Notices Available
- Government-Wide System of Records
- DOT General Routine Uses
- DOT-ALL
- Federal Aviation Administration
- Federal Highway Administration
- Federal Motor Carrier Safety Administration
- Federal Railroad Administration
- Federal Transit Administration
- Maritime Administration
- National Highway Traffic Safety Administration
- Office of Inspector General
- Office of the Secretary
- Pipeline & Hazardous Materials Safety Administration
- Saint Lawrence Seaway Development Corporation
- Retired Notices
- Notice of Systems of Records
Government-Wide System of Records
Some Federal agencies have responsibility for one or more systems of records which are applicable Government-wide. This negates the need for DOT to publish a system notice if it maintains a record under a Government-wide system of records notice.
DOT General Routine Uses
- Notice of Establishment of Two New General Routine Uses and Republication of All General Routine Uses - 75 FR 82132 - December 29, 2010
- Notice to establish three new Privacy Act general routine uses - 77 FR 42796 - July 20, 2012
DOT-ALL
- DOT/ALL 1 - DOT Grievance Records Files - 65 FR 19478 - April 11, 2000
- DOT/ALL 5 - Employee Counseling Services Program Records - 65 FR 19479 - April 11, 2000
- DOT/ALL 6 - Workers' Compensation Information System- 65 FR 19480 - April 11, 2000
- DOT/ALL 7 - Departmental Accounting and Financial Information System (DAFIS) and Delphi Accounting System - 65 FR 19481 - April 11, 2000
- DOT/ALL 8 - Parking and Transit Benefit System - 80 FR 64493 – October 23, 2015
- Previous Iteration of DOT/ALL 8 - 65 FR 19482 - April 11, 2000
- DOT/ALL 9 - Identification Media Record Systems - 67 FR 62511 - October 7, 2002
- DOT/ALL 10 - Debt Collection File - 65 FR 19483 - April 11, 2000
- DOT/ALL 11 - Integrated Personnel and Payroll System IPPS - 65 FR 19485 - April 11, 2000
- DOT/ALL 12 - DOT Mentoring Program Records System - 65 FR 19486 - April 11, 2000
- DOT/ALL 13 - Internet/Intranet Activity and Access Records - 67 FR 30757 - May 7, 2002
- DOT/ALL 14 - Federal Docket Management System (FDMS) - 73 FR 3316 - January 17, 2008
- DOT/ALL 16 - Mailing Management System - 71 FR 35319 - June 19, 2006
- DOT/ALL 17 - Freedom of Information Act and Privacy Act Case Files - 71 FR 35320 - June 19, 2006
- DOT/ALL 18 - International Freight Data System (IFDS) - Retired
- DOT/ALL 19 - Federal Personnel and Payroll System (FPPS) - 73 FR 66285 - November 7, 2008
- DOT/ALL 20 - On-line Accommodation Tracking System (OATS) - 74 FR 46637 - September 10, 2009
- DOT/ALL 21 - Close Call Confidentiality Reporting System (C3RS) - 75 FR 20420 - April 19, 2010
- DOT/ALL 22 - Emergency Contact Records (ECR) -- Not Covered by Notices of Other Agencies - 75 FR 68852 - November 9, 2010
- DOT/ALL 23 - Information Sharing Environment (ISE) Suspicious Activity Reporting (SAR) Initiative System of Records - 76 FR 58857 - September 22, 2011
- Final Rule: Maintenance of and Access to Records Pertaining to Individuals - 76 FR 79114 - December 21, 2011
- DOT/ALL 24 - Departmental Office of Civil Rights System - 76 FR 71108 - November 16, 2011
- Privacy Act Exemption Rule for DOT/All 24 - 77 FR 19943 - April 3, 2012
