# Privacy Act of 1974; Publication in Full of All Notices of Systems of Records Including Several New Systems; Publication of Proposed Routine Uses > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A02-7376 ## Record - **Collection:** Federal Register - **Document type:** Notice - **Published:** April 8, 2002 - **Citation:** 67 FR 16816 ## Text DEPARTMENT OF LABOR Office of the Secretary Privacy Act of 1974; Publication in Full of All Notices of Systems of Records Including Several New Systems; Publication of Proposed Routine Uses AGENCY: Office of the Secretary, Labor. ACTION: Notice; publication in full of all notices of systems of records, including several new systems; publication of a new universal routine use for all systems of records; publication of several proposed system-specific routine uses, as well as substantive amendments. SUMMARY: This notice provides an accurate and complete text with both proposed substantive and non-substantive changes of this agency's 147 systems of records which are currently maintained under the Privacy Act of 1974. This notice also proposes one new universal routine use for all of the systems. This notice will update our last complete publication in full which appeared in the Federal Register on September 23, 1993. In addition to 33 new systems of records, which are being published for the first time, it will propose substantive amendments to 60 other systems which have been previously published. Twenty-nine (29) systems will be amended in a non-substantive manner. The notice deletes 31 systems. DATES: Persons wishing to comment on newly published systems and on the proposed routine uses, both universal and specific, may do so by June 7, 2002. EFFECTIVE DATE: Unless there is a further notice in the Federal Register , the new systems of records and the proposed routine uses will become effective June 27, 2002. The notices, pertaining to the 29 systems with non-substantive (administrative) changes are effective on April 8, 2002. ADDRESSES: Written comments may be sent or delivered to Robert A. Shapiro, Associate Solicitor, Office of the Solicitor, Division of Legislation and Legal Counsel, U.S. Department of Labor, Room N-2428, 200 Constitution Avenue, NW., Washington, DC 20210. FOR FURTHER INFORMATION CONTACT: Miriam McD. Miller, Co-Counsel for Administrative Law, Office of the Solicitor, U.S. Department of Labor, 200 Constitution Avenue, NW, Room N-2428, Washington, DC 20210; Telephone (202) 693-5500. SUPPLEMENTARY INFORMATION: 1. Background Pursuant to section three of the Privacy Act of 1974 (5 U.S.C. 552a(e)(4)), hereinafter referred to as the Act, the Department hereby publishes notice of a new universal routine use, as well as thirty-three (33) new systems of records currently maintained pursuant to the Act. This document supplements this Department's last consolidated publication of all of its Privacy Act systems of records. On September 23, 1993, in Volume 58 at Page 49548 of the Federal Register , the Department published a notice containing 138 systems of records which were maintained, at that time, under the Act. That document gave notice of eleven paragraphs containing universal routine uses which applied, across the board, to all 138 systems of records, except for the two employee counseling and medical systems of records. Those eleven paragraphs were presented in the General Prefatory Statement for that document. Thereafter, seven new systems of records were established as set forth in the following five documents. These five documents were as follows: 59 FR 18156, April 15, 1994 (two new systems); 60 FR 24897, May 10, 1995 (one new system); 60 FR 31495, June 15, 1995 (one new system); 62 FR 16610, April 7, 1997 (two new systems); and 62 FR 53343, October 14, 1997 (one new system). The 33 new systems published herein will increase the total number of systems to 147 after accounting for the 31 systems which are being deleted in this notice. In addition to the seven new systems, discussed above, the Department made amendments to its existing systems subsequent to the September 23, 1993 consolidated publication. These amendments were published in three separate documents published as follows: 59 FR 47361, September 15, 1994, 63 FR 2417, January 15, 1998, and 63 FR 25234, May 7, 1998. You should also note that amendments were made to existing systems in the same documents which established the seven new systems of records. 2. The Current Action Pursuant to section three of the Privacy Act of 1974 (5 U.S.C. 552a(e)(4)), the Department hereby publishes an updated consolidated publication in full for all of its 147 systems of records, including 33 new systems, currently maintained pursuant to the Privacy Act of 1974. As noted above, the Department's last consolidated publication in full appeared in the Federal Register on September 23, 1993, at page 49548 in Volume 58 of the Federal Register . This notice also proposes one new universal routine use to be added to the Department's current list of eleven universal routine uses. These universal routine uses apply across the board to all of the Department's systems of records. The original eleven universal routine uses, being republished herein, are essentially a refined version of those universal routine uses which were published on September 23, 1993, at pages 49554-49555 in Volume 58 of the Federal Register . Besides these twelve universal routine uses, both substantive and non-substantive changes have been made to certain of the system-specific routine uses which appear within the body of most of the systems. As noted above, this notice will add 33 new systems which are being published for the first time; it amends 60 existing systems in a substantive manner, and it amends 29 existing systems in a non-substantive manner. This notice deletes 31 systems. The following is a listing of the substantive and non-substantive additions, changes, and deletions to the various departmental systems of records. This listing will not describe extremely non-substantive revisions to the Department's existing systems of records. The public, the Office of Management and Budget (OMB), and the Congress are invited to submit written comments on the 33 new systems, and on the other substantive amendments. A report on all of the new systems and on the substantive amendments has been provided to OMB and to the Congress as required by OMB Circular A-130. Revisions to the Universal Routine Uses Appearing Within the General Prefatory Statement A. Refinements to the Current Universal Routine Uses The Department is proposing certain grammatical refinements to the eleven routine uses of the records which currently appear within the General Prefatory Statement. In addition, routine use number 10, disclosure to the Office of Management and Budget (OMB), is being broadened to include all legislative matters, instead of being limited to private relief legislation. These universal routing uses apply across the board to all current systems of records, except for the two employee counseling and medical systems. B. A New Universal Routine Use The new universal routine use of the records proposed herein will be designated as universal routine use number 12, and will appear within the General Prefatory Statement. This routine use will permit the Department to disclose the fact that an employee conduct investigation may be underway, based upon an allegation of prohibited activity, in the event of a media request, or in the event that the subject of the investigation has released information to the public. Government-Wide Systems by the Department of Labor DOL/GOVT-1, entitled Office of Workers' Compensation Programs, Federal Employees' Compensation File, is being amended by maintaining its covered records in an electronic format as well as in paper files. The subject of the file, as well as other parties, as specified in this notice, will be able to access information relating to the claim in either format. Ultimately, the plan is to maintain all open claim files only electronically. In addition, this system of records is revising its Routine Uses category to balance the privacy interests of those persons seeking benefits under the FECA with the benefits of providing access to these records for the purposes specified in the routine uses. DOL/GOVT-2, entitled Job Corps Student Records, is being revised to rename its enrollees as students. Office of the Secretary (OSEC) DOL/OSEC-1, Supervisor's/Team Leader's Records of Employees, is amended by revising several of its categories so that new information can be collected such as labor relations information and requests for reasonable accommodation. For this purpose, the Category of Records and Routine Uses Category have been expanded. In addition, the system has been renamed, and the Location category has been amended. DOL/OSEC-4, Credit Data on Individual Debtors, has been deleted since it is no longer needed inasmuch as this function has been taken over by the U.S. Treasury Department. Accordingly, the records have been destroyed. DOL/OSEC-5, High Performance Work Place Tracking Database, has been deleted since it never became operational, and no records were ever created. Office of the Assistant Secretary for Administration and Management (OASAM) DOL/OASAM-4, Occupational Accident/Injury/Illness Reporting System (AIIRS) File, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-5, Rehabilitation and Counseling File, has been amended by revising several categories in order to make the notice more descriptive. DOL/OASAM-7, Employee Medical Records, has been amended by revising several categories in order to make the notice more descriptive. DOL/OASAM-11, Training Information System, and DOL/OASAM-14, Automated Position Control System, have been transferred into new system DOL/OASAM-36, PeoplePower, and are therefore, deleted from this notice. DOL/OASAM-12, Administrative Grievance Records, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-15, Travel and Transportation System, has been transferred to the Office of the Chief Financial Officer, and has been renumbered as DOL/CFO-3. DOL/OASAM-17, Equal Employment Opportunity Complaint Files, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-19, Negotiated Grievance Procedure and Unfair Labor Practice Files, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-20, Personnel Investigation Records, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-22, Civil Rights Center Citizen Discrimination Complaint Files, has been amended to reflect a new place for the system location and a new title of the system manager. Also, the system of records is being amended to reflect additional statutory jurisdiction for the Welfare-to-Work grant program and the Workforce Investment Act. DOL/OASAM-23, Travel Management Center, has been amended to reflect a new title for the system. DOL/OASAM-24, Privacy Act/Freedom of Information Act Requests File System, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-25, Intergovernmental Personnel Act Assignment Records, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-26, Frances Perkins Building Parking Management System, is being amended with respect to the category of Records to add the Social Security Numbers of the individuals who apply for and receive parking privileges. In addition, the category for Routine Uses will be amended so that data can be disclosed by DOL to other governmental agencies to enable these agencies to compare the names of car pool members. Finally, the categories for Records and Record Source are being amended to permit other government agencies to disclose data to DOL so that DOL can compare the names of car pool members. DOL/OASAM-27, Employee/Contractor Identification Program, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-28, Incident Report/Restriction Notice, has been amended to reflect a new place for the system location and a new title of the system manager. DOL/OASAM-29, OASAM Employee Administrative Investigation File, has been amended to reflect a new place for the system location and title of the system manager. DOL/OASAM-30, Injury Compensation System (ICS), has been deleted because its information belongs in DOL/GOVT-1, this Department's government-wide system for processing injury claims by federal employees. That system is entitled Office of Workers' Compensation Programs, Federal Employees Compensation File. DOL/OASAM-31, DOL Flexible Workplace (Flexiplace) Programs Evaluation and Files, has been amended to reflect that the flexiplace program has advanced from a pilot program to a permanent program. Also, the categories for Location and System Manager have been amended to reflect changes in both. DOL/OASAM-32, Transit Subsidy Management System, is a new system of records to be used to validate identification of employees who request and receive a transit subsidy. DOL/OASAM-33, Entity Database, is a new system of records which contains the data to complete applications, personnel and administrative forms, and to provide input to various small systems used in administrative and management of DOL employees. DOL/OASAM-34, DOL Fitness Association (DOLFA) Membership Files, is a new system of records which is used to administer the Department's Fitness Center which provides exercise facilities in the building. DOL/OASAM-35, DOL Child Care Subsidy Programs Records, is a new system of records which will establish and verify Departmental employees' eligibility for child care subsidies in order for the Department to provide monetary assistance to its employees. DOL/OASAM-36, PeoplePower, is a new electronic system of records which will produce official personnel actions notifications, and to store and provide access to current and historical human resource information for all of the Department's employees. It will also aid in the performance of several management functions. Former systems, DOL/OASAM-11 and DOL/OASAM-14, have been transferred into this new system. Office of the Administrative Law Judges (OALJs) DOL/OALJ-1 has been renamed the Office of Administrative Law Judges Case Tracking System, and its Routine Use category has been amended to state that its proceedings and court dockets records are public and are available for public inspection. DOL/OALJ-2, entitled Office of Administrative Law Judge Case Files, is a new system of records for the purpose of