SYSTEM NAME AND NUMBER:

Employment Application-Related Records–FTC (FTC-II-4).

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):

Chief Human Capital Officer, Human Capital Management Office, Federal Trade 

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

See OPM/GOVT-5 for information about the system manager and address for OPM’s 

system of records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Trade Commission Act, 15 U.S.C. 41 et seq.; 5 U.S.C. ch. 33, subch. I; 5 U.S.C.

4103; Executive Order 9397.

PURPOSE(S) OF THE SYSTEM:

To consider individuals who have applied for FTC employment by evaluating and 

making determinations of their qualifications or ineligibility; to rate and rank applicants for 

purposes of selecting candidates for employment. As noted in OPM/GOVT-5, records are also 

maintained and used to help identify training needs and for referral or research purposes.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who have applied for employment at the FTC.

CATEGORIES OF RECORDS IN THE SYSTEM:

Applications for employment, correspondence, and other records submitted, generated, or 

otherwise compiled and maintained by the FTC as part of the recruitment, examination, or 

placement of individuals seeking FTC employment. Records covered by this system are fully 

described in the Government-wide system of records notice published by the Office of Personnel 

Management (OPM) for this system of records, OPM/GOVT-5 (Recruiting, Examining, and 

Placement Records).

RECORD SOURCE CATEGORIES:

Applicants; OPM; applicants’ personal references; FTC contractor’s Web site.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

See OPM/GOVT-5 for a list of routine uses authorized by OPM for records in this 

system. Those uses include, for example:

(1) To disclose pertinent information to the appropriate Federal, State, or local agency 

responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, 

or order, when the disclosing agency becomes aware of an indication of a violation or potential 

violation of civil or criminal law or regulation.

(2) To disclose information to any source from which additional information is requested 

(to the extent necessary to identify the individual, inform the source of the purposes of the 

request, and to identify the type of information requested), when necessary to obtain information 

relevant to an agency decision concerning hiring or retaining an employee, issuing a security 
clearance, conducting a security or suitability investigation of an individual, classifying 

positions, letting a contract, or issuing a license, grant or other benefit.

(3) To disclose information to a Federal agency, in response to its request, in connection 

with hiring or retaining an employee, issuing a security clearance, conducting a security or 

suitability investigation of an individual, classifying positions, letting a contract, or issuing a 

license, grant, or other benefit by the requesting agency, to the extent that the information is 

relevant and necessary to the requesting agency’s decision in the matter.

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: 

Electronic, paper, or other non-electronic records. The FTC (through an FTC contractor 

and in conjunction with OPM) uses Web sites to collect personal data from applicants for 

electronic management, processing, and storage. These data can also be downloaded and printed 

out.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: 

By name only.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records in this system are retained for varying lengths of time pursuant to the National 

Archives and Records Administration’s General Records Schedule 2.1. Job vacancy records in 

this system are retained for two years after selection certificate is closed or final settlement of 
any associated litigation, whichever is later, and job applications in this system are retained for 

one year after date of submission. Interview records related to filling job vacancies are retained 

two years after case is closed by hire or non-selection, expiration of right to appeal a nonselection, or final settlement of any associated litigation, whichever is later.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Access is restricted to FTC personnel and contractors whose job duties require such 

access. Paper records are maintained in lockable cabinets or offices. Burn bags or shredding is 

used to destroy printouts, correspondence, or other records containing sensitive data. Access to 

electronic records is protected by “user ID” and password combination and/or other 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:

See OPM/GOVT-5 and 5 CFR 297.501. Investigatory materials, if any, relating to 

eligibility determinations, where disclosure may reveal confidential sources, in this system are 

exempted under 5 U.S.C. 552a(k)(5).

HISTORY: 

80 FR 9460-9465 (February 23, 2015)

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