- DOT/ALL 25 - Department of Transportation Biographies System of Records - 78 FR 26845 - May 8, 2013
Federal Aviation Administration
- DOT/FAA 801 – Aircraft Registration Records - December 15, 2015 – 80 FR 77697
- Previous Iteration of DOT/FAA 801 - 65 FR 19518 - April 11, 2000
- DOT/FAA 807 - Traffic Control at the Mike Monroney Aeronautical Center - 65 FR 19519 - April 11, 2000
- DOT/FAA 811 - Employee Health Record System - 65 FR 19519 - April 11, 2000
- DOT/FAA 813 - Civil Aviation Security System - 65 FR 19519 - April 11, 2000
- DOT/FAA 815 - Investigative Record System - 65 FR 19520 - April 11, 2000
- DOT/FAA 816 - Tort Claims and Personal Property Claims Record System - 65 FR 19521 - April 11, 2000
- DOT/FAA 821 - Litigation Information Management Systems - 65 FR 19522 - April 11, 2000
- DOT/FAA 822 - Aviation Medical Examiner System - 65 FR 19522 - April 11, 2000
- DOT/FAA 825 - Petitions for Rulemaking - Public Dockets - 65 FR 19523 - April 11, 2000
- DOT/FAA 826 - Petitions for Exemption, Other than Medical Exemption - Public Dockets - 65 FR 19523 - April 11, 2000
- DOT/FAA 827 - Environmental Litigation Files - 65 FR 19524 - April 11, 2000
- DOT/FAA 828 - Physiological Training System - 65 FR 19524 - April 11, 2000
- DOT/FAA 830 - Representatives of the Administrator - 65 FR 19525 - April 11, 2000
- DOT/FAA 833 - Quarters Management Information System - 65 FR 19525 - April 11, 2000
- DOT/FAA 845 - Administrators Correspondence Control and Hotline Information System, ACCIS, Administrator’s Hotline Information System, AHIS, and Consumer Hotline Information System, CHIS - 65 FR 19526 - April 11, 2000
- DOT/FAA 847 - Aviation Records on Individuals - 75 FR 68849 - November 9, 2010
- DOT/FAA 851 - Administration and Compliance Tracking in an Integrated Office Network - 65 FR 19529 - April 11, 2000
- DOT/FAA 852 - Suspected Unapproved Parts (SUP) Program - 65 FR 83124 - December 29, 2000
- Privacy Act Exemptions Final Rule – 66 FR 20406 – April 23, 2001
- DOT/FAA 853 - Cost Accounting System Employee Labor Data - 67 FR 30756 - December 29, 2000
- DOT/FAA 854 – Requests for Waivers and Authorizations Under 14 CFR Part 107 – 81 FR 50789 – August 2, 2016
Federal Highway Administration
- DOT/FHWA 219 - User Profile and Access Control System (UPACS) - 71 FR 26167 - May 3, 2006
- DOT/FHWA 220 - Dwight David Eisenhower Transportation Fellowship Program (DDETFP) - 73 FR 48007 - August 15, 2008
- DOT/FHWA 221 - National Highway Institute Web site (NHIW) and Course Management and Tracking System (CMTS) - 74 FR 30201 - June 24, 2009
- DOT/FHWA 078 - Correspondence Tracking System - 71 FR 68883 - November 28, 2006
Federal Motor Carrier Safety Administration
- DOT/FMCSA 001 - Motor Carrier Management Information System (MCMIS) - 78 FR 59082 - September 25, 2013
- Privacy Act Exemptions Final Rule – 66 FR 20406 – April 23, 2001
- DOT/FMCSA 002 - Motor Carrier Safety Proposed Civil and Criminal Enforcement Cases - 65 FR 83124 - December 29, 2000
- DOT/FMCSA 003 - Driver Waiver/Exemption File - 65 FR 83124 - December 15, 2009
- DOT/FMCSA 004 - National Consumer Complaint Database (NCCDB) - 75 FR 27051 - May 13, 2010
- Previous Iteration of DOT/FMCSA 004 – 69 FR 63190 – October 29, 2004
- DOT/FMCSA 005 - Electronic Document Management System (EDMS) - 71 FR 35727 - June 21, 2006
