Notice2024-25410
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
November 1, 2024
Issuing agencies
Labor Department
Abstract
The Privacy Act of 1974 and Office of Management and Budget (OMB) Circular No. A-108 require that each agency publish notice of a new or modified system of records that it maintains. The Office of Workers Compensation proposes to add a new system of records for its Ombuds Office. The system consists of an online form for Ombud's Office inquiries and a database to store the information from the form so the Ombud's office can track the inquiry and the actions it is taking to resolve the issue.
Full Text
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<title>Federal Register, Volume 89 Issue 212 (Friday, November 1, 2024)</title>
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[Federal Register Volume 89, Number 212 (Friday, November 1, 2024)]
[Notices]
[Pages 87423-87424]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-25410]
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DEPARTMENT OF LABOR
Privacy Act of 1974; System of Records
AGENCY: Office of Workers Compensation Programs, Department of Labor.
ACTION: Notice of a new system of records.
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SUMMARY: The Privacy Act of 1974 and Office of Management and Budget
(OMB) Circular No. A-108 require that each agency publish notice of a
new or modified system of records that it maintains. The Office of
Workers Compensation proposes to add a new system of records for its
Ombuds Office. The system consists of an online form for Ombud's Office
inquiries and a database to store the information from the form so the
Ombud's office can track the inquiry and the actions it is taking to
resolve the issue.
DATES: Comments must be received no later than December 2, 2024. This
modification is effective upon publication of this Notice. If no public
comments are received, the routine uses will be effective beginning
December 2, 2024. If DOL receives public comments, DOL will review the
comments to determine whether any changes to the notice are necessary.
ADDRESSES: We invite you to submit comments on this notice. You may
submit comments by any of the following methods:
<bullet> Mail, hand delivery, or courier: 200 Constitution Avenue
NW, Room S-3524, Washington, DC 20210. In your comment, specify ``OWCP
Ombuds File System, DOL/OWCP-14.''
<bullet> The OWCP Ombud's Office at <a href="/cdn-cgi/l/email-protection#feb1a9bdaed0b1939c8b9a8dbe9a9192d0999188"><span class="__cf_email__" data-cfemail="3a756d796a147557584f5e497a5e5556145d554c">[email protected]</span></a>.
FOR FURTHER INFORMATION CONTACT: To submit general questions about the
system, contact Shalonda Cawthon by email at <a href="/cdn-cgi/l/email-protection#2b647c687b056446495e4f586b4f4447054c445d"><span class="__cf_email__" data-cfemail="337c6470631d7c5e5146574073575c5f1d545c45">[email protected]</span></a> or
(202) 343-5580 (this is not a toll-free number).
SUPPLEMENTARY INFORMATION: This notice is for a new system of records
operated by the OWCP Ombuds Office for the Division of Federal
Employees' Longshore and Harbor Workers' Compensation (DFELHWC) and
Division of Coal Mine Workers' Compensation (DCMWC).
SYSTEM NAME AND NUMBER:
OWCP Ombuds File System, DOL/OWCP-14.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
U.S. Department of Labor, OWCP, Ombuds Office--DFELHWC and DCMWC,
Frances Perkins Building, 200 Constitution Ave. NW, Washington, DC
20210 and on the DOL Microsoft Azure Cloud.
SYSTEM MANAGER(S):
OWCP Ombudsperson for Division of Federal Employees' Longshore and
Harbor Workers' Compensation (DFELHWC) and Division of Coal Mine
Workers' Compensation (DCMWC), 200 Constitution Ave. NW, Washington, DC
20210.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
a. 30 U.S.C. 901 et seq., 20 CFR 725.1 et seq.
b. 33 U.S.C. 901 et seq. (20 CFR parts 701 et seq.); 36 DC Code 501
et seq.; 42 U.S.C. 1651 et seq.; 43 U.S.C. 1331 et seq.; 5 U.S.C. 8171
et seq.
c. 5 U.S.C. 8101 et seq., 20 CFR 1.1 et seq.
PURPOSE(S) OF THE SYSTEM:
The OWCP Ombuds Office serves claimants and external interested
parties who seek assistance with inquiries, individual concerns and
achieving resolution to complaints related to the Division of Federal
Employees', Longshore and Harbor Workers' Compensation (DFELHWC), and
the Division of Coal Mine Workers' Compensation (DCMWC) programs. The
Ombuds Office System will provide a mechanism for interested parties to
submit inquiries and concerns. The system will also provide a method
for the OWCP Ombuds Office to track inquiries and identify systemic
issues impacting the customer experience.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individual claimants or their survivors who are seeking benefits
from the Division of Federal Employees', Longshore and Harbor Workers'
Compensation (DFELHWC) or the Division of Coal Mine Workers'
Compensation (DCMWC) programs as well as their authorized
representatives, such as attorneys, family members or advocates who
have been chosen by claimants to represent them in regard to their
claims with OWCP.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system may contain the following information gathered from the
Ombuds Inquiry Form:
1. Date Inquiry Form Submitted.
2. Claimant First and Last Name.
3. Claimant Date of Birth.
4. OWCP Program.
5. Claim Number/Case I.D./OWCP Number.
6. Claimant Phone Number.
7. Claimant Email Address.
8. Claimant Home Address (street, city, state, zip code).
9. Authorized Representative First and Last Name (if applicable).
10. Authorized Representative Email Address (if applicable).
11. Inquiry/Concern Narrative.
In addition, the system will track information on the status of the
inquiry and its resolution.
