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Office of the Solicitor

Privacy Act Systems - DOL/OASAM-36

SYSTEM NAMES:

    PeoplePower.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    U.S. Department of Labor, Office of the Assistant Secretary for Administration and Management (OASAM), People Power Team, 200 Constitution Avenue, NW, Washington, DC 20210.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    DOL 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, and benefits data, and information necessary to produce reports required by OPM and DOL. Also, it contains records of training received by individual employees for cost or no cost training. In addition, the records contain internal reports submitted to prepare Departmental budget and employment reports. These reports include information such as job title, grade, location, name and social security number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 301.

PURPOSES(S):

    The data is used to produce official personnel actions notifications (SF-50, SF-52), and to store and provide access to current and historical human resource information for all of the Department's employees. A further purpose is to administer training, to manage budgets with regard to employee positions, to produce analytical reports, and to automate workflow within the human resources offices.

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 Manager. Machine readable version of the records are kept in a secure microcomputer (server) database.

RETRIEVABILITY:

    Specific records may be retrieved by name, 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. Each component's database is only accessible by that component's responsible personnel office in either the national or regional office. Likewise, the 9 DOL budget offices in the national office, in conjunction with the 14 nationwide human resources offices, can access their own component agency's database.

RETENTION AND DISPOSAL:

    Records may be retained indefinitely as a basis for longitudinal work history statistical studies. Other records are retained for varying periods of time in accordance with the National Archives and Records Administration records schedule.

SYSTEM MANAGER(S) AND ADDRESS:

    Project Director, People Power Team, 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 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.