- DOT/FMCSA 006 - SAFETYNET - 71 FR 68884 - November 28, 2006
- DOT/FMCSA 007 - Pre-Employment Screening Program (PSP) - 75 FR 10554 - March 8, 2010
- DOT/FMCSA 008 - Medical Exemption Program - 76 FR 9849 - February 22, 2011
- DOT/FMCSA 009 - National Registry of Certified Medical Examiners (National Registry) - 77 FR 24247 - April 23, 2012
Federal Railroad Administration
- DOT/FRA 106 - Occupational Safety and Health Reporting System - 65 FR 19531 - April 11, 2000
- DOT/FRA 130 - Enforcement Case System - 65 FR 19532 - April 11, 2000
- DOT/FRA 132 - Controlled Correspondence Manager (CCM) - 71 FR 35728 - June 21, 2006
Federal Transit Administration
- DOT/FTA 802 The Operational Assets and Information Security (OASIS) System - 73 FR 32072 - June 5, 2008
Maritime Administration
- DOT/MARAD 001 - Attendance, Leave and Payroll Records of Employees and Certain Other Persons - 65 FR 19533 - April 11, 2000
- DOT/MARAD 002 - Accounts Receivable - 65 FR 19533 - April 11, 2000
- DOT/MARAD 003 - Freedom of Information and Privacy Request Records - 65 FR 19534 - April 11, 2000
- DOT/MARAD 004 - Visitor Logs and Permits for Facilities Under Department Control - 65 FR 19534 - April 11, 2000
- DOT/MARAD 005 - Travel Records (Domestic and Foreign) of Employees and Certain Other Persons - 65 FR 19535 - April 11, 2000
- DOT/MARAD 006 - Executive Correspondence Files - 65 FR 19535 - April 11, 2000
- DOT/MARAD 007 - Litigation, Claims, and Administrative Proceeding Records - 65 FR 19536 - April 11, 2000
- DOT/MARAD 008 - Property Accountability Files - 65 FR 19536 - April 11, 2000
- DOT/MARAD 009 - Records of Cash Receipts - 65 FR 19537 - April 11, 2000
- DOT/MARAD 010 - Employees Personnel Files Not Covered by Notices of Other Agencies - 65 FR 19537 - April 11, 2000
- DOT/MARAD 012 - Applications to United States Merchant Marine Academy, USMMA - 65 FR 19538 - April 11, 2000
- DOT/MARAD 013 - Cadet Files, State Maritime Academies - 65 FR 19539 - April 11, 2000
- DOT/MARAD 014 - Citizenship Statements and Affidavits - 65 FR 19539 - April 11, 2000
- DOT/MARAD 015 - General Agent's Protection and Indemnity and Second Seaman's Insurance; WSA and NSA - 65 FR 19540 - April 11, 2000
- DOT/MARAD 016 - Marine Training School Registrants - 65 FR 19540 - April 11, 2000
- DOT/MARAD 017 - Waivers of Liability to Board Reserve Fleet Vessels and Other Craft Located at United States Merchant Marine Academy - 65 FR 19541 - April 11, 2000
- DOT/MARAD 018 - National Defense Executive Reserve - 65 FR 19541 - April 11, 2000
- DOT/MARAD 020 - Seamen's Awards for Service, Valor, etc. - 65 FR 19542 - April 11, 2000
- DOT/MARAD 021 - Seaman's Employment Analysis Records - 65 FR 19542 - April 11, 2000
- DOT/MARAD 022 - Seaman's Unclaimed Wages (Vietnam Conflict) - 65 FR 19543
- DOT/MARAD 024 - USMMA Non-Appropriated Fund Employees - 65 FR 19543 - April 11, 2000
- DOT/MARAD 025 - USMMA Graduates - 65 FR 19544 - April 11, 2000
- DOT/MARAD 026 - USMMA Midshipmen Deposit Account Records - 65 FR 19544 - April 11, 2000
- DOT/MARAD 027 - USMMA Midshipman Grade Transcripts - 65 FR 19545 - April 11, 2000
- DOT/MARAD 028 - USMMA Midshipman Medical Files - 65 FR 19545 - April 11, 2000
