SYSTEM NAME AND NUMBER:

Document Management And Retrieval System–FTC (FTC-VII-6). 

SECURITY CLASSIFICATION:

Unclassified. 

SYSTEM LOCATION:

Federal Trade Commission, 600 Pennsylvania Avenue, NW, Washington, DC 20580. For 

other locations where records may be maintained or accessed, see Appendix III (Locations of 

FTC Buildings and Regional Offices), available on the FTC’s website at 

https://www.ftc.gov/about-ftc/foia/foia-reading-rooms/privacy-act-systems and at 80 FR 9460, 

9465 (Feb. 23, 2015). 

SYSTEM MANAGER(S):

Director, Records and Filings Office, Federal Trade Commission, 600 Pennsylvania 

Avenue, NW, Washington, DC 20580, email: SORNs@ftc.gov. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

 Federal Trade Commission Act, 15 U.S.C. 41 et seq. 

PURPOSE(S) OF THE SYSTEM:

 To provide staff with the ability to search for and access copies of agency documents 

needed for legal and economic research activities of the Commission (e.g., internal memoranda, 

economic reports, other agency work product); to provide FTC staff processing Freedom of 

Information Act or other disclosure requests with the ability to search for and access copies of 

potentially responsive documents outlining the actions and considerations of the Commission, 

individual Commissioners, and the staff; to provide the ability, once the automated system is 

fully implemented, to electronically manage the writing, editing, storage, retrieval and disposal 
of such documents (e.g., memoranda, correspondence), and to provide for additional document 

management functions, if any. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 

 Individuals who have written documents contained in Commission files, and other 

individuals whose names or other personally identifying data are used to search and retrieve 

documents from the system.

CATEGORIES OF RECORDS IN THE SYSTEM: 

 Name of author and documents written by that individual; names or other data about 

other individuals by which documents in the system are searched and retrieved; finding aids or 

document indexes. Records in this system may duplicate records included in other FTC systems 

of records. See, e.g., FTC-I-1 (Nonpublic Investigational and Other Nonpublic Legal Program 

Records–FTC), FTC-I-6 (Public Records–FTC). 

RECORD SOURCE CATEGORIES: 

 FTC employees and others who submit documents to the Commission. 

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING 

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

 Records in this system may be disclosed to contractors in connection with document 

processing, storage, disposal and similar records management and retrieval activities. 

For other ways that the Privacy Act permits the FTC to use or disclose system records 

outside the agency, see Appendix I (Authorized Disclosures and Routine Uses Applicable to 

All FTC Privacy Act Systems of Records), available on the FTC’s website at 

https://www.ftc.gov/about-ftc/foia/foia-reading-rooms/privacy-act-systems and at 83 FR 55541, 

55542-55543 (Nov. 6, 2018). 
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: 

 Older records are stored on electronic and non-electronic formats. The system also 

comprises one or more structured databases using commercial software applications to search, 

retrieve, and manage records stored electronically. 

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: 

 Indexed by author of the document, or other data fields or codes. 

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS: 

 Records are retained and destroyed in accordance with schedules and procedures issued 

or approved by the National Archives and Records Administration. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: 

 Access is restricted to agency personnel and contractors whose responsibilities require 

access. Paper or other non-digital records are stored in lockable file cabinets or offices. Access 

to electronic records is controlled by “user ID” and password combination, and/or other 

appropriate electronic access or network controls (e.g., firewalls). FTC buildings are guarded 

and monitored by security personnel, cameras, ID checks, and other physical security measures.

RECORD ACCESS PROCEDURES:

See § 4.13 of the FTC’s Rules of Practice, 16 CFR 4.13. For additional guidance, see also 

Appendix II (How to Make A Privacy Act Request), available on the FTC’s website at 

https://www.ftc.gov/about-ftc/foia/foia-reading-rooms/privacy-act-systems and at 73 FR 33592, 

33634 (June 12, 2008). 

CONTESTING RECORD PROCEDURES:

See § 4.13 of the FTC’s Rules of Practice, 16 CFR 4.13. For additional guidance, see also 

Appendix II (How to Make A Privacy Act Request), available on the FTC’s website at 
https:/www.ftc.gov/about-ftc/foia/foia-reading-rooms/privacy-act-systems at 73 FR 33592, 

33634 (June 12, 2008). 

NOTIFICATION PROCEDURES:

See § 4.13 of the FTC’s Rules of Practice, 16 CFR 4.13. For additional guidance, see also 

Appendix II (How to Make A Privacy Act Request), available on the FTC’s website at 

https:/www.ftc.gov/about-ftc/foia/foia-reading-rooms/privacy-act-systems at 73 FR 33592, 

33634 (June 12, 2008). 

EXEMPTIONS PROMULGATED FOR THE SYSTEM:

 Records contained in this system that have been placed on the FTC public record are 

available upon request or, where applicable, made available online. See FTC-I-6 (Public 

Records–FTC). However, pursuant to 5 U.S.C. 552a(k)(2), records in this system, which reflect 

records that are contained in other systems of records that are designated as exempt, are exempt 

from the requirements of subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f) of 5 U.S.C. 

552a. See § 4.13(m) of the FTC Rules of Practice, 16 CFR 4.13(m). 

HISTORY:

87 FR 964-974 (January 7, 2022) 

73 FR 33591-33634 (June 12, 2008).