maintaining records in the adjudication of cases and the determination of issues in hearings and appeals proceedings. Its Routine Uses category provides for public disclosure of its proceedings and decisions. DOL/OALJ-3, entitled Contract List, is a new system of records for the purpose of maintaining a list of contractors to assist in managing contracts with contractors. DOL/OALJ-4, entitled Notification List, is a new system of records for the purpose of providing electronic mail notifications of web site updates to the registrants in the system. Office of the Administrative Review Board DOL/ARB-1, Administrative Review Board Appeals Files, (formerly DOL/OAA-1) has been amended and updated to reflect the change in agency name from Office of Administrative Appeals to Administrative Review Board and to clarify the routine uses. Office of the American Workplace (OAW) This Office no longer exists, but its duties and responsibilities have been transferred into the Employment Standards Administration (ESA). In this connection, in the Federal Register of October 14, 1997 (62 FR 53343 at 53347), DOL/OAW-1 was renamed as DOL/ESA-45, Investigative Files of the Office of Labor-Management Standards. The following four systems of the OAW are being deleted as noted below. The records for these four systems have been transferred to the National Archives and Records Administration (NARA) since they are permanent records. DOL/OAW-2, Lists of Airline Employees Protected Under the Rehire Program, is being deleted because this program is inactive. DOL/OAW-3, Semi-Annual Lists of Hired Employees, is being deleted because this program is inactive. DOL/OAW-4, Rehire Program Appellant and Inquiry Files, is being deleted because this program has been terminated. DOL/OAW-5, OLMP/OSP, Redwood Employee Protection Program, Health, Welfare, and Pension Claims and Benefit Payments (including severance benefits and benefits for salary replacement, retraining, job search and relocation) is being deleted because this program has been terminated. Office of the Assistant Secretary for Policy (ASP) DOL/ASP-1, National Agricultural Workers Survey (NAWS) Research File, Case Tracking Files, Name Index, USDOL/ASP, is amended by changing several categories including Location, Records, Purpose and Routine Uses. The revised Routine Uses Category will provide additional protection to the privacy interests of the participants in the study. This additional privacy protection is achieved by making several of the Universal Routine Uses, contained within the General Prefatory Statement, inapplicable to this system of records. Benefits Review Board (BRB) DOL/BRB-1, Appeals Files—Benefits Review Board, has been amended to reflect the new address of the system's location and to clarify the routine uses. Bureau of Labor Statistics (BLS) DOL/BLS-2, Staff Utilization System, is being deleted because this system of records has been closed, and its records have been destroyed. DOL/BLS-4, Business Research Advisory Council and DOL/BLS-5, Labor Research Advisory Council, are being deleted. Information and data for all of the Department's advisory committees have been transferred to the Office of Small Business Programs (DOL/OSBP) which has established a new system of records for this purpose, entitled DOL/OSBP-2, Department of Labor Advisory Committees Members Files. DOL/BLS-6, Applicant Race and National Origin (ARNO) System, Form E-7, has been amended to reflect a new title of the system manager. DOL/BLS-7, BLS Employee Conduct Investigation, has been amended to reflect a new title of the system manager. DOL/BLS-8, BLS Employee ADP Training History, is being amended to include the employee's Social Security Number, and a new title of the system manager. In addition, certain minor changes are being made. DOL/BLS-9, Routine Administrative Files, is being amended by revising several categories to make the system more descriptive. These categories are Individuals Covered, Records, and Record Sources. In addition, certain non-substantive, administrative changes are being made throughout the system. DOL/BLS-11, NIH and Boeing User ID Database, is being renamed as Mainframe User ID Database, and the system is being amended to reflect a new location for the system's electronic records and a new title of the system manager. DOL/BLS-13, National Longitudinal Survey of Youth 1979 (NLSY79) Database, and DOL/BLS-17, National Longitudinal Survey of Youth 1996 (NLYS96), which are each research surveys of youth, are being expanded so that information can be received from persons who interact with the respondents. DOL/BLS-15, Management Research Files, is being deleted, because the underlying project was closed down, and no records were ever created. DOL/BLS-16, Annual Survey of Occupational Injuries and Illnesses, is being deleted as a Privacy Act system of records, because these records are no longer maintained or retrieved by name or by a personal identifier. DOL/BLS-18, Postal Square Building Parking Management Records, is a new system which is needed to administer the parking and car pool programs at the Postal Square Building wherein the Bureau is housed. DOL/BLS-19, Customer Information Files, is a new system to maintain and service the list of customers who request BLS information. DOL/BLS-20, Fellowship Applicants and Recipients Files, is a new system which maintains a list of applicants and recipients of fellowship awards. These individuals are not federal employees but are assigned to work with the BLS staff and/or BLS non-public data files. Office of the Chief Financial Officer (CFO) DOL/CFO-1, Attendance, Leave and Payroll File, is being amended by revising the category of Records in the System to include data from the newly created DOL/OASAM-32, Transit Subsidy Management System. It is amended by changing the category for Routine Uses, by permitting disclosure of data to other governmental agencies for the purpose of comparing transit subsidy recipients and car pool applicants. This system of records was last published on January 15, 1998 at 63 FR 2417. That publication inadvertently failed to list certain previously approved disclosures under paragraphs E. and F. of the Routine Uses Category. [An earlier publication of this system, at 62 FR 16614, on April 7, 1997, correctly contained the previously approved disclosures]. This document lists all approved disclosures. Finally, an additional routine use, permitting disclosure of information to labor organizations, is being added. DOL/CFO-3 is a new system for the CFO, having been transferred into CFO from OASAM. It is entitled the Travel and Transportation System, and was formerly entitled OASAM-15. The Office of Disability Employment Policy (ODEP) formerly entitled the President's Committee on Employment of People With Disabilities (PCEPD) DOL/PCEPD-1, Job Accommodation Network (JAN) Files, has been redesignated as DOL/ODEP-1 because of a reorganization within the Department. DOL/ODEP-2, Workforce Recruitment Program (WRP) Database, is a new system of records to maintain records on a database resource of college students with disabilities so that federal and private sector employers may be able to identify qualified employees in a variety of fields. Employees' Compensation Appeals Board (ECAB) DOL/ECAB-1, Employees' Compensation Appeals Board Docket Records, has been amended to reflect the new address of the system location and to clarify the routine uses. DOL/ECAB-2, Employees' Compensation Appeals Board Disposition Records, has been amended to reflect the new address of the system location and to clarify the routine uses. Employment Standards Administration (ESA) DOL/ESA-2, Office of Federal Contract Compliance Programs, Complaint Case Files, is changed to correct name of system and to add “class action” to Record Source Categories. DOL/ESA-5, Office of Workers’ Compensation Programs, Black Lung Antidiscrimination Files, has been refined in a non-substantive manner. DOL/ESA-6, Office of Workers' Compensation Programs, Black Lung Benefits Claim File, has been refined in a non-substantive manner. DOL/ESA-12, Office of Workers' Compensation Programs, Black Lung X-ray Interpretation File, is being deleted because these records have been transferred into DOL/ESA-6. DOL/ESA-15, Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Case Files, has been amended with respect to the category for Routine Uses. Disclosures have been both expanded and reduced by these amendments. DOL/ESA-24, Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Special Fund System, has been amended with respect to the category for Routine Uses. Disclosures have been both expanded and reduced by these amendments. DOL/ESA-25, Office of Federal Contract Compliance Programs, Executive Management Information Systems (OFCCP/EIS), is amended to include “TRIS” in the system names, to change Location, to change Categories of Individuals Covered By The System, to change Categories of Records In The System, to change Authority for Maintenance of the system, to change Purpose, to change Retrievability. DOL/ESA-26, Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Investigation Files, has been amended by adding a note to the category for Routine Uses to provide that, pursuant to 5 U.S.C. 552a(b)(1), information from this system of records may be disclosed to members and staff of the Benefits Review Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DOL/ESA-27, Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Claimant Representatives, has been amended by adding a note to the category for Routine Uses to provide that, pursuant to 5 U.S.C. 552a(b)(1), information from this system of records may be disclosed to members and staff of the Benefits Review Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DOL/ESA-28, Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded under the Longshore Act, has been amended with respect to the category for Routine Uses. Disclosures have been both expanded and reduced by these amendments. In addition, a note has been added to the category for Routine Uses to provide that, pursuant to 5 U.S.C. 552a(b)(1), information from this system of records may be disclosed to members and staff of the Benefits Review Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DOL/ESA-29, Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded under the Federal Employees' Compensation Act. The same changes are made as described above with respect to DOL/ESA-28. DOL/ESA-30, Office of Workers' Compensation Programs, Black Lung Automated Support Package, has been refined in a non-substantive manner. DOL/ESA-31, Office of Federal Contract Compliance Programs, Time Reporting Information System (TRIS) is being deleted because it has been merged into DOL/ESA-25, Office of Federal Contract Compliance Programs, Management Information System (OFCCP/MIS). DOL/ESA-33, Time Report Component of the Wage and Hour Investigative Support and Reporting Database (WHISARD), Compliance Officer's Weekly Report, is amended to add “leave records” to the Categories of Records, add “statute” to Purpose, add “investigator” to Record Source Category, add the “Systems Exempted” Category which was inadvertently omitted from the previous publication. DOL/ESA-34, Farm Labor Contractor Registration File, is amended to correct the name of the Florida system location, remove extraneous references in the Authority for Maintenance of the System, correct the name of the Florida storage location, correct the identity and address of system manager, and correct the identity and address of the person to whom contesting inquiries should be addressed and remove “Social Security Number” from the information required to make such inquiry. DOL/ESA-35, Farm Labor Contractor Employee Registration File, is changed to correct the name of the Florida system location, remove extraneous references in the Authority for Maintenance of the System, correct the name of the Florida storage location, correct the identity and address of the System Manager, and correct the identity and address of the person to whom contesting inquiries should be addressed and remove “Social Security Number” from the information required to make such inquiry. DOL/ESA-36, MSPA Civil Money Penalties in the Wage and Hour Investigative Support and Reporting Database (WHISARD), is amended to: Delete reference to “FLCRA” in the title of the record; add “District” offices to the system locations, remove extraneous references in the Authority for Maintenance of the System; add “District” offices to the storage locations; correct the identity and address of the system manager; correct the identity and address for Notification Procedure and remove “Social Security Number” from the information required to make such inquiry; correct the identity and address for record access procedures; and remove “social security number” from the information required to make such inquiry; and correct the identity and address for contesting record procedures and remove “social security number” from the information required to make such inquiry. DOL/ESA-37, MSPA Public Central Registry Records Files, is changed to remove extraneous references in the authority for maintenance of the system, to add language in the routine uses category to allow disclosure of registration information via an “800” telephone number required by and published in 29 CFR 500.170; correct the identity and address of system manager, correct the identity and address for contesting record procedures and remove “Social Security Number” from the information required to make such inquiry, and to add “applications” to the record source categories. DOL/ESA-38, Wage and Hour Regional Office Clearance List—MSPA Registration, is amended to show that the category of records shown as “personal identification” means “names, addresses and Social Security Numbers”, to remove extraneous references in the Authority for Maintenance of the System, to include “providing historical and current compliance information to Wage and Hour National, Regional, and District offices as a purpose, correct the identity and address of system manager, and correct the identity and address for contesting record procedures and remove “Social Security Number” from the information required to make such inquiry. DOL/ESA-39, State Employment Service Clearance List—MSPA Registration, is changed to: Remove “Division