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Privacy Act Systems - DOL/OASAM-34

SYSTEM NAMES:

    DOL Fitness Association (DOLFA) Membership Files.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    Fitness Center, U.S. Department of Labor,200 Constitution Avenue, NW, Washington, DC 20210

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    DOLFA members.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Records contain information on members, such as name, medical information required with a membership application, and attendance records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301.

PURPOSES(S):

    Records are used to determine eligibility for membership, emergency contact numbers, and statistical utilization of the Fitness Center.

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

    Non-medical information collected from applicants for DOLFA membership shall be subject to those universal routine uses listed in the General Prefatory Statement to this document. In addition, relevant and necessary non-medical information may be disclosed to the current members of the DOLFA Board of Directors, and to the professional fitness specialists employed by DOLFA in the performance of their responsibilities. Medical information collected from applicants for DOLFA membership may be disclosed to the professional fitness specialists employed by DOLFA in the performance of their responsibilities.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

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

STORAGE:

    Records are maintained in locking file cabinets, and in computer files.

RETRIEVABILITY:

    Records may be retrieved by name.

SAFEGUARDS:

    Records can be accessed only during normal business hours and are maintained in a locked room at all other times. Access is limited to personnel (including current members of the DOLFA Board of Directors) who are directly responsible for the management and/or operation of the Frances Perkins Building Fitness Center. Such access and use must be in accordance with the provisions of the Privacy Act.

RETENTION AND DISPOSAL:

    Records are destroyed five years after a member terminates membership in DOLFA.

SYSTEM MANAGER(S) AND ADDRESS:

    Team Leader, Health and Fitness Team, Safety and Health Center, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington DC 20210

NOTIFICATION PROCEDURES:

    An individual wishing to inquire whether this system of records contains information about him/her should submit a written request to the system manager, stating that the request is being made pursuant to the Privacy Act, and including: His/her full name, any former name, if applicable, home address, home address, and approximate dates of membership in DOLFA, and DOLFA membership number, date and place of birth, and signature.

RECORD ACCESS PROCEDURES:

    Follow the steps described above.

CONTESTING RECORDS PROCEDURES:

    The written request for an amendment should include the following: The precise identification of the records to be amended; the identification of the specific material to be deleted, added, or changed; and a statement of reasons for the request, including all available material substantiating the request. Requests for amendment of records should include the words "Privacy Act Amendment Request" on both the envelope and at the top of the request letter.

RECORD SOURCE CATEGORIES:

    Members.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.