[Federal Register Volume 71, Number 119 (Wednesday, June 21, 2006)]
[Notices]
[Pages 35728-35729]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-9733]


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DEPARTMENT OF TRANSPORTATION

Federal Railroad Administration


Privacy Act of 1974: System of Records

AGENCY: Federal Railroad Administration, 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.

DATES: 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.

[[Page 35729]]

DOT/FRA 132

System name:
    Controlled Correspondence Manager (CCM).

Security classification:
    Unclassified, sensitive.

System location:
    Department of Transportation, Federal Railroad Administration 
(FRA), Office of Administration and Finance, Office of Information 
Technology, 1120 Vermont Ave., NW., Washington, DC 20590.

Categories of individuals covered by the system:
    Individuals who write, or are referred in writing by a second 
party, to the Administrator, Deputy Administrator, Associate 
Administrators, and/or their immediate offices and staff. Individuals 
who are the subject of an action requiring approval or action by one of 
the forenamed, such as appeal actions, training, awards, foreign 
travel, promotions, selections, grievances, and discipline.

Categories of records in the system:
    Correspondence submitted by or on behalf of an individual and 
responses to such correspondence; and one-time movement and waiver 
requests from regulations submitted by railroads.

Authority for maintenance of the system:
    44 U.S.C. 3101.

Purpose(s):
    The purpose of the system is to provide history and internal 
tracking of correspondence addressed to and signed by the 
Administrator, Deputy Administrator, Associate Administrators, and 
their immediate offices and corresponding staff. The system provides 
FRA with the ability to track correspondence, one-time movements, 
waivers, and train horn rule to ensure timely response to the 
individual, public, or organization.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Referral to the appropriate action office within the agency for 
preparation of a response. Referral to the appropriate agency for 
actions involving matters of law or regulation beyond the 
responsibility of the agency. See Prefatory Statement of General 
Routine Uses.

Disclosure to consumer reporting agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    All data about the record is stored in a database and corresponding 
attachments are stored on a file server.

Retrievability:
    Records are retrieved by name or control number.

Safeguards:
    Access to the system is limited to individuals responsible for 
responding or tracking correspondence 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.

Retention and disposal:
    The office that owns the CCM records sets retention and disposal 
for the records. CCM is not an official record. The record owner keeps 
hard copy files of CCM records in accordance with National Archives and 
Records Administration (NARA) and agency record retention policies.

System manager(s) and address:
    Department of Transportation, Federal Railroad Administration, 
Office of Administration and Finance, Office of Information Technology, 
1120 Vermont Ave., NW., Mail Stop 35, Washington, DC 20590.

Notification procedure:
    Individuals seeking to determine whether their information is 
contained within this system should address written inquiries to the 
Freedom of Information Act Coordinator, Office of Chief Counsel, 
Federal Railroad Administration, 1120 Vermont Ave., NW., Stop 10, 
Washington, DC 20590. Requests should include name, address and 
telephone number and describe the records you seek.

Record access procedures:
    Individuals seeking access to records contained within this system 
can send their requests to the Freedom of Information Act Coordinator, 
Office of Chief Counsel, Federal Railroad Administration, 1120 Vermont 
Ave., NW., Stop 10, Washington, DC 20590. Requests should include name, 
address and telephone number and describe the records you seek.

Contesting record procedures:
    Contact System Manager for information on procedures for contesting 
records at Department of Transportation, Federal Railroad 
Administration, Office of Administration and Finance, Office of 
Information Technology, 1120 Vermont Ave., NW., Mail Stop 35, 
Washington, DC 20590.

Record source categories:
    Correspondence from an individual or his/her representative or 
sponsor; responses to incoming correspondence; and related material 
provided for background as appropriate.

Exemptions claimed for the system:
    None.

    Dated: June 15, 2006.
Kara Spooner,
Departmental Privacy Officer.
 [FR Doc. E6-9733 Filed 6-20-06; 8:45 am]
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