- DOT/MARAD 029 - USMMA Midshipman Personnel Records - 65 FR 19545 - April 11, 2000
- DOT/MARAD 030 - Commitment Agreements - 65 FR 19546 - April 11, 2000
- DOT/MARAD 031 - Mariner Outreach System (MOS) - 74 FR 47851 - September 17, 2009
- DOT/MARAD 032 - Maritime Service Compliance System (MSCS) - 74 FR 47852 - September 17, 2009
- DOT/MARAD 033 - Payroll Labor Distribution System (PLDS) - 74 FR 47853 - September 17, 2009
- DOT/MARAD 034 - Personnel Management Information System (PMIS) - 74 FR 47854 - September 17, 2009
National Highway Traffic Safety Administration
- DOT/NHTSA 401 - Docket System - 65 FR 19546 - April 11, 2000
- DOT/NHTSA 402 - Highway Safety Literature Personal Author File - 65 FR 19547 - April 11, 2000
- DOT/NHTSA 411 - General Public Correspondence System - 65 FR 19547 - April 11, 2000
- DOT/NHTSA 413 - Odometer Fraud Data Files System - 65 FR 19548 - April 11, 2000
- DOT/NHTSA 415 - Artemis System/Vehicle Owner Compliant Information - 65 FR 53971 - September 3, 2004
- Previous iteration of DOT/NHTSA 415 - 65 FR 19548 - April 11, 2000
- DOT/NHTSA 417 - National Driver Register, NDR - 65 FR 19548 - April 11, 2000
- DOT/NHTSA 422 - Temporary Exemption Petitions - 65 FR 19549 - April 11, 2000
- DOT/NHTSA 431 - Civil Penalty Enforcement Files - 65 FR 19550 - April 11, 2000
- DOT/NHTSA 436 - Contract Grievance Records - 65 FR 19550 - April 11, 2000
- DOT/NHTSA 463 - Motor Vehicle and Motor Vehicle Equipment Import - 65 FR 19550 - April 11, 2000
- DOT/NHTSA 464 - CARS Database System - 74 FR 46655 - September 10, 2009
Office of Inspector General
- DOT/OST 100 - Investigative Record System - 77 FR 42797 - July 20, 2012
- Previous iteration of DOT/OST 100 - 65 FR 19557 - April 11, 2000
- DOT/OST 101 Inspector General Reporting System, TIGR - 65 FR 19558 - April 11, 2000
Office of the Secretary
- DOT/OST 003 - Allegations of Infringement of United States Patents - 65 FR 19551 - April 11, 2000
- DOT/OST 012 - Files Relating to Personnel Hearings - 65 FR 19552 - April 11, 2000
- DOT/OST 016 - General Investigations Record System - 65 FR 19552 - April 11, 2000
- DOT/OST 019 - Individual Personal Interests in Intellectual Property - 65 FR 19553 - April 11, 2000
- DOT/OST 035 - Personnel Security Record System - 65 FR 19553 - April 11, 2000
- DOT/OST 037 - Records of Confirmation Proceeding Requirements for Proposed Executive Appointments to the Department of Transportation - 65 FR 19554 - April 11, 2000
- DOT/OST 041 - Correspondence Control Mail, CCM - 65 FR 19554 - April 11, 2000
- DOT/OST 045 - Unsolicited Contract or Research and Development Proposals Embodying Claims of Proprietary Rights - 65 FR 19555 - April 11, 2000
- DOT/OST 046 - Visit Control Records System - 65 FR 19555 - April 11, 2000
- DOT/OST 056 - Garnishment File - 65 FR 19556 - April 11, 2000
- DOT/OST 057 - Honors Attorney Recruitment Files - 65 FR 19556 - April 11, 2000
- DOT/OST 102 - Aviation Consumer Complaint Application Online System (CCA) - 70 FR 9436 - February 25, 2005
- OST/R
- DOT/RITA 001 - Vehicle and Driver Research, Test, and Evaluation Records - 77 FR 12641 - March 1, 2012
Pipeline & Hazardous Materials Safety Administration
- DOT/RSPA 02 - National Defense Executive Reserve, NDER, File - 65 FR 19559 - April 11, 2000
