authorized personnel having need for the information in the performance of their duties. Computer security safeguards are used for electronically stored data and locked locations for paper files.

RETENTION AND DISPOSAL:

Records are retained for 6 years after termination of appointment in accordance with Records Schedule Number GRS-03-02.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Division of Contract Services, Policy and Administration, U.S. Department of Labor, ETA, 200 Constitution Avenue, NW, Suite N-4643, Washington, DC 20210.

NOTIFICATION PROCEDURE:

Inquiries should be mailed to the System Manager.

RECORD ACCESS PROCEDURES:

A request for access should be mailed to the System Manager.

CONTESTING RECORD PROCEDURES:

A petition for amendment should be mailed to the System Manager.

RECORD SOURCE CATEGORIES:

Information contained in this system is obtained from individual requesters, official documents, agency officials, and other federal agencies.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

None.