SYSTEM NAME AND NUMBER:

Automated Acquisitions System–FTC (FTC-III-4). 

SECURITY CLASSIFICATION:

Unclassified.

SYSTEM LOCATION:

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

This system of records is principally operated and maintained off-site for the FTC under 

interagency agreement with the Department of the Treasury’s Administrative Resource Center

(ARC), which is part of the Bureau of Fiscal Services.

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):

Chief, Acquisitions Branch, Financial Management Office, Federal Trade Commission,

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

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 3512; 41 U.S.C. 401 et seq.; Federal Acquisition Regulation, 48 CFR.

PURPOSE(S) OF THE SYSTEM:

To manage the work and fulfillment process for the procurement (acquisition) of goods

and services by the FTC, and provide short-term electronic storage of FTC procurement records;

to help prepare agency financial reports.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current or former agency vendors, if any, who are “individuals” within the meaning of

the Privacy Act; FTC staff who have requisitioned goods or services; FTC authorizing officials;

FTC staff who are on the routing list for the requisition.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name of vendor; business address, business telephone, tax identification number (i.e.,

employer identification number or Social Security number), and bank routing and account

number(s); supporting documents and related correspondence from active contracts and also

from pending contracts prior to formal acceptance; name, phone or other administrative point-ofcontact information for FTC staff involved in the requisition. Records in this system are subject 

to the Privacy Act only to the extent, if any, they are about an individual within the meaning of 

the Act, and not if they are about a business or other non-individual.

The FTC system is also covered by the system notice published by the government-wide 

GSA/GOVT–10 (Federal Acquisition Regulation (FAR) Data Collection System), or any 

successor system notice published for this system.

RECORD SOURCE CATEGORIES:

Vendors, FTC staff who requisition goods or services.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

Records in this system pertaining to FTC acquisition activities may be transmitted or

disclosed to the General Service Administration’s Federal Procurement Data System, a central

repository for statistical information on Government contracting, for purposes of providing

public access to Government-wide data about agency contract actions.
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 55542-

55543 (Nov. 6, 2018).

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

Data entered and stored in a structured electronic database using a commercial software

application. Paper may be used for inputs and paper printouts generated by the database. Records 

are stored either on site or at an off-site managed information storage facility.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: 

Indexed by requisition number, contract number, vendor name and number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records are retained and destroyed in accordance with General Records Schedule (GRS) 

1.1. Inputs, outputs, and ad hoc reports are covered by GRS 5.2, item 020, and can be destroyed 

upon verification of successful creation of the final document or file, or when no longer needed 

for business use, whichever is later.

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 network access or

security controls (e.g., firewalls). FTC buildings are guarded and monitored by security

personnel, cameras, ID checks, and other physical security measures. This system is also subject 

to periodic internal reviews and annual audits by the FTC Office of the Inspector General.
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: 

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