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Office of the Solicitor

Privacy Act Systems - DOL/OASAM-33

SYSTEM NAMES:

    Entity Database.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    U.S. Department of Labor, Office of the Assistant Secretary for Administration and Management (OASAM), Information Technology Center (ITC), 200 Constitution Avenue, NW, Washington, DC 20210

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    DOL employees and contract employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Records contain information on DOL employees, such as name, social security number, organization (code), pay plan, series, title, address, badge number, agency, cost center, phone number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301.

PURPOSES(S):

    The data is used to complete applications, personnel and administrative forms, and provide input to various small systems used in administration and management of DOL employees.

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

    Computer records are stored in a database server located in a secure area accessible only by encoded security cards. Access to records, forms, applications, processes, and information is controlled by System Managers. The Entity database is not accessible by any individual user. Machine readable version of the records are kept in a secure microcomputer (server) database.

RETRIEVABILITY:

    Specific records may be retrieved by name, SSN, organization, grade.

SAFEGUARDS:

    Records are protected at both the machine (server) level and data level. Records can be accessed only through the use of passwords given to authorized DOL employees by the Database Administrator on a need to know basis. Access to specific data elements is further controlled by a need to know basis.

RETENTION AND DISPOSAL:

    The data is updated daily or on an as required basis. Earlier data are overwritten.

SYSTEM MANAGER(S) AND ADDRESS:

    Director, Information Technology Center, OASAM, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington DC, 20210

NOTIFICATION PROCEDURES:

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

RECORD ACCESS PROCEDURES

    A request for access shall be addressed to the appropriate system manager listed above.

CONTESTING RECORDS PROCEDURES:

    A petition for amendments shall be addressed to the System Manager and must meet the requirements of the DOL Privacy Act regulation at 29 CFR Part 71.

RECORD SOURCE CATEGORIES:

    Information contained in this system is obtained from the DOL Payroll System and information supplied by the applicant.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.