- DOT/RSPA 04 - Transportation Research Activities Information Service, TRAIS - 65 FR 19560 - April 11, 2000
- DOT/RSPA 05 - Transportation Research Information Service On Line, TRIS-On-Line - 65 FR 19560 - April 11, 2000
- DOT/RSPA 06 - Emergency Alerting Schedules - 65 FR 19561 - April 11, 2000
- DOT/RSPA 08 - Technical Pipeline Safety Committees for Natural Gas and Hazardous Liquid - 65 FR 19561 - April 11, 2000
- DOT/RSPA 09 - Hazardous Materials Incident Telephonic Report System - 65 FR 19562 - April 11, 2000
- DOT/RSPA 10 - Hazardous Materials Incident Written Report System - 65 FR 19562 - April 11, 2000
- DOT/RSPA 11 - Hazardous Materials Information Requests System - 65 FR 19563 - April 11, 2000
Saint Lawrence Seaway Development Corporation
- None published
Retired Notices
These System of Records Notices have been retired:
- DOT/ALL 18 - International Freight Data System (IFDS) - 73 FR 20084 - April 14, 2008
- Retirement Notice - 80 FR 64492 - October 23, 2015
- DOT/FAA 837 - Photographs and Biographical Information - 65 FR 19526 - April 11, 2000
- Retirement Notice - 78 FR 26845 - May 8, 2013
- DOT/MARAD 011 - Biographical Files - 65 FR 19538 - April 11, 2000
- Retirement Notice - 78 FR 26845 - May 8, 2013
- DOT/OST 004 - Board for Correction of Military Records, BCMR - 65 FR 19551 - April 11, 2000
- Retirement Notice: DHS/ALL-036 Board for Correction of Military Records System of Records Notice - October 2, 2013 78 FR 60888
- DOT/OST 059 - Files of the Board for Correction of Military Records, BCMR for The Coast Guard - 65 FR 19557 - April 11, 2000
- Retirement Notice: DHS/ALL-036 Board for Correction of Military Records System of Records Notice - October 2, 2013 78 FR 60888
Notice of Systems of Records
The identification of the operating unit or units within the Department to which the particular system of records pertains appears as 'DOT' followed by a designating abbreviation. The abbreviations and their meanings are as follows:
- OST--Office of the Secretary of Transportation
- FAA--Federal Aviation Administration
- FHWA--Federal Highway Administration
- FMCSA--Federal Motor Carrier Safety Administration
- FRA--Federal Railroad Administration
- FTA--Federal Transit Administration
- MARAD--Maritime Administration
- NHTSA--National Highway Traffic Safety Administration
- PHMSA--Pipeline and Hazardous Materials Safety Administration
- RITA--Research and Innovative Technology Administration
- SLS----Saint Lawrence Seaway Development Corporation
General Routine Uses Under the Privacy Act of 1974
The following routine uses apply, except where otherwise noted or where obviously not appropriate, to each system of records maintained by the Department of Transportation, DOT.
In the event that a system of records maintained by DOT to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto.
A record from this system of records may be disclosed, as a routine use, to a Federal, State, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a DOT decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit.
A record from this system of records may be disclosed, as a routine use, to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of 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 on the matter.
