System of Records Notices

General Provisions Applicable to DOL Systems of Records

Universal Routine Uses of Records
Flexiplace Programs

Government-Wide Administered by Other Federal Agencies

The following government agencies also have Government-wide Systems of Records which the DOL may rely upon:

• 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 Government-wide

  • 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-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-9 – Position Classification Appeals, Job Grading Appeals, and Retained Grade or Pay

  • OPM/GOVT-10 – Employee Medical File System Records

DOL-Administered Government-Wide

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DOL-Wide

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Adjudicatory Boards

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Bureau of Labor Statistics Systems

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Employees Benefits Security Administration

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Ombudsman for the Energy Employees Occupational Illness Compensation Program

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Employment and Training Administration

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Bureau of International Labor Affairs

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Mine Safety and Health Administration

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Office of Administrative Law Judges

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Office of the Assistant Secretary for Administration and Management

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Office of the Chief Financial Officer

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Office of Disability Employment Policy

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Office of Federal Contract Compliance Programs

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Office of Inspector General

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Office of Labor-Management Standards

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Office of the Secretary

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Occupational Safety and Health Administration

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Office of Workers' Compensation Programs

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Office of the Solicitor

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Veterans' Employment and Training Service

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Wage and Hour Division

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Universal Routine Uses

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For convenience, the Department has copied the text of the Federal Register notice regarding the Universal Routine Uses below.

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 . . . 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; DOL/OASAM-7, Employee Medical Records, and DOL/CENTRAL-3, Internal Investigations of Harassing Conduct.

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 for 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 pursuant to 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: Recipients shall be required to comply with the requirements of the Privacy Act of 1974, as amended, 5 U.S.C. 552a; see also5 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 Public Law 93-647 (42 U.S.C. 653(c)) 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, 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 the 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, provided the Solicitor of Labor determines in any of these situations that the public interest in disclosure of specific information in the context of a particular case outweighs the resulting invasion of personal privacy.

13. To disclose information to a State or local government entity which has the legal authority to make decisions concerning the issuance, retention or revocation of licenses, certifications or registrations required to practice law or a health care profession, when requested in writing by an investigator or supervisory official of the licensing entity for the purpose of making a decision concerning the issuance, retention or revocation of the license, certification or registration of a named attorney or health care professional.

14. To disclose information to the United States Department of Justice and/or the Federal Bureau of Investigation for inclusion in the National Instant Criminal Background Check System (NICS), pursuant to the reporting requirements of the Brady Handgun Violence Prevention Act, as amended by the NICS Improvement Amendments Act of 2007.

Flexiplace Programs