of Labor and Industry, Baltimore, Maryland; Delaware Department of Labor, Dover, Delaware; and New York Department of Labor, Albany, New York” from system location; to show that the category of records shown as “personal identification” means “names, addresses and social security numbers”; to remove extraneous references in the Authority for Maintenance of the System; to correct the routine uses of records to show that this record will be disclosed to the Department of Labor and Employment Security, Tallahassee, Florida; New Jersey Department of Labor, Trenton, New Jersey; and Virginia Employment Commission, Richmond, Virginia; to correct the identity and address of the system manager; and to correct the identity and address for contesting record procedures and remove “Social Security Number” from the information required to make such inquiry. DOL/ESA-40, MSPA Tracer List, is amended in Categories of Records to Delete reference to “FLCRA” in the title of the record, remove “Social Security Numbers” and add “certificate of registration numbers”, to remove extraneous references in the authority for maintenance of the system, correct the identity and address of system manager, correct the identity and address for notification procedure and remove “social security number” from the information required to make such inquiry, correct the identity and address for record access procedures and remove “Social Security Number” from the information required to make such inquiry, and correct the identity and address for contesting record procedures and remove “Social Security Number” from the information required to make such inquiry. DOL/ESA-41, MSPA Certificate Action Records Files, is amended to: Delete reference to “FLCRA” in the title of the record, remove extraneous references in the authority for maintenance of the system, add “and maintain a record” of persons who filed applications to the purpose, correct the identity and address of system manager, correct the identity and address for contesting record procedures and remove “Social Security Number” from information required to make such inquiry. DOL/ESA-42, Case Registration/Investigator Form; in the Wage and Hour Investigative Reporting Database (WHISARD) , is amended to change system name, to change categories of individuals covered, to change retrievability, and to make it an exempt system. DOL/ESA-43, Office of Workers' Compensation Programs, Federal Employees' Compensation Act and Longshore and Harbor Workers' Compensation Act Rehabilitation Files , has been amended with respect to the category for Routine Uses. Disclosures have been both expanded and reduced by these amendments. In addition, a note has been added to the category for Routine Uses to provide that, pursuant to 5 U.S.C. 552a(b)(1), information from this system of records may be disclosed to members and staff of the Benefits Review Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DOL/ESA-44, Office of Workers' Compensation Programs, Federal Employees' Compensation Act (FEC) and Longshore and Longshore and Harbor Workers' Compensation Act Rehabilitation Counselor Case Assignment, Contract Management and Performance, and Federal Employees' Compensation Act Field Nurses Files , has been amended by the following additions: The note following the routine uses category regarding telephonic disclosure of information, which currently appears in the other ESA/OWCP Privacy Act Systems of Records, has been added and language is inserted into this note to reflect that, pursuant to 5 U.S.C. 552a(b)(1), information from this system of records is disclosed to members and staff of the Benefits Review Board, the Employees' Compensation Appeals Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DOL/ESA-45, Investigative Files of the Office of Labor-Management Standards (Formerly DOL/OAW-1) , has been amended to reflect a reorganization of the Office of Labor-Management Standards (OLMS); to clarify the Categories of Individuals Covered by the System; to include the Congressional Accountability Act of 1995 (CAA); to change the authority citations; to include CAA in the Purpose; to make changes in the retention schedule, and to make typographical corrections. DOL/ESA-46, is a new system entitled, Migrant and Seasonal Agricultural Worker Protection Act (MSPA) Ineligible Farm Labor Contractors , which is being established in order to maintain a listing of individuals who are ineligible to engage in any activity as a farm labor contractor or farm labor contractor employee. This listing is available to the general public, upon request. DOL/ESA-47 is a new electronic system, entitled Youth Peddler Bulletin Board , which is being established to exchange information with law enforcement agencies about individuals and organizations that employ young children as “door-to-door candy sellers.” Access is available only to those enforcement agencies through the issuance of a “password”. DOL/ESA-48 is a new system, entitled “ Customer Service” component of the Wage Hour Investigative Support and Reporting Database (WHISARD) , which is being established to provide Wage and Hour employees with an index of individuals who contact the Wage and Hour Division. This information may be used to provide assistance or to facilitate the processing of complaints. DOL/ESA-49 is a new system, entitled Office of Workers' Compensation Programs, Energy Employees' Occupational Illness Compensation Program Act File , which is being established in order to adjudicate claims of current and former employees of the Department of Energy, its contractors, and predecessor agencies, and other individuals for compensation under the Energy Employees' Occupational Illness Compensation Programs Act (EEOICPA). DOL/ESA-50 is a new system entitled Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded under the Energy Employees' Occupational Illness Compensation Program Act , which is being established as a companion system to DOL/ESA-49 in order to adjudicate claims of individuals for compensation under the Energy Employees' Occupational Illness Compensation Programs Act (EEOICPA). DOL/ESA-51 is a new system entitled OLMS Public Disclosure Request Tracking System , which is being established to process requests made to the OLMS Public Disclosure Room, to prepare requests for payment, and to process payments. Employment and Training Administration (ETA) DOL/ETA-1, Bureau of Apprenticeship and Training, Budget and Position Control File , has been amended to include information from DOL/ETA-2, Bureau of Apprenticeship and Training, Program Management Group, Budget and Position Control File . DOL/ETA-2 has been deleted since its records and function have been transferred into to DOL/ETA-1. DOL/ETA-4, Apprenticeship Management System (AMS), is being renamed Apprenticeship Information Management System (AIMS) . DOL/ETA-8, Job Corps Management Information System (JCMIS) File is being renamed Job Corps Student Pay, Allotment and Management Information System (SPAMIS) . DOL/ETA-21, Employment and Training Administration Advisory Committees Members Files , has been deleted. Information and data for all of the Department's advisory committees have been transferred to the Office of Small Business Programs(SBA) which has established a new system of records for this purpose, entitled DOL/OSBP-2, Department of Labor Advisory Committees Members Files . DOL/ETA-23, Federal Committee on Apprenticeship , has been deleted. The information is to be included in a new department-wide system DOL/OSBP-2, described above. DOL/ETA-25, DOL/ETA Evaluation Research Projects of the Unemployment Compensation System , has been amended to reflect a new name, and a new system manager. DOL/ETA-27, Youth Opportunity Grant Program Information Files , is a new management information system designed to facilitate the uniform compilation and analysis of programmatic data necessary for reporting, monitoring, and evaluation purposes. Office of Inspector General (OIG) DOL/OIG-1, General Investigative Files, Case Tracking Files, and Subject/Title Index, USDOL/OIG , has been amended to reflect the title change (to Investigative Files, Case Tracking System, Analysis, Complaints, Inspections, and Evaluation Files , describe the system's categories of records more completely, clarify the routine uses and reflect the number of years files are retained. DOL/OIG-2, Freedom of Information/Privacy Act Records , has been amended to clarify the routine uses. DOL/OIG-3, Case Development Records , has been amended to reflect its title change (to Investigative Case Files, Case Development and Intelligence Records ), to clarify the routine uses and to reflect the number of years information is retained. DOL/OIG-5, Audit Information, Tracking and Reporting System US DOL/OIG , has been amended to clarify the routine uses and to change the number of years files are retained. Bureau of International Labor Affairs (ILAB) DOL/ILAB-2, entitled Senior Technical Assistance Register , has been deleted since this program has ended and the records have been destroyed. Mine Safety and Health Administration (MSHA) DOL/MSHA-1, Coal and Metal and Nonmetal Mine Accident, Injury, and Illness , has been amended to make editorial changes and corrections to these paragraphs: system name, system location, safeguards, retention and disposal, and system manager and address. DOL/MSHA-3, Metal and Nonmetal Mine Safety and Health Management Information System , has been amended to make an editorial change in the area of retention and disposal. DOL/MSHA-10, Discrimination Investigations , has been amended to make editorial changes and corrections to the categories of: Categories of Records in the system, Retrievability, Safeguards, Notification Procedure, Records Source categories, and to delete information in the categories of Record Access procedures and Contesting Record procedures. DOL/MSHA-13, Coal Mine Respirable Dust Program , has been amended to make editorial changes, clarify categories of records in the system, and to update the retention and disposal procedures. DOL/MSHA-15, Health and Safety Training and Examination Records , is revised to add clarity to the descriptions of types, uses, and safeguard of records, and to modify the retention and disposal section of the record system. DOL/MSHA-18, Coal Mine Safety and Health Management Information System , has been amended to remove references to training personnel and add information related to samples taken by inspectors. DOL/MSHA-19, Employee Conduct Investigations System , is amended to make editorial changes and corrections in the categories of: Categories of Records in the System; Storage; Safeguards; and Records Access Procedures. DOL/MSHA-20, Civil/Criminal Investigations , has been amended to make editorial changes and corrections to the categories of: Individuals Covered by the System, Records in the System, Authority for Maintenance of the System, Retrievability, Notification Procedure, and to delete information in categories of Record Access Procedures and Contesting Record Procedures. DOL/MSHA-21, Assessments and Civil Penalty Debt Collection Activity and Reporting System , is a new system to maintain records on operating companies and individuals indebted to the U.S. Department of Labor, Mine Safety and Health Administration, for civil penalties assessed as a result of violations of the Mine Safety and Health Act of 1977 (Mine Act). DOL/MSHA-22, Education Policy and Development; National Mine Health and Safety Academy Permanent Record Card , is a new system to maintain records on Mine Safety and Health inspectors who receive training. Records are used to track training and grades. DOL/MSHA-23, Educational Policy and Development; Education Field Services (EFS) Activity Reporting System , is a new system of records. The Mine Safety and Health Administration has transferred all training specialists from Coal Mine Safety and Health and Metal/Nonmetal Safety and Health to Educational Policy and Development. This new system of records has been established to track information on the training specialists with regard to the mine being visited; number of personnel contacted; activities conducted; time spent on activities; and information on time utilization for Training Specialists. DOL/MSHA-24, Radon Daughter Exposure , is a new system of records for the purpose of preventing over exposure of miners to radon daughters, a form of radiation which has been documented as causing cancer in humans and is well known as a severe hazard for metal and nonmetal miners. Occupational Safety and Health Administration (OSHA) DOL/OSHA-1, Discrimination Complaint File , is amended by revising the categories of System Location, Individuals Covered, Authority, System Manager, Purpose and Routine Uses. DOL/OSHA-4, Advisory Committee Candidates' Biographies , is being deleted. As noted above, information and data for all of the Department's advisory committees have been transferred to the Office of Small Business Programs(OSBP) which has established a new system of records for this purpose, entitled DOL/OSBP-2, Department of Labor Advisory Committees Members Files . DOL/OSHA-10, OSHA Train-the-Trainer Outreach Program , is amended by revising several of the categories, including the name of this system to the above name. Pension and Welfare Benefits Administration (PWBA) DOL/PWBA-1, Employee Retirement Income Security Act Advisory Council on Employee Welfare and Pension Benefit Plan , has been deleted and is included in the Department-wide system, entitled DOL/OSBP-2. DOL/PWBA-2, Office of Enforcement Index Cards and Investigation Files , has been renamed as PWBA EnforcementManagement System due to the elimination of the use of index cards. The system has been computerized. No other substantive changes have been made. DOL/PWBA-3, ERISA Coverage Correspondence Files , has been renamed as PWBA Correspondence Files to reflect that the system has been expanded to several PWBA national and field office components. The categories for System Location(s) and System Manager(s) reflect these changes. The Categories of Individuals Covered has been simplified. Categories of Records, Purpose and Retention and Disposal have been expanded to better reflect the variety of documents in the system. DOL/PWBA-4, Inquiry Correspondence Files , has been renamed as Technical Assistance and Inquiry System . The system is now in use in all PWBA offices and services are now provided via telephone as well as through correspondence. The entire notice has been adjusted to reflect the expansion of the technical assistance program and to correct the retention and disposal information. DOL/PWBA-5, Public Disclosure Request Tracking System , has been amended to reflect the change in location of the system and clarify the Categories of Individuals Covered and correct the Retention and Disposal Category. DOL/PWBA-6, entitled PWBA Debt Collection/Management System , has been amended to clarify the Categories of Individuals Covered and the Categories of Records in the System. DOL/PWBA-7, entitled Employee Conduct Investigations , has been amended to correct the system location. DOL/PWBA-8, entitled PWBA Consolidated Training Record is a new system of records which is used to identify which employees have completed certain training courses, and the number of employees awaiting training. DOL/PWBA-9, entitled Office of Enforcement Correspondence Tracking System is a new system of records used to track the progress of correspondence through the Office of Enforcement. DOL/PWBA-10, entitled PWBA Civil Litigation Case Information System , is a new system of records used to access information related to civil litigation case files involving investigation initiated by DOL under Title I of ERISA. DOL/PWBA-11, entitled PWBA Criminal Case Information System , is a new system of records used to maintain information about the progress and/or disposition of criminal cases involving private sector employee benefit plans. DOL/PWBA-12, entitled Publication Hotline Requests , is a new system of records used to process requests made to the PWBA toll-free hotline for publications. DOL/PWBA-13, entitled Office of Exemption Determinations ERISA Section 502(l) Files, is a new system of records used to document the Department's response to petitioners' requests for relief from the Section 502(l) penalties assessed upon those who are found to have violated the fiduciary and prohibited transaction provisions of Part 4 Title I of ERISA. DOL/PWBA-14, entitled Investment Advisor Registration Data Base, is a new system of records used to develop a listing of individuals who have status as an investment advisor under ERISA. DOL/PWBA-15, entitled, PWBA Inventory Management Data Base, is a new system of records used to identify the makes and models of all PWBA owned ADP hardware, the equipment's current location within the agency and the individual to whom it is assigned. DOL/PWBA-16, entitled, Form 5500EZ, is a new system of records which maintains records on individuals who have filed pension plan reporting Form 5500EZ. Office of Small Business Programs (OSBP) DOL/OSBP-2, Department of Labor Advisory Committee Members Files, is a new system of records which centralizes all of the advisory committees' members files which were previously maintained by the various component agencies of the Department. Office of the Solicitor (OSOL) DOL/SOL-1, Conflict of Interest File, has been deleted because its remaining records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. Older records from this system have been destroyed pursuant to the records retention schedule. DOL/SOL-2, Employment and Training Legal Services Litigation and Investigation File, has been deleted, because its records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. DOL/SOL-5, Job Training Partnership Act, has been renamed as the Workforce Investment Act Tort Claims Files, and has been amended to reflect that its underlying statute has been superceded, and that its system's location has been narrowed to the Offices of the Regional Solicitors. DOL/SOL-8, Special Litigation Files, has been deleted because its remaining records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. Older records from this system have been destroyed pursuant to the records retention schedule. DOL/SOL-10, Privacy Act Litigation Files, has been deleted, because its records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. DOL/SOL-11, Division of Civil Rights Defensive Litigation Files, has been deleted, because its records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. DOL/SOL-12, Third-Party Recovery Files, has been deleted, because its records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. DOL/SOL-14, DOL Subpoena Tracking System, has been deleted, because its records and function have been transferred into an enlarged DOL/SOL-15, Solicitor's Office Litigation Files. DOL/SOL-15, Solicitor's Office Litigation Files, has been greatly enlarged in order to accept information from the six litigation systems, which have been deleted, as noted above. DOL/SOL-16, Solicitor's Office Directory of Senior Management, has been deleted because these records are no longer maintained. Older records from this system have been destroyed pursuant to the record retention schedule. DOL/SOL-17, Solicitor's Office Equipment Files, has been renamed and enlarged in order to contain all of the component's equipment. Veterans Employment and Training Administration (VETS) DOL/VETS-1, Veterans' Reemployment Complaint File, has been renamed as the Uniformed Services Employment and Re-employment Right Act (USERRA) Complaint File. DOL/VETS-2, Veterans' Preference Complaint File, has been renamed as Veterans' Preference Complaint File under the Veterans Equal Opportunities Act of 1998 (VEOA). It has been amended to reflect its new function of investigating possible violations of those federal laws pertaining to veterans' preference and other special considerations related to employment with Federal agencies. Routine Uses of the Records The Department, in the General Prefatory Statement, sets forth twelve paragraphs containing routine uses of the records which apply to all systems. The first eleven routine uses are a more refined version of those universal routine uses which were published on September 23, 1993, at pages 49554-49555 of Volume 58 of the Federal Register . The twelfth routine use is a new use. Government-Wide Records Two systems of records are reported by the Department of Labor for all federal agencies since this Department has overall responsibility for the administration of the programs in connection with which these systems of records have been compiled. It is presumed that most, if not all, federal agencies maintain systems of records comprising a portion of the government-wide systems of records. In order to avoid duplication in reporting, the Department is reporting these systems on behalf of all agencies. The Department has control over these systems to the same extent as the Office of Personnel Management has control over systems of records containing federal employee personnel records. These systems are the Federal Employees' Compensation Act files and the Job Corps Student Records. Signed at Washington, DC, this 19th day of March, 2002. Elaine L. Chao, Secretary of Labor. Table of Contents General Prefatory Statement Government-Wide Systems by the U.S. Department of Labor DOL/GOVT-1—Office of Workers' Compensation Programs, Federal Employees' Compensation File. DOL/GOVT-2—Job Corps Student Records. Office of the Secretary (OSEC) DOL/OSEC-1—Supervisor's/Team Leader's Records of Employees. Office of the Assistant Secretary for Administration and Management (OASAM) DOL/OASAM-4—Occupational Accident/Injury/Illness Reporting System (AIIRS) File. DOL/OASAM-5—Rehabilitation and Counseling File. DOL/OASAM-7—Employee Medical Records. DOL/OASAM-12—Administrative Grievance Records. DOL/OASAM-17—Equal Employment Opportunity Complaint Files. DOL/OASAM-19—Negotiated Grievance Procedure and Unfair Labor Practice Files. DOL/OASAM-20—Personnel Investigation Records. DOL/OASAM-22—Civil Rights Center Citizen Discrimination Complaint Files. DOL/OASAM-23—Travel Management Center. DOL/OASAM-24—Privacy Act/Freedom of Information Act Requests File System. DOL/OASAM-25—Intergovernmental Personnel Act Assignment Records. DOL/OASAM-26—Frances Perkins Building Parking Management System. DOL/OASAM-27—Employee/Contractor Identification Program. DOL/OASAM-28—Incident Report/Restriction Notice. DOL/OASAM-29—OASAM Employee Administrative Investigation File. DOL/OASAM-31—DOL Flexible Workplace (Flexiplace) Programs Evaluation and Files. DOL/OASAM-32—Transit Subsidy Management System. DOL/OASAM-33—Entity Database. DOL/OASAM-34—DOL Fitness Association (DOLFA) Membership Files. DOL/OASAM-35—DOL Child Care Subsidy Programs Records. DOL/OASAM-36—PeoplePower. Office of Administrative Law Judges (OALJs) DOL/OALJ-1—Office of Administrative Law Judges Case Tracking System. DOL/OALJ-2—Office of Administrative Law Judges Case Files. DOL/OALJ-3—Contract List. DOL/OALJ-4—Notification List. Office of the Administrative Review Board DOL/ARB-1—Administrative Review Board Appeals Files. Office of the Assistant Secretary for Policy (ASP) DOL/ASP-1—National Agricultural Workers Survey (NAWS) Research File, Case Tracking Files, Name Index. Benefits Review Board (BRB) DOL/BRB-1—Appeals Files-Benefits Review Board (BRB). Bureau of Labor Statistics (BLS) DOL/BLS-6—Applicant Race and National Origin (ARNO) System, Form E 618. DOL/BLS-7—BLS Employee Conduct Investigation. DOL/BLS-8—BLS Employee ADP Training History. DOL/BLS-9—Routine Administrative Files. DOL/BLS-10—Commissioner's Correspondence Control System. DOL/BLS-11—Mainframe User ID Database. DOL/BLS-12—Employee Acknowledgement Letter Control System. DOL/BLS-13—National Longitudinal Survey of Youth 1979 (NLSY79) Database. DOL/BLS-14—Collection Procedures Research Lab Project Files. DOL/BLS-17—National Longitudinal Survey of Youth 1996 (NLYS96). DOL/BLS-18—Postal Square Building Parking Management Records. DOL/BLS-19—Customer Information Files. DOL/BLS-20—Fellowship Applicants and Recipients Files. Office of the Chief Financial Officer (CFO) DOL/CFO-1—Attendance, Leave and Payroll File. DOL/CFO-2—Department of Labor Accounting and Related Systems. DOL/CFO-3—Travel and Transportation System. Office of Disability Employment Policy, formerly known as the President's Committee on Employment of People with Disabilities (PCEPD) DOL/ODEP-1—Job Accommodation Network (JAN) Files. DOL/ODEP-2—Workforce Recruitment Program (WRP) Database. Employees' Compensation Appeals Board (ECAB) DOL/ECAB-1—Employees' Compensation Appeals Board Docket Records. DOL/ECAB-2—Employees' Compensation Appeals Board Disposition Records. Employment Standards Administration (ESA) DOL/ESA-2—Office of Federal Contract Compliance Programs, Complaint Case Files. DOL/ESA-5—Office of Workers' Compensation Programs, Black Lung Antidiscrimination Files. DOL/ESA-6—Office of Workers' Compensation Programs, Black Lung Benefits Claim File. DOL/ESA-15—Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Case Files. DOL/ESA-24—Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Special Fund System. DOL/ESA-25—Office of Federal Contract Compliance Programs, Management Information System (OFCC/MIS). DOL/ESA-26—Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Investigation Files. DOL/ESA-27—Office of Workers' Compensation Programs, Longshore and Harbor Workers' Compensation Act Claimant Representatives. DOL/ESA-28—Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded Under the Longshore Act. DOL/ESA-29—Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded Under the Federal Employees' Compensation Act. DOL/ESA-30—Office of Workers' Compensation Programs, Black Lung Automated Support Package. DOL/ESA-32—Employee Conduct Investigations. DOL/ESA-33—Time Report Component of the Wage and Hour Investigative Support and Reporting Database (WHISARD). DOL/ESA-34—Farm Labor Contractor Registration File. DOL/ESA-35—Farm Labor Contractor Employee Registration File. DOL/ESA-36—MSPA Civil Money Penalties in the Wage and Hour Investigative Support and Reporting Database (WHISARD). DOL/ESA-37—MSPA Public Central Registry Records File. DOL/ESA-38—Wage and Hour Regional Office Clearance List-MSPA Registration. DOL/ESA-39—State Employment Service Clearance List-MSPA Registration. DOL/ESA-40—MSPA Tracer List. DOL/ESA-41—MSPA Certificate Action Record Files. DOL/ESA-42—Case Registration/Investigator form; in the Wage and Hour Investigative Support and Report Database (WHISARD). DOL/ESA-43—Office of Workers' Compensation Programs, Federal Employees Compensation Act and Longshore and Harbor Workers' Compensation Act Rehabilitation Files. DOL/ESA-44—Office of Workers' Compensation Programs, Federal Employees Compensation Act (FEC) and Longshore and Harbor Workers' Compensation Act Rehabilitation Counselor Case Assignment, Contract Management and Performance Files and FEC Field Nurses Files. DOL/ESA-45—Investigative Files of the Office of Labor-Management Standards (Formerly DOL/OAW-1) DOL/ESA-46—Migrant and Seasonal Agricultural Worker Protection Act (MSPA) Ineligible Farm Labor Contractors. DOL/ESA-47—Youth Peddler Bulletin Board. DOL/ESA-48—“Customer Service” component of the Wage Hour Investigative Support and Reporting Database (WHISARD). DOL/ESA-49—Office of Workers' Compensation Programs, Energy Employees' Occupational Illness Compensation Program Act File. DOL/ESA-50—Office of Workers' Compensation Programs, Physicians and Health Care Providers Excluded under the Energy Employees' Occupational Illness Compensation Program Act. DOL/ESA-51—OLMS Public Disclosure Request Tracking System. Employment and Training Administration (ETA) DOL/ETA-1—Bureau of Apprenticeship and Training, Budget and Position Control File. DOL/ETA-4—Apprenticeship Information Management System (AIMS). DOL/ETA-7—Employer Application File for Permanent and Temporary Alien Workers. DOL/ETA-8—Job Corps Student Pay, Allotment and Management Information System (SPAMIS). DOL/ETA-15—DOL/ETA Evaluation, Research Pilot or Demonstration Contractors' Project Files. DOL/ETA-16—Employment and Training Administration Investigatory File. DOL/ETA-20—Federal Bonding Program, Bondees Certification Files. DOL/ETA-22—ETA Employee Conduct Investigations. DOL/ETA-24—Contracting and Grant Officer Files. DOL/ETA-25—DOL/ETA Evaluation Research Projects of the Unemployment Compensation System. DOL/ETA-26—Standardized Program Information Report (SPIR). DOL/ETA-27—Youth Opportunity Grant Program Information Files. Office of Inspector General (OIG) DOL/OIG-1—Investigative Files, Case Tracking