Routine Use for Disclosure for Use in Litigation. It shall be a routine use of the records in this system of records to disclose them to the Department of Justice or other Federal agency conducting litigation when
(a) DOT, or any agency thereof, or (b) Any employee of DOT or any agency thereof (including a member of the Coast Guard), in his/her official capacity, or (c) Any employee of DOT or any agency thereof (including a member of the Coast Guard), in his/her individual capacity where the Department of Justice has agreed to represent the employee, or (d) The United States or any agency thereof, where DOT determines that litigation is likely to affect the United States, is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice or other Federal agency conducting the litigation is deemed by DOT to be relevant and necessary in the litigation, provided, however, that in each case, DOT determines that disclosure of the records in the litigation is a use of the information contained in the records that is compatible with the purpose for which the records were collected. 4b. Routine Use for Agency Disclosure in Other Proceedings. It shall be a routine use of records in this system to disclose them in proceedings before any court or adjudicative or administrative body before which DOT or any agency thereof, appears, when (a) DOT, or any agency thereof, or (b) Any employee of DOT or any agency thereof (including a member of the Coast Guard) in his/her official capacity, or (c) Any employee of DOT or any agency thereof (including a member of the Coast Guard) in his/her individual capacity where DOT has agreed to represent the employee, or (d) The United States or any agency thereof, where DOT determines that the proceeding is likely to affect the United States, is a party to the proceeding or has an interest in such proceeding, and DOT determines that use of such records is relevant and necessary in the proceeding, provided, however, that in each case, DOT determines that disclosure of the records in the proceeding is a use of the information contained in the records that is compatible with the purpose for which the records were collected.
The information contained in this system of records will be disclosed to the Office of Management and Budget, OMB in connection with the review of private relief legislation as set forth in OMB Circular No. A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular.
Disclosure may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. In such cases, however, the Congressional office does not have greater rights to records than the individual. Thus, the disclosure may be withheld from delivery to the individual where the file contains investigative or actual information or other materials which are being used, or are expected to be used, to support prosecution or fines against the individual for violations of a statute, or of regulations of the Department based on statutory authority. No such limitations apply to records requested for Congressional oversight or legislative purposes; release is authorized under 49 CFR 10.35(9).
One or more records from a system of records may be disclosed routinely to the National Archives and Records Administration in records management inspections being conducted under the authority of 44 USC 2904 and 2906.
Routine Use for disclosure to Coast guard and to Transportation Security Administration. A record from this system of records may be disclosed as a routine use, to the Coast guard and to the Transportation Security Administration if information from this system was shared with either agency when that agency was a component of the Department of Transportation before its transfer to the Department of Homeland Security and such disclosure is necessary to accomplish a DOT, TSA or Coast Guard function related to this system of records.
DOT may make available to another agency or instrumentality of any government jurisdiction, including State and local governments, listings of names from any system of records in DOT for use in law enforcement activities, either civil or criminal, or to expose fraudulent claims, regardless of the stated purpose for the collection of the information in the system of records. These enforcement activities are generally referred to as matching programs because two lists of names are checked for match using automated assistance. This routine use is advisory in nature and does not offer unrestricted access to systems of records for such law enforcement and related antifraud activities. Each request will be considered on the basis of its purpose, merits, cost effectiveness and alternatives using Instructions on reporting computer matching programs to the Office of Management and Budget, OMB, Congress and the public, published by the Director, OMB, dated September 20, 1989.
It shall be a routine use of the information in any DOT system of records to provide to the Attorney General of the United States, or his/her designee, information indicating that a person meets any of the disqualifications for receipt, possession, shipment, or transport of a firearm under the Brady Handgun Violence Prevention Act. In case of a dispute concerning the validity of the information provided by DOT to the Attorney General, or his/her designee, it shall be a routine use of the information in any DOT system of records to make any disclosures of such information to the National Background Information Check System, established by the Brady Handgun Violence Prevention Act, as may be necessary to resolve such dispute.