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Privacy Act System of Records: Acquisition Training System, EPA-31

[excerpted from: Federal Register: February 22, 2002 (Volume 67, Number 36)]

System Name: Acquisition Training System.

System Location: Office of Acquisition Management, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Categories of Individuals in System: EPA employees performing contract management who are subject to the Agency certification program and who are certified, as set forth in Chapter 7 of the EPA Contracts Management Manual.

Categories of Records in System: Training records for the EPA contract manager certification program, including an individual's training history, name, title, organization, mail code, business address, work phone number, employee number, previously contract management courses, course completion dates, and interim certification status.

Authority for Maintenance of the System (includes any revisions or amendments): Office of Federal Procurement Policy Act of 1974, 41 U.S.C. 414.

Purpose(s): To assure a proficient contract management workforce by identifying EPA employees who are eligible to be or have been certified as Contract Managers.

Routine Uses of Records Maintained in the System, Including Categories of Users, and the Purposes of Such Uses: General routine uses A, D, E, F, G, H, and K apply to this system.

Policies and Practices For Storing, Retrieving, Accessing, Retaining and Disposing of Records in the System:

  • Storage: Computer database and hardcopy files.

  • Retrievability: From the computer database by an employee's name or office mail code; from hardcopy files by an employee's name and date of training.

  • Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

  • Retention and Disposal: Records may be deleted from the Acquisition Training System upon the employee's separation from the Agency.

System Manager(s) and Address: Manager, Acquisition, Training, and Oversight Service Center, Office of Acquisition Management, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Notification Procedure: Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager.

Access Procedure: Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances.

Contesting Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out in 40 CFR Part 16.

Record Source Categories: Record subjects and EPA acquisition management officials.

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