[Federal Register Volume 62, Number 3 (Monday, January 6, 1997)]
[Notices]
[Pages 767-768]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-84]


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DEPARTMENT OF THE INTERIOR


Privacy Act of 1974--Public Notice Alteration of System of 
Records

    The Department of the Interior proposes to alter a system of 
records managed by the Office of Occupational Safety and Health to add 
four new categories of information on individuals covered by the 
system. The system being altered, ``Safety Management Information 
System--Interior, DOI-60,'' is described in the notice published in its 
entirety below. The system was previously described as ``Safety 
Management Information System--Interior, OS-60,'' as published on 
January 17, 1989 (54 FR 1800).
    The Safety Management Information System was established to assist 
the Department in reducing its employee injury and accident rate. The 
System presently contains employee injury, accident and personnel data 
records. To improve the quality, timeliness and efficiency of injury 
and accident reporting and analysis, four additional types of 
information are being added to the System: employee birth date, home 
address, sex and salary. This additional information will allow 
employees and supervisors to report injuries and accidents 
electronically from their computer workstations. This will eliminate 
duplication of costly forms and administrative processes, afford 
employees and supervisors a secure one-time entry process, provide a 
high degree of accuracy, allow timely and multiple use of injury 
compensation information needed by Department of Labor, permit real 
time safety analysis, and require no new user technical support or 
computer hardware.
    All other changes in the notice describing ``Safety Management 
Information System--Interior DOI-60'' are editorial in nature. They 
clarify and update existing statements and reflect organizational, 
address and other miscellaneous administrative revisions which have 
occurred since the previous publication of the material in the Federal 
Register.
    As required by the Privacy Act of 1974, the Office of Management 
and Budget, the Senate Committee on Governmental Affairs, and the House 
Committee on Government Reform and Oversight have been given notice of 
this proposed Privacy Act system alteration.
    The Privacy Act of 1974 requires that the public be provided with a 
30-day period in which to comment on the Department's proposal to alter 
``Interior--DOI-60.'' The Office of Management and Budget, in its 
Circular A-130, requires a 40-day period in which to review such 
proposals. Written comments on this proposal can be addressed to the 
Departmental Privacy Act Officer, Department of the Interior, Office of 
the Secretary, 1849 ``C'' Street NW, Mail Stop 1414 MIB, Washington, DC 
20240, telephone (202) 208-6045, fax 202-208-5048. Comments received 
within 40 days of publication in the Federal Register will be 
considered.

[[Page 768]]

The notice shall be effective as proposed at the end of the comment 
period, unless comments are received which would require a contrary 
determination.

    Dated: December 24, 1996.
Sue Ellen Sloca,
Departmental Privacy Act Officer.
INTERIOR/DOI-60

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

SYSTEM LOCATION:
    U.S. Department of the Interior, Office of Occupational Safety and 
Health, P.O. Box 25007 (D-115), Denver, Colorado 80225.

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) of the individual; 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) 26 U.S.C. 2671-2680, (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 uses of the records are (a) 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; (b) To provide listings of individual cases to bureaus to 
insure that accidents occurring are reported through the Safety 
Management Information System; and (c) 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 
to the Department of Labor quarterly summary listings of fatalities and 
disabling injuries and illnesses in compliance with 29 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) Of information 
indicating a violation or potential violation of a statute, regulation, 
rule, order or license, to appropriate Federal, State, local or foreign 
agencies responsible for investigating or prosecuting the violation or 
for enforcing or implementing the statute, rule, regulation, order or 
license; and (5) To a congressional office from the record of an 
individual in response to an inquiry the individual has made to the 
congressional office.

POLICIES AND PRACTICES FOR STORING, RETRIEVING AND 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 IDs 
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 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 Records Schedule (GRS) 10, Item 5; GRS 
18, Item 11; and GRS-20.

SYSTEM MANAGER(S) AND ADDRESS:
     (1) Chief System Administrator, Safety Management Information 
System, U.S. Department of the Interior, Office of Occupational Safety 
and Health, P.O. Box 25007 (D-115), Denver, Colorado 80225.

NOTIFICATION PROCEDURE:
     A request for notification of the existence of records shall be 
addressed to the System Manager. The request shall be in writing, 
signed by the requester, and comply with the content requirements of 43 
CFR 2.60. It shall state that the requester seeks information about 
himself/herself.

RECORD ACCESS PROCEDURES:
     A request for access to records shall be addressed to the System 
Manager. The request shall be in writing, signed by the requester, and 
comply with the content requirements of 43 CFR 2.63. It shall state 
that the requester seeks information about himself/herself.

CONTESTING RECORD PROCEDURES:
     A request for amendment of a record shall be addressed to the 
System Manager. The request shall be in writing, signed by the 
requester, and comply with the content requirements of 43 CFR 2.71. It 
shall state that the requester seeks information about himself/herself.

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:
     No parts of this system are exempted from provisions of the act.
[FR Doc. 97-84 Filed 1-3-97; 8:45 am]
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