System, Analysis, Complaints and Evaluation Files, USDOL/OIG. DOL/OIG-2—Freedom of Information/Privacy Acts Records. DOL/OIG-3—Investigative Case Files, Case Development and Intelligence Records. DOL/OIG-5—Audit Information, Tracking and Reporting Systems. Bureau of International Labor Affairs (ILAB) DOL/ILAB-1—Arbitrators/Experts/Consultant Candidates' Biographies. Mine Safety and Health Administration (MSHA) DOL/MSHA-1—Coal and Metal and Nonmetal Mine Accident, Injury, and Illness. DOL/MSHA-3—Metal and Nonmetal Mine Safety and Health Management Information System. DOL/MSHA-10—Discrimination Investigations. DOL/MSHA-13—Coal Mine Respirable Dust Program. DOL/MSHA-15—Health and Safety Training and Examination Records. DOL/MSHA-18—Coal Mine Safety and Health Management Information System. DOL/MSHA-19—Employee Conduct Investigations System. DOL/MSHA-20—Civil/Criminal Investigations. DOL/MSHA-21—Assessments and Civil Penalty Debt Collection Activity and Reporting System. DOL/MSHA-22—Education Policy and Development; National Mine Health and Safety Academy Permanent Record Cards. DOL/MSHA-23—Educational Policy and Development; Educational Field Services (EFS) Activity Reporting System. DOL/MSHA-24—Radon Daughter Exposure. Occupational Safety and Health Administration (OSHA) DOL/OSHA-1—Discrimination Complaint File. DOL/OSHA-6—Program Activity File. DOL/OSHA-9—OSHA Compliance Safety and Health Officer Training Record. DOL/OSHA-10—OSHA Train-the-Trainer Outreach Program. DOL/OSHA-12—OSHA Employee Conduct Investigations. DOL/OSHA-13—OSHA Office of Training and Education Automated Registration System. DOL/OSHA-14—Office of Training and Education Computer-based Acquisition/Financial Records System. DOL/OSHA-15—Office of Training and Education Resource Center Circulation Project. Pension and Welfare Benefits Administration (PWBA) DOL/PWBA-2—PWBA Investigation Management Files. DOL/PWBA-3—PWBA Correspondence Files. DOL/PWBA-4—Technical Assistance and Inquiry Files. DOL/PWBA-5—Public Disclosure Request Tracking System. DOL/PWBA-6—PWBA Debt Collection/Management System. DOL/PWBA-7—Employee Conduct Investigations. DOL/PWBA-8—PWBA Consolidated Training Record. DOL/PWBA-9—Office of Enforcement Correspondence Tracking System. DOL/PWBA-10—PWBA Civil Litigation Case Information System. DOL/PWBA-11—PWBA Criminal Case Information System. DOL/PWBA-12—Publication Hotline Requests. DOL/PWBA-13—Office of Exemption Determinations ERISA Section 502(l) Files. DOL/PWBA-14—Investment Advisor Registration Data Base. DOL/PWBA-15—PWBA Inventory Management Data Base. DOL/PWBA-16—Form 5500EZ Filings. Office of Small Business Programs (OSBP) DOL/OSBP-1—Office of Small Business Programs, Small Entity Inquiry and Complaint Tracking System. DOL/OSBP-2—Department of Labor Advisory Committee Members Files. Office of the Solicitor (OSOL) DOL/SOL-3—Tort Claims Files. DOL/SOL-5—Workforce Investment Act Tort Claims Files. DOL/SOL-6—Military Personnel and Civilian Employees' Claims. DOL/SOL-7—Solicitor's Legal Activity Recordkeeping System. DOL/SOL-9—Freedom of Information Act and Privacy Act Appeals Files. DOL/SOL-13—Employee Conduct Investigations. DOL/SOL-15—Solicitor's Office Litigation Files. DOL/SOL-17—Solicitor's Office Equipment Files. Veterans Employment and Training (VETS) DOL/VETS-1—Uniformed Services Employment and Re-employment Rights Act (USERRA) Complaint File. DOL/VETS-2—Veterans' Preference Complaint File under the Veterans Equal Opportunities Act of 1998 (VEOA). DOL/VETS-3—Veterans' Transition Assistance Program (TAP) Registration System. Appendix—Responsible Officials General Prefatory Statement A. Universal Routine Uses of the Records The following routine uses of the records apply to and are incorporated by reference into each system of records published below unless the text of a particular notice of a system of records indicates otherwise. These routine uses do not apply to DOL/OASAM-5, Rehabilitation and Counseling File , nor to DOL/OASAM-7, Employee Medical Records . 1. To disclose the records to the Department of Justice when: (a) The agency or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation, and the use of such records by the Department of Justice is for a purpose that is compatible with the purpose for which the agency collected the records. 2. To disclose the records in a proceeding before a court or adjudicative body, when: (a) The agency or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity; or (d) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation, and that the use of such records is a purpose that is compatible with the purpose for which the agency collected the records. 3. When a record on its face, or in conjunction with other information, indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule, or order issued pursuant thereto, disclosure may be made to the appropriate agency, whether Federal, foreign, State, local, or tribal, or other public authority responsible for enforcing, investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto, if the agency determines by careful review that the records or information are both relevant and necessary to any enforcement, regulatory, investigative or prosecutive responsibility of the receiving entity, and that the use of such records or information is for a purpose that is compatible with the purposes for which the agency collected the records. 4. To a Member of Congress or to a Congressional staff member in response to an inquiry of the Congressional office made at the written request of the constituent about whom the record is maintained. 5. To the National Archives and Records Administration or to the General Services Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906. 6. To disclose to contractors, employees of contractors, consultants, grantees, and volunteers who have been engaged to assist the agency in the performance of or working on a contract, service, grant, cooperative agreement or other activity or service for the Federal Government. Note 1. Recipients shall be required to comply with the requirements of the Privacy Act of 1974, as amended, 5 U.S.C. 552a; see also 5 U.S.C. 552a(m). 7. To the parent locator service of the Department of Health and Human Services or to other authorized persons defined by Pub. L. 93-647 the name and current address of an individual for the purpose of locating a parent who is not paying required child support. 8. To any source from which information is requested in the course of a law enforcement or grievance investigation, or in the course of an investigation concerning retention of an employee or other personnel action, the retention of a security clearance, the letting of a contract, the retention of a grant, or the retention of any other benefit, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. 9. To a Federal, State, local, foreign, or tribal or other public authority of the fact that this system of records contains information relevant to the hiring or retention of an employee, the granting or retention of a security clearance, the letting of a contract, a suspension or debarment determination or the issuance or retention of a license, grant, or other benefit. 10. To the Office of Management and Budget during the coordination and clearance process in connection with legislative matters. 11. To the Department of the Treasury, and a debt collection agency with which the United States has contracted for collection services to recover debts owed to the United States. 12. To the news media and the public when (1) the matter under investigation has become public knowledge, (2) the Solicitor of Labor determines that disclosure is necessary to preserve confidence in the integrity of the Department or is necessary to demonstrate the accountability of Department's officers, employees, or individuals covered by this system, or (3) the Solicitor of Labor determines that there exists a legitimate public interest in the disclosure of the information, except to the extent that the Solicitor of Labor determines in any of these situations that disclosure of specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy. B. System Location—Flexiplace Programs The following paragraph applies to and is incorporated by reference into all of the Department's systems of records under the Privacy Act, within the category entitled, SYSTEM LOCATION: “Pursuant to the Department of Labor's Flexiplace Programs, copies of records may be temporarily located at alternative worksites, including employees' homes or at geographically convenient satellite offices for part of the workweek. All appropriate safeguards will be taken at these sites.” Government-Wide Records Two systems of records are reported by the Department of Labor for all federal agencies since this Department has overall responsibility for the administration of the programs in connection with which these systems of records have been compiled. It is presumed that most, if not all, federal agencies maintain systems of records comprising a portion of the government wide systems of records. In order to avoid duplication in reporting, the Department is reporting these systems on behalf of all agencies. The Department has control over these systems to the same extent as the Office of Personnel Management has control over systems of records containing federal employee personnel records. 1. Federal Employees' Compensation Act Files: All records relating to injury or death of civilian employees or other persons entitled to benefits under the Federal Employees' Compensation Act are the records of the Office of Workers' Compensation Programs of the Department of Labor. The Office asserts control of these records under the provisions of 5 U.S.C. 8149 and Department regulations at 20 CFR 10.10. This notice applies to copies of claim forms and other documents relating to a compensation claim maintained by the employing agency. This notice, however, does not apply to other medical or related files not created pursuant to the Federal Employees' Compensation Act which may be in the possession of an agency. This system is entitled DOL/GOVT-1, Office of Workers' Compensation Programs, Federal Employees' Compensation File. Initial determinations on requests for access, amendment or correction of records maintained in this system of records shall be made by the OWCP district office having jurisdiction over the particular claim. In addition, requests for access to copies of records maintained by the employing agency may be directed to that agency. Administrative appeals from initial determinations denying access, amendment or correction, shall be addressed to the Solicitor of Labor, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210, as required by 20 CFR 10.12. 2. Job Corps Student Records: All records which contain information about students during their stay in Job Corps, from entrance to placement and/or termination, are records which must be maintained by the Job Corps center. The Employment and Training Administration asserts control of these records under 29 U.S.C. 2881 et seq. This system is entitled DOL/GOVT-2, Job Corps Student Records. Initial determinations concerning access, amendment or correction of this government-wide system of records shall be made by screening contractors, Job Corps Center Directors, Job Corps National or Regional Offices. Administrative appeals shall be referred to the Solicitor of Labor, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210. Special California Earthquake Co-operative Agreement The San Francisco, California Regional Office of the Department of Labor's Office of Assistant Secretary for Administration and Management (OASAM), Region IX of OASAM, has entered into a reciprocal agreement with the U.S. Internal Revenue Service's Office of the Regional Counsel located in San Francisco. The purpose of this reciprocal agreement is to provide each with an alternative off-site location to store computer data. This back-up storage capacity will mitigate damage if an earthquake ever occurs in the San Francisco area. This agreement is based upon the fact that the respective offices of the participants are located at opposite ends of the downtown San Francisco district and the ground structure of the two areas is substantially different. Addresses to Which Requests May Be Directed The addresses of the various component units of the Department as well as its regional offices are contained in the Appendix annexed to this document. In addition, the following government agencies also have Government-wide Systems of Records: Government-Wide Systems EEOC/GOVT-/-1—Equal Employment Opportunity Complaint Records and Appeal Records FEMA/GOVT-1—National Defense Executive Reserve System GSA/GOVT-2—Employment Under Commercial Activities Contracts GSA/GOVT-3—Travel Charge Card Program GSA/GOVT-4—Contracted Travel Services Programs MSPB/GOVT-1—Appeal and Case Records OGE/GOVT-1—Executive Branch Public Financial Disclosure Reports and Other Ethics Program Records OGE/GOVT-2—Confidential Statements of Employment and Financial Interests OPM/GOVT-1—General Personnel Records OPM/GOVT-2—Employee Performance File System Records OPM/GOVT-3—Adverse Actions and Actions Based on Unacceptable Performance OPM/GOVT-4—[Reserved] OPM/GOVT-5—Recruiting, Examining and Placement Records OPM/GOVT-6—Personnel Research and Test Validation Records OPM/GOVT-7—Applicant—Race, Sex, National Origin and Disability Status Records OPM/GOVT-8—[Reserved] OPM/GOVT-9—Position Classification Appeals, Job Grading Appeals, and Retained Grade or Pay OPM/GOVT-10—Employee Medical File System Records DOL/GOVT-1 System Name: Office of Workers' Compensation Programs, Federal Employees' Compensation Act File. Security Classification: Most files and data are unclassified. Files and data in certain cases have Top Secret classification, but the rules concerning their maintenance and disclosure are determined by the agency, which has given the information the security classification of Top Secret. System Location: The central database for DOL/GOVT-1 is located at SUNGUARD, 600 Laurel Oak Road, Voorhees, New Jersey, 08043. Paper claim files and local databases are located at the various OWCP district offices, and in Kansas City (for imaged cases only); claim files of employees of the Central Intelligence Agency are located at that agency. Records from this system of records may be temporarily