SYSTEM NAME AND NUMBER:

Employee Health Care Records—FTC (FTC-II-10).

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, Human Capital Management Office, Federal Trade Commission, 600

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

Director, DCP/HRS/PSC, Room 4A-15, Parklawn Building, 5600 Fishers Lane, 

Rockville, Maryland 20857-0001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. chapters 11, 63, 81, 83, and 84; 42 U.S.C. 216.

PURPOSE(S) OF THE SYSTEM:

To maintain records concerning medical treatment administered to employees while on

the job; to maintain continuity of care and evaluation; to furnish documentary evidence of the 

course of the patient’s medical evaluation and treatment; to document communications between 

the responsible practitioner and any other health professionals contributing to the individual’s 
health care and treatment; to verify the individual’s eligibility for certain services; for quality 

assurance (e.g., to help monitor and evaluate a contractor’s performance in delivering services).

See OPM/GOVT-10 for a description of the purposes for which the agency may compile 

and maintain other employee medical records, if any, that are described in and covered by that 

OPM system notice.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and former FTC employees or others who receive services through on-site health 

units at FTC facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:

Names, medical reports, opinions, evaluations, diagnoses and treatment information; and 

other records of the type described in the Privacy Act system of records notice published by the 

Health and Human Services’ Program Support Center (HHS/PSC) for System No. 09-40-0005 

(Public Health Service (PHS) Beneficiary-Contract Medical/Health Care Records), or any 

successor system notice for that system. The FTC currently has an interagency contract with 

HHS/PSC, which, in turn, uses private contractors to provide nursing, vaccination, and other 

miscellaneous on-site health care services to FTC employees.

This system (FTC-II-10) excludes other medical records, if any, that may be compiled or 

maintained by the FTC or a contractor on the FTC’s behalf about FTC employees resulting from: 

(1) a request for reasonable accommodation under Sections 501 and 505 of the Rehabilitation

Act of 1973, as amended (Pub. L. 93-112); (2) a condition of the individual’s employment (e.g., 

fitness-for-duty examination, drug testing); or (3) an on-the-job occurrence (e.g., medical injury 

report). Those records, if any, are described in and covered by the Office of Personnel 
Management (OPM) Privacy Act system of records notice for such records, OPM/GOVT-10 

(Employee Medical File System Records), or any successor system notice for that system.

RECORD SOURCE CATEGORIES:

Individual about whom the records are maintained, treating nurses or other medical staff, 

witness statements, supervisors/managers and other agency officials, and others.

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) Used to disclose information to the Department of Labor, Department of Veterans 

Affairs, Social Security Administration, Federal Retirement Thrift Investment Board, or a 

national, state, or local Social Security-type agency, when necessary to adjudicate a claim (filed 

by or on behalf of the individual) under a retirement, insurance, or health benefit program;

(2) Used to disclose information to a Federal, state, or local agency to the extent 

necessary to comply with laws governing reporting of communicable diseases;

(3) Used to disclose information to the Merit Systems Protection Board, the Office of 

Special Counsel, the Federal Labor Relations Authority and its General Counsel, the Equal 

Employment Opportunity Commission, arbitrators, and hearing examiners to the extent 

necessary to carry out their authorized duties;

(4) Used to disclose information to health insurance carriers contracting with the Office 

of Personnel Management to provide a health benefits plan under the Federal Employees Health 

Benefits Program information necessary to verify eligibility for payment of a claim for health 

benefits, and to disclose information to the Office of Federal Employees Group Life Insurance or 

Federal Retirement Thrift Investment Board that is relevant and necessary to adjudicate claims;
(5) Used to disclose information, when an individual to whom a record pertains is 

mentally incompetent or under other legal disability, to any person who is responsible for the 

care of the individual, to the extent necessary, and to disclose to the agency-appointed 

representative of an employee all notices, determinations, decisions, or other written 

communications issued to the employee, in connection with an examination ordered by the 

agency under agency-filed disability retirement procedures;

(6) Used to disclose to a requesting agency, organization, or individual the home address 

and other information concerning those individuals who it is reasonably believed might have 

contracted an illness or been exposed to or suffered from a health hazard while employed in the 

Federal work force; and

(7) May be disclosed, to the extent they reflect information regarding the commission of 

crimes or the reporting of occurrences of communicable diseases, tumors, child abuse, births, 

deaths, alcohol or drug abuse, etc., as required by health providers and facilities by State law or 

regulation of the department of health or other agency of the State or its subdivision in which the 

facility is located. Disclosures will be made to organizations as specified by the State law or 

regulation, such as births and deaths to the vital statistics agency and crimes to law enforcement 

agencies.

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 73 FR 33592, 

36333-36334 (June 12, 2008).
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: 

Stored in file folders. Some information may be stored temporarily in electronic format

(e.g., e-mails, electronic files).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: 

Indexed by individual’s name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records are retained according to schedules and procedures issued or approved by the

National Archives and Records Administration.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

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.

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 and 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 and at 73 FR 33592, 

33634 (June 12, 2008).

EXEMPTIONS PROMULGATED FOR THE SYSTEM:

None.

HISTORY: 

80 FR 9460-9465 (February 23, 2015)

74 FR 17863-17866 (April 17, 2009)

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