[Federal Register: April 7, 1999 (Volume 64, Number 66)]
[Notices]               
[Page 16991-16992]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr07ap99-98]

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DEPARTMENT OF THE INTERIOR

Office of the Secretary

 
Privacy Act of 1974; as Amended; Revisions to the Existing System 
of Records

AGENCY: Office of the Secretary, Department of the Interior.

ACTION: Proposed revisions to an existing system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Office of the Secretary is issuing public notice of 
its intent to modify and existing Privacy Act system of records notice, 
DOI-60, ``Safety Management Information System.'' The revisions will 
update the address of the system location and the system manager.

EFFECTIVE DATE: These actions will be effective April 7, 1999.

FOR FURTHER INFORMATION CONTACT:  Chief System Administrator, Safety 
Management Information system, Office of Managing Risk and Public 
Safety, U.S. Department of the Interior, 755 Parfet Street, Suite 354, 
Lakewood, Colorado 80215.

SUPPLEMENTARY INFORMATION: The Office of the Secretary is amending DOI-
60, ``Safety Management Information System'' to update the address of 
the system location and system manager. Accordingly, the Department of 
the Interior proposes to amend the system notice for ``Safety 
Management

[[Page 16992]]

Information System,'' DOI-60 in its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary, Privacy Act Officer, National Business Center.
INTERIOR/DOI-60

SYSTEM NAME:
    Safety Management Information System--Interior, DOI-60.

SYSTEM LOCATION:
    U.S. Department of the Interior, Office of Managing Risk and Public 
Safety, 755 Parfet Street, Suite 364, Lakewood, Colorado 80215.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the Department of the Interior, contractors, 
concessionaires, and public visitors to Interior facilities who have 
been involved in an accident resulting in personal injury and/or 
property damage.

CATEGORIES OF RECORDS IN THE SYSTEM:
    For individuals covered by the system: Name of individual; Social 
Security number, birth date, sex, home address, occupation, and salary 
(for employees of the Department only); date and location of the 
accident; data elements about the accident for analytical purposes; and 
a descriptive narrative concerning what caused the accident.

Authority for maintenance of the system:
    (1) 5 U.S.C. 7901, (2) U.S.C. 2671-1680, (3) 31 U.S.C. 240-243, (4) 
29 CFR Part 1960, (5) Executive Order 12196.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    The primary purposes of the system are:
    (1) To provide summary data of injury, illness and property loss 
information to the bureaus in a number of formats for analytical 
purposes in order for them to improve accident prevention policies, 
procedures, regulations, standards, and operations.
    (2) To provide listings of individual cases to bureaus to insure 
that accidents occurring are reported through the Safety Management 
Information System.
    (3) To adjudicate tort and employee claims.
    Disclosures outside the Department of the Interior may be made:
    (1) To a Federal, State or local government agency that has partial 
or complete jurisdiction over the claim or related claims.
    (2) To provide the Department of Labor with quarterly summary 
listings of fatalities and disabling injuries and illnesses in 
compliance with 28 CFR 1960.6.
    (3) To the U.S. Department of Justice or in a proceeding before a 
court or adjudicative body when (a) the United States, the Department 
of the Interior, a component of the Department, or, when represented by 
the government, an employee of the Department is a party to litigation 
or anticipated litigation or has an interest in such litigation, and 
(b) the Department of the Interior determines that the disclosure is 
relevant or necessary to the litigation and is compatible with the 
purpose for which the records were compiled.
    (4) To appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation of, or for 
enforcing or implementing, a statue, rule, regulation, order or 
license, when the disclosing agency becomes aware of information 
indicating a violation or potential violation of a statute, regulation, 
rule, order or license.
    (5) To a congressional office in connection with an inquiry an 
individual covered by the system has made to the congressional office.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Official records are maintained and stored in electronic form on a 
host computer housed in the system location office. They are created 
and updated on the individual workstations of any/all employees and 
supervisors, Departmentwide, that can communicate, electronically, with 
the host computer.

Retrievability:
    Records are retrieved both by personal identifiers of covered 
individuals and by data elements associated with the accidents via 
automated lookup tables.

Safeguards:
    (1) Access to the records is limited to Departmental employees who 
have an official need to use the records in the performance of their 
duties. Access to the records is controlled by (a) required user 
identification codes and passwords, and by (b) unique identifying 
personnel characteristics of users.
    (2) Personal information is electronically tagged upon input into 
the system by employees or supervisors. It is not displayed or printed 
from the workstations of individuals not authorized to have access to 
it. It is protected from unauthorized access, during transmission, by 
electronic transmission encryption.
    (3) Records are stored in a controlled area, secured from 
unauthorized access by an electronic firewall, and maintained with 
safeguards meeting the requirements of ``the Computer Security 
Guidelines for Implementing the Privacy Act of 1974'' (43 CFR 2.51).

Retention and disposal:
    Records are retained in accordance with National Archives and 
Records Administration's General Record Schedules #10 (Item 50), #18 
(Item 11), and #20.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief System Administrator, Safety Management Information System, 
Office of Managing Risk and Public Safety, U.S. Department of the 
Interior, 755 Parfet Street, Suite 354, Lakewood, Colorado 80215.

NOTIFICATION PROCEDURE:
    A request for notification of the existence of records shall be 
addressed to the System Manager. The request must be in writing, signed 
by the requester, and comply with the content requirements of 43 CFR 
2.60.

RECORD ACCESS PROCEDURES:
    A request for access to records shall be addressed to the System 
Manager. The request must be in writing signed by the requester, and 
comply with the content requirements of 43 CFR 2.63.

CONTESTING RECORD PROCEDURES:
    A request for amendment of a record shall be addressed to the 
System Manager. The request must be in writing, signed by the 
requester, and comply with the content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Employees involved in accidents, supervisors of employees involved 
in accidents, supervisors of operations where public visitors are 
involved in accidents, officials responsible for oversight of 
contractors and concessionaires, safety professionals and other 
management officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-8559 Filed 4-6-99; 8:45 am]
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