located in the office of health care providers and other individuals or entities with whom the Department contracts for such services as examination or evaluation of claimants. Copies of claim forms and other documents arising out of a job-related injury that resulted in the filing of a claim under the Federal Employees' Compensation Act (FECA), may also be maintained by the employing agency (and where the forms were transmitted to the Office of Workers' Compensation Programs (OWCP) electronically, the original forms are maintained by the employing agency). In addition, records relating to third-party claims of FECA beneficiaries are maintained in the Division of Employee Benefits, Office of the Solicitor, United States Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210-0002, in the offices of the Regional and Associate Regional Solicitors, and in various offices of the United States Postal Service, which undertakes various duties relating to third party claims pursuant to an agreement with OWCP. Pursuant to the Department of Labor's Flexiplace Programs, copies of records may be temporarily located at alternative worksites, including employees' homes or at geographically convenient satellite offices for part of the workweek. All appropriate safeguards will be taken at these sites. Categories of Individuals Covered by the System: Individuals and/or their survivors who file claims seeking benefits under the FECA by reason of injuries sustained while in the performance of duty. The FECA applies to all civilian federal employees, including various classes of persons who provide or have provided personal service to the government of the United States, and to other persons as defined by law such as state or local law enforcement officers, and their survivors, who were injured or killed while assisting in the enforcement of federal law. In addition, the FECA covers employees of the Civil Air Patrol, Peace Corps Volunteers, Job Corps students, Volunteers in Service to America, members of the National Teacher Corps, certain student employees, members of the Reserve Officers Training Corps, certain former prisoners of war, and employees of particular commissions and other agencies. Categories of Records in the System: This system may contain the following kinds of records: reports of injury by the employee and/or employing agency; claim forms filed by or on behalf of injured federal employees or their survivors seeking benefits under the FECA; forms authorizing medical care and treatment; other medical records and reports; bills and other payment records; compensation payment records; formal orders for or against the payment of benefits; transcripts of hearings conducted; and any other medical, employment, or personal information submitted or gathered in connection with the claim. The system may also contain information relating to dates of birth, marriage, divorce, and death; notes of telephone conversations conducted in connection with the claim; information relating to vocational and/or medical rehabilitation plans and progress reports; records relating to court proceedings, insurance, banking and employment; articles from newspapers and other publications; information relating to other benefits (financial and otherwise) the claimant may be entitled to; and information received from various investigative agencies concerning possible violations of Federal civil or criminal law. The system may also contain consumer credit reports on individuals indebted to the United States, information relating to the debtor's assets, liabilities, income and expenses, personal financial statements, correspondence to and from the debtor, information relating to the location of the debtor, and other records and reports relating to the implementation of the Federal Claims Collection Act (as amended), including investigative reports or administrative review matters. Individual records listed here are included in a claim file only insofar as they may be pertinent or applicable to the employee or beneficiary. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 8101 et seq. , 20 CFR 1.1 et seq. PURPOSE(S): The FECA establishes the system for processing and adjudicating claims that federal employees and other covered individuals file with the Department of Labor's OWCP, seeking monetary, medical and similar benefits for injuries or deaths sustained while in the performance of duty. The records maintained in this system are created as a result of and are necessary to this process. The records provide information and verification about the individual's employment-related injury and the resulting disabilities and/or impairments, if any, on which decisions awarding or denying benefits provided under the FECA must be based. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: In addition to those Department-wide routine uses set forth above in the General Prefatory Statement to this document, disclosure of information from this system of records may be made to the following individuals and entities for the purposes noted when the purpose of the disclosure is both relevant and necessary and is compatible with the purpose for which the information was collected: a. To any attorney or other representative of a FECA beneficiary for the purpose of assisting in a claim or litigation against a third party or parties potentially liable to pay damages as a result of the FECA beneficiary's FECA-covered injury and for the purpose of administering the provisions of sections 8131-8132 of the FECA. Any such third party, or a representative acting on that third party's behalf, may be provided information or documents concerning the existence of a record and the amount and nature of compensation paid to or on behalf of the FECA beneficiary for the purpose of assisting in the resolution of the claim or litigation against that party or administering the provisions of sections 8131-8132 of the FECA. b. To federal agencies that employed the claimant at the time of the occurrence or recurrence of the injury or occupational illness in order to verify billing, to assist in administering the FECA, to answer questions about the status of the claim, to consider rehire, retention or other actions the agency may be required to take with regard to the claim or to permit the agency to evaluate its safety and health program. Disclosure to federal agencies, including the Department of Justice, may be made where OWCP determines that such disclosure is relevant and necessary for the purpose of providing assistance in regard to asserting a defense based upon the FECA's exclusive remedy provision to an administrative claim or to litigation filed under the Federal Tort Claims Act. c. To other federal agencies, other government or private entities and to private-sector employers as part of rehabilitation and other return-to-work programs and services available through OWCP, where the entity is considering hiring the claimant or where otherwise necessary as part of that return-to-work effort. d. To federal, state or private rehabilitation agencies and individuals to whom the claimant has been referred for evaluation of rehabilitation and possible reemployment. e. To physicians, pharmacies, and other health care providers for their use in treating the claimant, in conducting an examination or preparing an evaluation on behalf of OWCP and for other purposes relating to the medical management of the claim, including evaluation of and payment for charges for medical and related services and supplies. f. To medical insurance or health and welfare plans (or their designees) that cover the claimant in instances where OWCP had paid for treatment of a medical condition that is not compensable under the FECA, or where a medical insurance plan or health and welfare plan has paid for treatment of a medical condition that may be compensable under the FECA, for the purpose of resolving the appropriate source of payment in such circumstances. g. To labor unions and other voluntary employee associations from whom the claimant has requested assistance for the purpose of providing such assistance to the claimant. h. To a federal, state or local agency for the purpose of obtaining information relevant to a determination concerning initial or continuing eligibility for FECA benefits, and for a determination concerning whether benefits have been or are being properly paid, including whether dual benefits that are prohibited under any applicable federal or state statute are being paid; and for the purpose of utilizing salary offset and debt collection procedures, including those actions required by the Debt Collection Act of 1982, to collect debts arising as a result of overpayments of FECA compensation and debts otherwise related to the payment of FECA benefits. i. To the Internal Revenue Service (IRS) for the purpose of obtaining taxpayer mailing addresses for the purposes of locating a taxpayer to collect, compromise, or write-off a federal claim against such taxpayer; and informing the IRS of the discharge of a debt owed by an individual. Records from this system of records may be disclosed to the IRS for the purpose of offsetting a federal claim from any income tax refund that may be due to the debtor. j. To the Occupational Safety and Health Administration (OSHA) for the purpose of using injury reports filed by Federal agencies pursuant to the FECA to fulfill agency injury reporting requirements. Information in this system of records may be disclosed to OSHA by employing agencies as part of any MIS system established under OSHA regulations to monitor health and safety. k. To contractors providing services to DOL or any other federal agency or any other individual or entity specified in any of these routine uses or in the Department's General Prefatory Statement who require the data to perform the services that they have contracted to perform, provided that those services are consistent with the routine use for which the information was disclosed to the contracting entity. Should such a disclosure be made to the contractor, the individual or entity making such disclosure shall insure that the contractor complies fully with all Privacy Act provisions, including those prohibiting unlawful disclosure of such information. l. To the Defense Manpower Data Center—Department of Defense and the United States Postal Service to conduct computer matching programs for the purpose of identifying and locating individuals who are receiving Federal salaries or benefit payments and are delinquent in their repayment of debts owed to the United States under programs administered by the DOL in order to collect the debts under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment, or by salary or administrative offset procedures. m. To a credit bureau for the purpose of obtaining consumer credit reports identifying the assets, liabilities, expenses, and income of a debtor in order to ascertain the debtor's ability to repay a debt incurred under the FECA, to collect the debt, or to establish a payment schedule. n. To consumer reporting agencies as defined by section 603(f) of the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or in accordance with section 3(d)(4)(A)(ii) of the Federal Claims Collection Act of 1966 as amended (31 U.S.C. 3711(f)) for the purpose of encouraging the repayment of an overdue debt, the amount, status and history of overdue debts, the name and address, taxpayer identification (SSN), and other information necessary to establish the identity of a debtor, the agency and program under which the claim arose, may be disclosed pursuant to 5 U.S.C. 552a(b)(12) o. To a Member of Congress or to a Congressional staff member in response to an inquiry made by an individual seeking assistance who is the subject of the record being disclosed for the purpose of providing such assistance. p. To individuals, and their attorneys and other representatives, and government agencies, seeking to enforce a legal obligation on behalf of such individual or agency, to pay alimony and/or child support for the purpose of enforcing such an obligation, pursuant to an order of a state or local court of competent jurisdiction, including Indian tribal courts, within any State, territory or possession of the United States, or the District of Columbia or to an order of a State agency authorized to issue income withholding notices pursuant to State or local law or pursuant to the requirements of section 666(b) of title 42, United States Code, or for the purpose of denying the existence of funds subject to such legal obligation. Note: Disclosure of information contained in this system of records to the subject of the record, a person who is duly authorized to act on his or her behalf, or to others to whom disclosure is authorized by these routine uses, may be made over the telephone or by electronic means. Disclosure over the telephone or by electronic means will only be done where the requestor provides appropriate identifying information. Telephonic or electronic disclosure of information is essential to permit efficient administration and adjudication of claims under the FECA. Pursuant to 5 U.S.C. 552a(b)(1), information from this system of records may be disclosed to members and staff of the Employees' Compensation Appeals Board, the Office of Administrative Law Judges, the Office of the Solicitor and other components of the Department who have a need for the record in the performance of their duties. DISCLOSURE TO CONSUMER REPORTING AGENCIES: The amount, status and history of overdue debts, the name and address, taxpayer identification (SSAN), and other information necessary to establish the identity of a debtor, the agency and program under which the claim arose, may be disclosed pursuant to 5 U.S.C. 552a(b)(12) to consumer reporting agencies as defined by section 603(f) of the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or in accordance with section 3(d)(4)(A)(ii) of the Federal Claims Collection Act of 1966 as amended (31 U.S.C. 3711(f)) for the purpose of encouraging the repayment of an overdue debt. