Anthony LaFaziaCEO, Atlantic Training · CEO at Atlantic Training | EdTech & Safety Compliance Leader

Authorized Use of Federal Records: What "Need-to-Know" Really Means

20 Aug 2026 · 1 min

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1:29

In this instructional segment, the speaker clarifies the Federal Acquisition Regulation (FAR) privacy training requirement concerning the authorized and official use of a system of records. The key points are: access is limited to performing assigned contract duties; records may be retrieved only for legitimate work purposes; use and disclosure must follow agency policy, the contract, and the Privacy Act framework. The speaker enumerates prohibited behaviors such as looking up one’s own records out of curiosity, checking records for friends or family, pulling convenience lists not needed for the job, and saving unauthorized local copies. An analogy likens the system of records to a controlled worksite, emphasizing that assignment to a project does not grant unrestricted access—access is confined to one’s specific task, role, and authorization.

Chapters

This is where people often get tripped up. The FAR privacy training requirement specifically calls out the authorized and official use of a system of records. Here's what that means in plain terms. You may only access the system to perform your assigned contract duties. You may only retrieve records for a legitimate work purpose. You may only use or disclose the information as permitted by agency policy, your contract, and the Privacy Act framework. Here's what is not allowed. Looking up your own records just to see what's there. Checking records for a coworker, friend or family member. Pulling lists for convenience that aren't required for your job. Saving local copies so it's easier later if local storage is not authorized. Think of a system of records like a controlled worksite. Being assigned to the project doesn't mean you can go anywhere you want. Access is limited to your task, your role, and your authorization.