[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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