RECORD SOURCE CATEGORIES:
The source of the records is the Ombuds Inquiry Form, which is
submitted by individual claimants (current federal employees, past
federal employees, members of the public) or their survivors who are
seeking the assistance of the Ombuds office in connection with benefits
from the OWCP's DFELHWC and DCMWC programs as well as the authorized
representatives of those individuals.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
The Ombuds Office may disclose relevant and necessary information
for purpose of resolving an inquiry or concern, if consent is given by
the claimant or authorized representative to share the information, as
indicated on through the online Ombuds Inquiry Form. In addition to the
disclosures contained in the DOL's Universal Routine Uses of
Records,\1\ a record from this system of records may be disclosed as
follows:
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\1\ See <a href="https://www.dol.gov/general/privacy">https://www.dol.gov/general/privacy</a> under the heading
``System of Records Notices (SORNs).''
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a. To appropriate agencies, entities, and persons when (a) DOL
suspects or has confirmed that there has been a breach of the system of
records; (b) DOL has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, DOL (including
its information systems, programs, and operations), the Federal
Government, or national security; and (c) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with DOL's efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm.
b. To another Federal agency or Federal entity, when DOL determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (a) responding to a suspected
or confirmed breach or (b) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or
[[Page 87424]]
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Files are stored electronically. Users will fill out an online
Inquiry Form, which is saved to a dedicated SharePoint repository where
information is analyzed by the OWCP Ombuds Office staff. It is a one-
way transaction and after submitting the form, the submitter no longer
has access to the information in the form that was submitted. The
SharePoint repository is stored on the DOL Azure Cloud with periodic
backup of the data to protect against system failure or loss. Other
than backups there are no copies of the data stored outside the DOL
Azure Cloud.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by claimant's name, claim number/ID number,
program, and/or date of birth.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The system maintains only PII that is necessary and relevant to
accomplish the purpose for which it is being collected. It will be
destroyed when 5 years old or when no longer needed for reference based
on NARA approved Record Control Schedules DAA-0271-2017-0002-0002.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
DOL uses a role-based access for the system's SharePoint files
where only those expressly granted access by the system administrator
can see the folder where the information is stored. Users can be
granted read only or read/write access and access will be granted only
to authorized personnel from the Ombud's Office. DOL works with
Microsoft to ensure the security of the cloud environment. Controls
include but are not limited to, firewalls, least privilege, role-based
access, and two factor authentication. DOL assigns NIST 800-53 control
requirements to the system.
RECORD ACCESS PROCEDURES:
If an individual wishes to access their own records in the system,
the individual should contact OWCP directly and follow the instructions
for making a Privacy Act Request on the DOL's web page at: <a href="https://www.dol.gov/general/privacy/instructions">https://www.dol.gov/general/privacy/instructions</a>. The DOL also describes its
process for requesting records under the Privacy Act in regulations at
29 CFR 71.2. Individuals who need additional assistance may also reach
out to the DOL's Privacy Office by email at <a href="/cdn-cgi/l/email-protection#2555574c5344465c65414a490b424a53"><span class="__cf_email__" data-cfemail="d5a5a7bca3b4b6ac95b1bab9fbb2baa3">[email protected]</span></a>.
CONTESTING RECORD PROCEDURES:
If an individual wishes to request a correction or amendment of a
record, the individual should direct their request to OWCP directly.
The request must be in writing and must identify:
<bullet> The name of the individual making the request,
<bullet> The particular record in question,
<bullet> The correction or amendment sought,
<bullet> The justification for the change, and
<bullet> Any other pertinent information to help identify the file.
Additional information can be found on the DOL's web page at:
<a href="https://www.dol.gov/general/privacy/instructions">https://www.dol.gov/general/privacy/instructions</a>. The DOL also
describes its process for requesting a correction or amendment at 29
CFR 71.9. Individuals who need additional assistance may also reach out
to the DOL's Privacy Office by email at <a href="/cdn-cgi/l/email-protection#9dedeff4ebfcfee4ddf9f2f1b3faf2eb"><span class="__cf_email__" data-cfemail="5222203b2433312b12363d3e7c353d24">[email protected]</span></a>.
NOTIFICATION PROCEDURES:
If an individual wishes to know if a system contains information
about the individual, the individual should contact OWCP directly and
follow the instructions for making a Privacy Act Request on the DOL's
web page at: <a href="https://www.dol.gov/general/privacy/instructions">https://www.dol.gov/general/privacy/instructions</a>. The DOL
also describes its process for requesting records under the Privacy Act
in regulations at 29 CFR 71.2. Individuals who need additional
assistance may also reach out to the DOL's Privacy Office by email at
<a href="/cdn-cgi/l/email-protection#bbcbc9d2cddad8c2fbdfd4d795dcd4cd"><span class="__cf_email__" data-cfemail="5a2a28332c3b39231a3e3536743d352c">[email protected]</span></a>.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None. This is a new System of Records.
Signed at Washington, DC.
Carolyn Angus-Hornbuckle,
Assistant Secretary for Administration and Management.
[FR Doc. 2024-25410 Filed 10-31-24; 8:45 am]
BILLING CODE 4510-CK-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.