Privacy Act Systems - DOL/CENTRAL-1
SYSTEM NAME:
Correspondents with the Department of Labor.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
At the offices of each component agency within the U.S. Department of Labor, including national, regional, and contractor offices, and at the offices of call centers serving the Department including the Department’s national call center currently located at the contractor’s site in Chantilly, Virginia.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individual correspondents with the various components of the Department who contact, by telephone, U.S. Mail or other mail/delivery service, online, e-mail, or phone bank, components within the Department for various reasons such as, but not limited to, requests for information, brochures, requests for compliance assistance, requests to subscribe to message boards, and/or to use website based programs. It includes callers to the Department’s call center and contractors providing mail and public information services to the Department.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains comments by, or requests from, individuals and information necessary to satisfy requests for information or brochures, requests for compliance assistance, requests to subscribe to message boards, or e-mail management systems, and/or to use website based programs. It includes information received from callers to the Department’s call centers. Depending on the nature of the request, the file may include (but is not limited to) the following information regarding individuals who have contacted the Department: name, title, mailing address, telephone and fax number, e-mail address, area of interest, and other information necessary to respond to a request.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
PURPOSE(S):
To enhance information exchange by improving the availability of Departmental component information on automated systems; to facilitate sending information on compliance assistance to correspondents; to use website based programs; to provide usage statistics associated with the Department’s public access Internet site; and to provide a framework from which to select an unbiased sample of individuals for surveys. Among other things, maintaining the names, addresses, etc. of individuals requesting data/publications will streamline the process for handling subsequent inquiries and requests by eliminating duplicative gathering of mailing information, data, and material on individuals who correspond with the Department.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES 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:
Files are stored electronically and/or on paper.
RETRIEVABILITY:
By name, telephone or fax number (including the telephone number from which the individual dials), e-mail address or other identifying information in the system.
SAFEGUARDS:
Access by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files.
RETENTION AND DISPOSAL:
Current correspondent information files are updated as necessary and are destroyed after three months, or in the case of website based programs, message boards, or e-mail management systems, when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
The relevant agency head for the applicable component agency within the U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210.
NOTIFICATION PROCEDURE:
Individuals wishing to inquire whether this system of records contains information about them should contact the system manager. Individuals must furnish in writing the following information for their records to be located and identified:
a. Full name and mailing address.
b. Signature.
RECORD ACCESS PROCEDURE:
As in notification procedure.
CONTESTING RECORD PROCEDURES:
As in notification procedure.
RECORDS SOURCE CATEGORIES:
Correspondents with the relevant component agency within the Department.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.