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Paper case files are maintained in manual files, while security case files are in locked cabinets. Automated data, including case files that have been transformed into electronic form, are stored in computer discs or magnetic tapes, which are stored in cabinets. Microfiche is stored in cabinets. RETRIEVABILITY: Files and automated data are retrieved after identification by coded file number and/or Social Security Number which is cross-referenced to employee by name, employing establishment, and date and nature of injury. Since the electronic case management files were created in 1975, these electronic files are located in District Offices which have jurisdiction over the claim, and (as noted above under “system location”), a complete central data base is maintained at the location of the contractor. Prior to 1975, a paper index file was maintained; these records were transferred to microfiche and are located in the national office. SAFEGUARDS: Files and automated data are maintained under supervision of OWCP personnel during normal working hours—only authorized personnel, with the appropriate password, may handle, retrieve, or disclose any information contained therein. Only personnel having an appropriate security clearance may handle or process security files. After normal working hours, security files are kept in locked cabinets. Access to electronic records is controlled by password or other user identification code. RETENTION AND DISPOSAL: All case files and automated data pertaining to a claim are destroyed 15 years after the case file has become inactive. Case files that have been scanned to create electronic copies are destroyed after the copies are verified. Automated data is retained in its most current form only, however, and as information is updated, outdated information is deleted. Some related financial records are retained only in electronic form, and destroyed 6 years and 3 months after creation or receipt. SYSTEM MANAGER(S) AND ADDRESS: Director for Federal Employees' Compensation, Office of Workers' Compensation Programs, 200 Constitution Avenue, NW, Room S-3229, Washington, DC 20210-0002. NOTIFICATION PROCEDURE: An individual wishing to inquire whether this system of records contains information about him/her may write or telephone the OWCP district office that services the state in which the individual resided or worked at the time he or she believes a claim was filed. In order for the record to be located, the individual must provide his or her full name, OWCP claim number (if known), date of injury (if known), and date of birth. RECORD ACCESS PROCEDURES: Any individual seeking access to non-exempt information about a case in which he/she is a party in interest may write or telephone the OWCP district office where the case is located, or the systems manager, and arrangements will be made to provide review of the file. Access to copies of documents maintained by the employing agency may be secured by contacting that agency's designated disclosure officials. CONTESTING RECORD PROCEDURES: Specific materials in this system have been exempted from certain Privacy Act provisions regarding the amendment of records. The section of this notice entitled “Systems Exempted From Certain Provisions of the Act,” indicates the kind of materials exempted, and the reasons for exempting them. Any individual requesting amendment of non-exempt records should contact the appropriate OWCP district office, or the system manager. Individuals requesting amendment of records must comply with the Department's Privacy Act regulations at 29 CFR 71.1 and 71.9, and with the regulations found at 20 CFR 10.12 (1999). RECORD SOURCE CATEGORIES: Injured employees; beneficiaries; employing Federal agencies; other Federal agencies; physicians; hospitals; clinics; suppliers of health care products and services and their agents and representatives; educational institutions; attorneys; Members of Congress; OWCP field investigations; State governments; consumer credit reports; agency investigative reports; correspondence with the debtor including personal financial statements; records relating to hearings on the debt; and other DOL systems of records. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: In accordance with 5 U.S.C. 552a(k)(2), investigative material in this system of records compiled for law enforcement purposes is exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) of 5 U.S.C. 552a, provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by Federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or prior to January 1, 1975, under an implied promise that the identity of the source would be held in confidence. DOL/GOVT-2 SYSTEM NAME: Job Corps Student Records. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Screening contractors; Job Corps centers and operators (which includes contract and agency centers); Job Corps National Office; Job Corps Regional Offices; Federal Records Centers. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Job Corps applicants, students, and terminees. CATEGORIES OF RECORDS IN THE SYSTEM: Records contain information kept on the students, such as separate running accounts of the students' general biographical data; educational training, vocational training; counseling; recreational activities; dormitory logs; health (dental, medical, mental health, and drug testing records); administrative records covering data pertaining to enrollment allowances and allotments; leave records; Student Profile (ETA-640); and Center Standards Officer's disciplinary records. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Subtitle C of Title I of the Workforce Investment Act of 1998, 29 U.S.C. 2881 et seq. PURPOSE(s): These records are maintained to ensure that all appropriate documents of the student's stay in Job Corps (covering application to placement and/or termination) are retained and are available to those officials who have a legitimate need for the information in performing their duties and to serve the interests and needs of the students in accordance with 29 U.S.C. 2881 et seq. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF THE SUCH USES: These records and information in these records may be used when relevant, necessary, and appropriate: (1) To disclose photographs and student identities, with appropriate consent, to the news media, for the purpose of promoting the merits of the program. (2) To disclose information, giving the summary of a student's academic and vocational achievement and general biographical information, to placement and welfare agencies, prospective employers, school or training institutions to assist in the employment of a student. (3) To disclose information to State and Federal law enforcement agencies or other government investigators to assist them in locating a student and/or his or her family. (4) To disclose information to appropriate Federal, State, and local agencies which have law enforcement jurisdiction over students (which includes probation or parole officers); and/or the property on which the center is located. (5) To disclose all or any information to parents/guardians regarding students under the age of 18 for performance of parental rights and responsibilities. (6) To disclose information to Job Corps health consultants; Job Corps Center Review Board members (in appropriate disciplinary cases); State, county, and local health services personnel; family planning agencies; and physicians (public or private) to whom a student is referred for diagnosis or to receive treatment to assure continuance of proper health care, or notification and contact tracking for communicable disease control. (7) To disclose to State and local health departments all cases of infection or disease that are required to be reported to them in accordance with state and local laws. This disclosure shall be made by the Center Director. Note: Center physicians shall deal with all cases of communicable diseases in accordance with Job Corps directives based on current recommendations of the Center for Disease Control of the Department of Health and Human Services. (8) To disclose information to State and local health departments regarding infected persons who are unwilling to notify their contacts at the center for the purpose of enabling the counseling of contacts. (9) To disclose information to medical laboratories necessary in identifying specimens for the purpose of testing. (10) To disclose information to social service agencies in cases of a student's termination in order to provide services such as Medicaid, housing, finance, and placement. (11) To disclose information to the Army Finance Center, Fort Benjamin Harrison, Indiana, to pay student allowances and maintain and dispose of their pay records. (12) To disclose information to Federal, State, and local agencies and to community-based organizations for the operation of experimental, research, demonstration, and pilot projects authorized under sections 156, 171, or 172 of the Workforce Investment Act of 1998, 29 U.S.C. 2856, 2916, or 2917, except that in the case of a research project, the researcher shall guarantee to protect the anonymity of all staff and students involved in any presentation of the results of such study. (13) To disclose information to contractors and agencies that operate centers or have Outreach Admissions and Placement (OA&P) issues which demonstrate a legitimate need for the information to enable them to properly administer their responsibilities in the Job Corps program. (14) To disclose to the Selective Service system names, social security number, date of birth, and address of students, to insure registration compliance for eligible applicants applying for Job Corps training benefits. DISCLOSURE TO CONSUMER REPORTING AGENCIES: None. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Students' files are maintained in locked file cabinets; files are maintained on magnetic tapes, computer data base, and discs; printouts from army terminals which include payroll statistical reports. RETRIEVABILITY: Records are retrieved by name, social security number, and date of student entry. SAFEGUARDS: Records are maintained in file folders during center use; health records are placed in sealed envelopes after termination; on magnetic tapes, computer data base, or discs; and are stored in locked filing cabinets with access to those whose official duties require access. RETENTION AND DISPOSAL: Job Corps centers will maintain records of terminated students for a period of 3 years unless custodianship is extended or terminated, for administrative reasons, by the regional office. Counseling records are retained on the Job Corps center for 6 months after student's termination, after which they are destroyed. After termination, a summary or copy of the counseling record is placed in the health record. After 3 years, centers will retire the records to the appropriate Federal Records center. Students' records are subject to destruction 75 years from the birth date of the youngest student's record contained in a GSA records retirement box, with the disposal authority being NC 369-76-2, item 59. [Note: Centers will send a copy of the SF 135-135 A (transmittal and receipt form) to the appropriate Job Corps regional office, after they have received the accession number from the appropriate Federal Records Center. In the event of a student's death, the student's entire personnel record shall be sent to the U.S. Department of Labor Job Corps National Health Office within 10 days of date of student's death.] SYSTEM MANAGER(S) AND ADDRESS: Director, Office of Job Corps, U.S. DOL/ETA, Frances Perkins Building, 200 Constitution Avenue, NW., Washington, DC 20210. NOTIFICATION PROCEDURES: Requests for access of terminated student's records are to be directed to the appropriate U.S. DOL Regional Job Corps Office, or to the System Manager at the above address. Requests for current records can be directed to the appropriate center director or screening contractor. RECORD ACCESS PROCEDURES: A request for access to a record from this system shall be made in writing to the System Manager or appropriate center director, Regional Job Corps Director, or screening contractor, in accordance with rules and regulations of the Privacy Act of 1974, as amended, with the envelope and the letter clearly marked “Privacy Act Request”, and the record sufficiently described in the letter for identification. CONTESTING RECORD PROCEDURES: Individuals desiring to contest or amend information maintained in this system should direct their request to the System Manager listed above, or appropriate center director, Regional Job Corps Director, or screening contractor, stating clearly and concisely what information is contested, the reasons for contesting the information, and the proposed amendment to the information sought. Details required for records identification are: (a) Full Name(s) ( i.e. , name during enrollment); (b) Center(s) where enrolled; and (d) Date enrolled. RECORD SOURCE CATEGORIES: Outreach/screening and placement contractors; Job Corps centers; Job Corps students; employment services; parole officers; State and local law enforcement agencies. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. DOL/OSEC-1 SYSTEM NAME: Supervisor's/Team Leader's Records of Employees. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: Immediate supervisor(s)/team leader(s) and two higher supervisory levels at all facilities of the Department, as well as the national and regional personnel offices. Emergency addressee information may be kept upon the supervisor's person when appropriate. Note: Requests for a reasonable accommodation are made to supervisors. The Civil Rights Center may temporarily maintain a copy of such requests and of the medical documents submitted by the employee when the Public Health Service physician completes his or her review of the request. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current employees and employees who have retired or left the office within the last twelve months. CATEGORIES OF RECORDS IN THE SYSTEM: Records related to individuals while employed by the Department and which contain such information as: record of employee/supervisor discussions, supervisor(s)/team leader(s) observations, supervisory copies of officially recommended actions, reports of FTS telephone usage containing call detail information, awards, disciplinary actions, emergency addressee information, flexiplace records, reports of on-the-job accidents, injuries, illnesses, correspondence from physicians, and training requests. The system also contains records relating to requests for reasonable accommodation, and/or leave, including medical documents submitted by employees, as well as reports and records by the Public Health Service physicians who have reviewed the accommodation requests. The system also contains labor relations materials such as performance improvement plans (PIPs), reprimands, suspensions of less than 14 days, leave restrictions and related materials. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 301, 1302, 2951, 4118, Reorganization Plan 6 of 1950, and the Civil Service Reform Act of 1978. The Rehabilitation Act and the American Disabilities Awareness Act. PURPOSE(S): To maintain a file for the use of supervisor(s)/team leader(s) in performing their responsibilities and to support specific personnel actions on employees. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES AND USERS AND THE PURPOSE OF SUCH USES: A. Selected information may be disclosed at appropriate stages of adjudication to the Merit Systems Protection Board, Office of the Special Counsel, the Federal Labor Relations Authority, the Equal Employment Opportunity Commission, arbitrators, or the courts for the purposes of satisfying requirements related to investigation of prohibited personnel practices, appeals, special studies investigations of alleged EEOC discrimination practices and unfair labor practices. B. Records relating to a request for a reasonable accommodation may be referred to the Public Health Service (PHS) or other physicians for their review and evaluation of the request. C. Data may be disclosed to medical providers for the purpose of evaluating sick leave absences based upon illness or injury. DISCLOSURE TO CONSUMER REPORTING AGENCIES: None. POLICIES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Records are maintained in manual files. RETRIEVABILITY: By name of employee. SAFEGUARDS: Locked storage cabinets and desks. Access limited to officials/employees on a need to know basis. RETENTION AND DISPOSAL: Records are maintained on current employees. Records on former employees are kept for one year, then destroyed. SYSTEM MANAGER(S) AND ADDRESS: All supervisor(s)/team leader(s) having responsibility for performance management plans, performance standards, or ratings. NOTIFICATION PROCEDURE: An individual may inquire whether the system contains a record pertaining to her/him by contacting the supervisor/team leader who completes his/her performance standards and rating. RECORD ACCESS PROCEDURES: A request for access will be addressed to the appropriate system manager listed above. Individuals must furnish their name in order for their records to be located and identified: CONTESTING RECORD PROCEDURES: A petition for amendments shall be addressed to the appropriate System Manager. RECORD SOURCE CATEGORIES: Information is supplied by the individual, supervisor(s)/team leader(s), agency officials, medical providers and co-workers. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT None. DOL/OASAM-4 SYSTEM NAME: Safety and Health Information Management System (SHIMS). SECURITY CLASSIFICATION: None. SYSTEM LOCATION: 1. Safety and Health Center, OASAM, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210 and 2. DOL regional offices. 3. A copy of the modified CA-1/CA-2 Form used by the Office of Workers' Compensation Programs (OWCP) may be reproduced and retained in the office of the supervisor who files the form. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: DOL employees and Job Corps students involved in occupationally related accidents, injuries and illnesses. CATEGORIES OF RECORDS IN THE SYSTEM: Reports of on-the-job accidents, injuries, and illnesses generated as a result of filing forms CA-1, CA-2, and CA-6. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 29 U.S.C. 651 et seq. , 29 CFR Part 1960, 5 U.S.C. 7902, DOL Secretary's Order 5-95, Executive Order 12196. PURPOSE(S): This system is used (a) to provide an information source for compliance with the Occupational Safety and Health Act; (b) to provide a documented record of job related accidents, injuries, and illnesses for the purpose of measuring safety and health programs' effectiveness; (c) to provide summary data of accident, injury and illness information to Departmental agencies in a number of formats for analytical purposes in establishing programs to reduce or eliminate loss producing hazards or conditions; (d) to provide summary listings of individual cases to Departmental agencies to ensure that all work-related injury/illness cases are reported through the SHIMS; and (e) to use as a reference when adjudicating tort and employee claims. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND 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: Records are stored on computer disks, and on hard copies filed in locked file cabinets. RETRIEVABILITY: Records are retrieved by claimant's last name, social security number, and employee category (DOL employee or Job Corps student). SAFEGUARDS: Records are maintained in locked storage equipment. Computer files are accessible only to authorized users through password/user ID system. RETENTION AND DISPOSAL: Records are maintained for five (5) years after each report is filed with the agency. Electronic copies are maintained for five (5) years and then downloaded onto a disk. SYSTEM MANAGER(S) AND ADDRESS: Director, Safety and Health Center, OASAM, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210. NOTIFICATION PROCEDURE: Individuals wishing to inquire whether this system of records contains information about them should contact the systems manager, or the servicing regional office in which they are employed. Individuals must furnish in writing the following information for their records to be located and identified: a. Full name b. Date of birth c. Signature RECORD ACCESS PROCEDURES: Individuals wishing to request access to records should contact the appropriate office (national/regional). Individuals must furnish the following information for their records to be located: a. Full name b. Date of birth c. Signature Individuals requesting access must also comply with the Privacy Act Regulations on verification of identity and access to records (5 CFR 297.201 and 297.203). CONTESTING RECORD PROCEDURES: Individuals wishing to request information about their records should contact in writing the systems manager. Individual must furnish the following information for their records to be located: a. Full name b. Signature RECORD SOURCE CATEGORIES: a. The employee (or someone acting on his/her behalf). b. Witness (if any). c. Employing agency (supervisor or comp specialist). d. CA-1, CA-2, CA-6, forms used by OWCP. SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: None. DOL/OASAM-5 SYSTEM NAME: Employee Assistance Program (EAP) Records. SECURITY CLASSIFICATION: None. SYSTEM LOCATION: The Employee Assistance Program (EAP), headquartered in the Safety and Health Center, Office of the Assistant Secretary for Administration and Management (OASAM), U.S. Department of Labor (DOL), 200 Constitution Avenue, NW., Washington, DC 20210, and offices of designated EAP service providers located elsewhere in the Washington metropolitan area and Department's regions. Note: DOL may elect to use, under an interagency agreement or other contractual arrangement, the counseling staff of another Federal, state, or local government, or private or community organization. This system does not cover EAP records of DOL employees (current or former) or their family members that are maintained by other Federal agencies. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: DOL employees or their family members, who have been assessed, referred for treatment/rehabilitation or otherwise counseled regarding alcohol or drug abuse or other emotional health issues by an EAP counselor responsible for providing services to DOL employees or their family members. CATEGORIES OF RECORDS IN THE SYSTEM: Records in this system include documentation of visits to counselors designated by the agency to provide EAP services (regardless of whether the counselors are employed by the Federal, state, or local government, or by a private sector or community organization); problem assessments; counseling; recommendations and/or referrals for treatment and/or rehabilitation; client cooperation with those recommendations and/or referrals; progress; and other notes or records of discussions held with the client made by the counselor. Additionally, records in this system may include documentation of the therapeutic or rehabilitative work performed by a private therapist or a therapist at a Federal, State, local government, or private organization. If the client was referred to the EAP by a supervisor due to work performance or conduct problems, the record may also contain information regarding such matters. When the client was referred to the EAP because of a positive drug test, required by DOL's drug-free workplace plan, the record will also contain information about such tests results. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 7901, 7904; 5 U.S.C. 7361-7362; 42 U.S.C. 290dd-3; 5 CFR part 792; 42 CFR part 2; and E.O. 12564. PURPOSE(s): These records are used to document the nature and extent of the client's problem; the counseling, recommendations and/or referrals for treatment and/or rehabilitation made by the EAP; and the extent of the client's participation in, and the results of treatment or rehabilitation in community or private sector programs; and any follow-up necessary. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: a. DOL may elect to enter into interagency agreements or other contractual arrangements with other Federal agencies, private organizations or individuals for the purpose of providing EAP services for DOL employees and their family members. Relevant records will be disclosed to these providers. b. Except where the records are covered by the Confidentiality of Alcohol and Drug Abuse Patient Records regulation, 42 CFR part 2, records and information in these records may be: (1) Disclosed to the Department of Justice when: (A) DOL or any component thereof; or (B) any employee of the agency in his or her official capacity; or (C) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation, and the use of such records by the Department of Justice is for a purpose that is compatible with the purpose for which the agency collected the records. (2) Disclosed in a proceeding before a court or adjudicative body, when: (A) DOL or any component thereof; or (B) any employee of the agency in his or her official capacity; or (C) any employee of the agency in his or her individual capacity; or (D) the United States Government, is a party to litigation or has an interest in such litigation, and by careful review, the agency determines that the records are both relevant and necessary to the litigation, and that the use of such records is a purpose that is compatible with the purpose for which the agency collected the records. c. Where the records are covered by the Confidentiality of Alcohol and Drug Abuse Patient Records regulation, 42 CFR part 2, records and information in these records may be used: (1) To disclose, in accordance with 42 CFR 2.51, patient identifying information to medical personnel who have a need for the information about a patient for the purpose of treating a condition which poses an immediate threat to health of any person and which requires immediate medical intervention. (2) To disclose patient identifying information to medical personnel of the Food and Drug Administration (FDA) under the circumstances set forth in 42 U.S.C. 2.51(b) et seq. ; (3) To disclose patient information when authorized by an order of a court of competent jurisdiction in accordance with 42 CFR 2.61; (4) To disclose information to a Federal, State or local law enforcement authority that is directly related to a patient's commission of a crime committed on the premises of the program or against any program personnel or to a threat to commit such a crime. (See 42 CFR 2.12(a)(5)); (5) To disclose information to State or local law enforcement authorities on incidents of suspected child abuse or neglect. (See 42 CFR 2.12(c)(6)). (6) To disclose the fact of a minor's application for treatment to the minor's parent or guardian where State law requires parental consent. (See 42 CFR 2.14(c)); (7) To disclose to a minor's parent or guardian, facts relevant to reducing a threat to the life or physical well being of any individual, if the minor lacks capacity for rational choice (See 42 CFR 2.14(d)); (8) To disclose to a Qualified Service Organization (QSO),in accordance with 42 CFR 2.12(c)(4), that information needed by the QSO to provide services to the program; (9) To disclose patient identifying information for the purpose of conducting scientific research under the circumstances set forth in 42 CFR 2.52; (10) To disclose patient identifying information for audit and evaluation purposes under the circumstance set forth in 42 CFR 2.53 DISCLOSURE TO CONSUMER REPORTING AGENCIES: None. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: These records are maintained in file folders. RETRIEVABILITY: These records are retrieved by the name of the individual on whom they are maintained. SAFEGUARDS: These records are maintained in locked metal file cabinets labeled confidential with access strictly limited to personnel directly responsible for the management or operation of DOL's EAP. Such access and use must be in accordance with the provisions of the Privacy Act and 42 CFR part 2. RETENTION AND DISPOSAL: Records are maintained for three (3) years after the client's last contact with the EAP, or until any relevant litigation is resolved, or any periodic evaluation reports required by the U.S. Office of Personnel Management, DOL, or other authorities are completed. Records are destroyed by shredding or burning. SYSTEM MANAGER(S) AND ADDRESS: The Employee Assistance Program Administrator, Safety and Health Center, U.S. Department of Labor, 200 Constitution Avenue, NW, Washington, DC 20210. NOTIFICATION PROCEDURE: An individual wishing to inquire whether this system o [Text truncated at 120,000 characters. The full text is on the page linked above.] --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A02-7376. Public record. Not legal advice.