[Federal Register Volume 71, Number 228 (Tuesday, November 28, 2006)]
[Notices]
[Pages 68883-68884]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-20114]


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DEPARTMENT OF TRANSPORTATION

Federal Highway Administration


Privacy Act of 1974: System of Records

AGENCY: Federal Highway Administration, Department of Transportation 
(DOT).

ACTION: Notice of establishment of 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: January 8, 2007. 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: Steven Lott, Department of 
Transportation, Office of the Secretary, 400 7th Street, SW., 
Washington, DC 20590, (202) 366-1314 (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.
SYSTEM NUMBER: DOT/FHWA 078

System name:
    Correspondence Tracking System.

Security classification:
    Sensitive, unclassified.

System location:
    This system is in the Office of Administration for the Federal 
Highway Administration (FHWA), 400 Seventh Street, SW., Room P2, 
Washington, DC 20590.

Categories of individuals covered by the system of records:
    Individuals who submit letters, e-mail, and faxes (correspondence) 
to FHWA and to DOT about matters under FHWA's purview.

Categories of records in the system:
    The system contains records and related correspondence on 
individuals and groups who have sent correspondence expressing opinions 
or concerns, or are requesting information.

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

[[Page 68884]]

Purposes:
    These records are maintained to track the receipt of and/or 
progress of replies to incoming correspondence. The records also track 
an electronic copy of incoming and outgoing correspondence.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    To those entities/individuals within DOT and/or another Federal, 
state, tribal, or local agency, who can aid in responding to the issues 
and concerns raised in the incoming correspondence. Therefore, the 
routines uses are compatible with the purpose of collecting the 
information. 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:
    These records are stored in a database maintained under current 
FHWA application and hardware security requirements. Designated FHWA 
employees in each FHWA organization are granted access to the data for 
the purpose of downloading data to produce reports for local management 
use. These employees access the database through FHWA's secure 
intranet. Data downloaded by FHWA organizations may be retained on 
Local Area Network drives and may be in hardcopy format when required.

Retrievability:
    Records are retrieved by the name of the individuals or groups who 
wrote the correspondence, the tracking control number, the subject 
matter, and the date of the incoming document.

Safeguards:
    Computer records are maintained in a secure, password-protected 
computer system. Paper records are maintained in a lockable file 
cabinet in a lockable room. All records are maintained in a secure, 
access-controlled area of the building.

Retention and disposal:
    The records in this system of records are retained and disposed of 
in accordance with the approved records disposition schedules in FHWA 
Order M 1324.1A, Files Management and Records Disposition Manual.

System Manager(s) and address:
    Mary Peterson, FHWA Executive Secretariat, 400 Seventh Street, SW., 
Room 4207, Washington, DC 20590.

Notification procedure:
    Write to the System Manager.

Record access procedures:
    Write to the System Manager. Provide full name and a description of 
information that you seek, including the time frame during which the 
records may have been generated.

Contesting record procedures:
    Write to the System Manager. Identify the information being 
contested, the reason for contesting it, and the correction requested.

Record source categories:
    The records are obtained from the individuals themselves who send 
correspondence, faxes or e-mails, etc.

Exemptions claimed for the system:
    None.

    Dated: November 21, 2006.
Steven Lott,
Departmental Privacy Officer.
 [FR Doc. E6-20114 Filed 11-27-06; 8:45 am]
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