[Federal Register Volume 71, Number 117 (Monday, June 19, 2006)]
[Notices]
[Pages 35319-35320]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-9581]


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DEPARTMENT OF TRANSPORTATION

Office of the Secretary


Privacy Act of 1974: System of Records

AGENCY: Office of the Secretary, DOT.

ACTION: Notice to establish a system of records.

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SUMMARY: DOT intends to establish a system of records under the Privacy 
Act of 1974.

EFFECTIVE DATE: July 31, 2006. If no comments are received, the 
proposal will become effective on the above date. If comments are 
received, the comments will be considered and, where adopted, the 
documents will be republished with changes.

FOR FURTHER INFORMATION CONTACT: Kara Spooner, Department of 
Transportation, Office of the Secretary, 400 7th Street, SW., 
Washington, DC 20590, (202) 366-1965 (telephone), (202) 366-7373 (fax), 
[email protected] (Internet address).

SUPPLEMENTARY INFORMATION: The Department of Transportation system of 
records notice subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended, has been published in the Federal Register and is available 
from the above mentioned address.
DOT/ALL 16

System name:
    Mailing Management Systems.

Security classification:
    Unclassified, non-sensitive.

System location:
    Records are maintained at the Department of Transportation (DOT) in 
Washington, DC, the Volpe National Transportation Systems Center in 
Cambridge, Massachusetts, the Transportation Safety Institute in 
Oklahoma City, Oklahoma and the Saint Lawrence Seaway Development 
Corporation in Massena, New York.

Categories of individuals covered by the system:
    Members of the public and Department of Transportation and other 
government agency employees who have requested to receive one-time or 
periodic mailings from DOT.

Categories of records in the system:
    Individual name, contact information, title and organization, if 
applicable, details regarding the requested publication and payment 
information for those publications for sale.

Authority for maintenance of the system:
    5 U.S.C. 301; 49 U.S.C. 322.

Purpose(s):
    To provide individuals and other government agencies, at their 
request, with mailed copies of publicly available information about DOT 
and its operating administrations' programs.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    (1) The address portion of the records is compared against a master 
address list of the United States Postal Service to verify valid 
addresses; (2) to printing services that are contracted by DOT to print 
and mail the reports and other publications.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are stored manually in file folders and electronically in 
mailing management system applications and databases.

Retrievability:
    Records are retrievable by customer number, customer name, customer 
address, mailing list title and publication ID number.

Safeguards:
    Access to the system is limited to individuals responsible for 
distributing mailings of publications and the system administrator 
through the use of user IDs and passwords. Physical access to the 
system and manual records is restricted through security guards and 
access badges to enter the facility where equipment and records are 
located. Records received in hard copy (e.g., requests submitted by 
letter or fax) are kept in files stored in locked file cabinets, with 
access limited to those who conduct the distribution or administer the 
system.

Retention and disposal:
    System records, with the exception of those at the VOLPE center, 
are retained until either the request has been met, the individual 
requests removal from the system, or the individual's address cannot be 
verified as valid by the United States Postal Service, depending on the 
database. Payment information associated with publication requests for 
which there is a charge is retained for 30 days or less. Records 
maintained at the Volpe center are retained for up to five years.

[[Page 35320]]

System manager(s) and address:
    Office of the Secretary of Transportation Information Services, 
Department of Transportation, 400 Seventh Street, SW., Washington, DC 
20590; Federal Highway Administration Office of Information Management, 
400 Seventh Street, SW., Washington, DC 20590; Director, Office of 
Administration, Volpe National Transportation Systems Center, 55 
Broadway, Cambridge, MA 02142; Director, Transportation Safety 
Institute, 6500 South MacArthur Blvd., Oklahoma City, Oklahoma 73169; 
Director, Office of Administration, Saint Lawrence Seaway Development 
Corporation at 180 Andrews Street, Massena, New York 13662-0520.

Notification procedure:
    Individuals seeking to determine whether their information is 
contained in this system should address written inquiries to the 
Department of Transportation Freedom Of Information Act and Privacy Act 
Office at 400 Seventh Street, SW., Washington DC 20590. Requests should 
include name, address and telephone number and describe the records you 
seek.

Record access procedures:
    Same as ``Notification procedure.''

Contesting record procedures:
    Same as ``System Manager. ``

Record source categories:
    Individuals provide their name and mailing address directly as part 
of the request to obtain copies of publications. These requests are 
accepted by the Department of Transportation, its operating 
administrations, and its contractors by telephone, fax, public Web 
site, postal mail, and e-mail.

Exemptions claimed for the system:
    None.

    Dated: June 13, 2006.
Kara Spooner,
Departmental Privacy Officer.
 [FR Doc. E6-9581 Filed 6-16-06; 8:45 am]
BILLING CODE 4910-9X-P