FTC-I-8

SYSTEM NAME:

Stenographic Reporting Services Request System–FTC. 

SECURITY CLASSIFICATION:

Not applicable. 

SYSTEM LOCATION:

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

See Appendix III for other locations where records may be maintained or accessed.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

FTC staff who have requested stenographic reporting services for depositions, testimony 

or other transcriptions in FTC proceedings; other FTC staff or contractors involved in processing 

the request or providing such services; witnesses or other individuals who are deposed or provide 

testimony at hearings or proceedings in which stenographic reporting services are used. 

(Businesses, sole proprietorships, or corporations are not covered by this system.)

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, phone number, mail drop, and FTC organization of the individual requesting 

stenographic reporting services and other information about the service request, including but not 

limited to: request number, request status, request submitted date, funding organization name and 

number, matter name, number and organization, activity code name and number, lead attorney 

name and number, contract and delivery order number and name, deponent name, witness 

language, due dates, service date and time, duration time of service, name and number of 

individuals eligible to purchase the transcripts, name and address of location where deposition 

will be taken including home addresses when applicable, type of recording device that contains 

the material to be transcribed, type of formatting required for draft and final copies; recording 

details such as number of recordings, total minutes, digital file size, total number of 

tapes/CDs/DVDs; original language of media, specific types of audio and video and the name, 

address and phone number of anybody other than the requester that is receiving a copy of the 

transcript.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

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

PURPOSE(S):

To track and fulfill FTC staff requests for stenographic services from the agency’s 

stenographic reporting service contractors; to schedule services with such contractors; to provide 

information necessary for the contractor to render such services; and for other internal 

administrative purposes, including to ensure that stenographic services are being properly 

allocated and authorized, to provide statistical data on service usage for agency managerial and 
budget purposes, and as source for transcript dates and times for incorporation as appropriate into 

FTC-I-5 (Matter Management System–FTC) and FTC-VII-6 (Document Management and 

Retrieval System–FTC).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING 

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

Records in this system may be:

(1) Disclosed to and used by FTC contractors for purposes of scheduling and providing

FTC staff with stenographic reporting services for depositions and hearings; and

(2) Made part of public record proceedings, to the extent appropriate and necessary to 

identify the individual being deposed or providing testimony in a hearing, when the hearing is a 

matter of public record. See FTC-I-6, Public Records–FTC.

See also Appendix I for other ways that the Privacy Act permits the FTC to use or 

disclose system records outside the agency.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None, except as authorized under 5 U.S.C. 552a(b)(12) when trying to collect a claim of 

the Government. See Appendix I. For public portions of this system, see the system notice for 

FTC-I-6.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 

AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Service requests are submitted in paper and electronic format, and data are entered and 

maintained electronically in a structured database on an internal agency server, and as needed on 

CD-ROM and/or external hard drives.

RETRIEVABILITY:

Data in the system may be retrieved electronically by the name of the individual being 

deposed or providing testimony, the individual requesting stenographic services, the managing 

attorney, the fund manager name, the request number, the matter number, the delivery order 

number, the contract number, or by other data entered into and searchable in the system.

SAFEGUARDS:

For records other than those made public, access is restricted to agency personnel or 

contractors whose responsibilities require access. Paper records are maintained in lockable
rooms or file cabinets. 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.

RETENTION AND DISPOSAL:

Records are retained and disposed of in accordance with Schedule 2 of FTC Records 

Retention Schedule N1-122-09-1, which was approved by the National Archives and Records 

Administration. The FTC will destroy home address information for deponents when no longer 

needed as non-record material.

SYSTEM MANAGER(S) AND ADDRESS:

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

Avenue, NW., Washington, DC 20580.

NOTIFICATION PROCEDURE; RECORD ACCESS PROCEDURES; AND CONTESTING 

RECORD PROCEDURES:

See Appendix II.

RECORD SOURCE CATEGORIES:

matter.

Individual on whom the record is maintained and Commission staff associated with the

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Copies of records contained in this system that have been placed on the FTC public 

record are available upon request or from the FTC’s Web site, where applicable. 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).