[Federal Register Volume 60, Number 50 (Wednesday, March 15, 1995)]
[Notices]
[Pages 14050-14052]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-6512]
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DEPARTMENT OF TRANSPORTATION
Office of the Secretary
Notice of Public Meeting and Request for Information on the
Centralization and Computerization of DOT Dockets
AGENCIES: The Office of the Secretary (OST), the Federal Aviation
Administration (FAA), the Federal Highway Administration (FHWA), the
Federal Railroad Administration (FRA), the Federal Transit
Administration (FTA), the Maritime Administration (MARAD), the National
Highway Traffic Safety Administration (NHTSA), the Research and Special
Programs Administration (RSPA), and the United States Coast Guard
(USCG), DOT.
ACTION: Notice of public meeting.
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SUMMARY: DOT is consolidating its nine separate docket facilities into
a single, central office, and initiating a transition
[[Page 14051]] from a paper-based system to use of an optical
``imaging'' technology for more efficient storage, management, and
retrieval of docketed information. This change also will address
increasing space limitations, provide better security, and provide a
platform for eventual electronic filing and on-line public access to
the docket. The ultimate objective is to make records accessible from
outside Washington, not just at DOT headquarters. This notice announces
the date, time, location, and procedures for a public meeting to
discuss this initiative.
DATES: The public meeting is scheduled 1:30 PM to 4:00 PM (local time)
for: March 29, 1995; Washington, D.C.
ADDRESSES: The public meeting will be held at: U.S. Department of
Transportation, Room 2230, 400 7th Street SW, Washington, D.C. 20590.
Individuals interested in attending the meeting should contact Rasheed
Tahir at 202-366-9307, no later than March 24, 1995.
FOR FURTHER INFORMATION CONTACT: Neil Eisner, Assistant General Counsel
for Regulation and Enforcement, Office of General Counsel, Department
of Transportation, (202) 366-4723, 400 7th Street SW, Washington, DC
20590.
SUPPLEMENTARY INFORMATION: The Secretary of Transportation has directed
that the Office of the Secretary (OST) and the DOT operating
administrations consolidate their separate paper-based docket
facilities into a single, central office and convert to an electronic
image-based system. This change will enable the Department to provide
better service and access to the public and to government users.
Currently, OST and each operating administration has its own separate
docket facility and performs many duplicative docketing functions.
Substantial building space is inefficiently allocated for public access
to the dockets. On a given day, several facilities may be empty and one
jammed, with public users waiting in the hall outside. Increases in the
number and complexity of rulemakings and adjudicatory proceedings have
generated a growing mountain of paper, which, in turn, has created
pressing space and storage problems. The dependence on paper also
perpetuates inefficiencies in information processing and dissemination.
Voluminous dockets, in particular, make it difficult for users to
search for and organize relevant information. Multiple copies of
docketed materials must be produced and circulated to responsible
offices in the Department. These efforts consume a substantial amount
of time and resources. The consolidation will eliminate duplication,
improve records management, enhance docket security, and provide easier
public access by creating a single point of entry. The affected offices
and agencies are working together to develop the consolidated docket
facility and to standardize docket procedures to the extent possible.
As part of the consolidation effort, DOT has initiated a phased
transition from a paper-based docket system to storage of docket
records in an electronic format. This change responds to five different
needs: to (1) Store increasing amounts of docketed information; (2)
provide users with better, quicker, and easier access to that
information: (3) provide more efficient ways to transmit information to
and from the dockets; (4) provide users with the ability to perform
electronic searches of information in the dockets to increase the
efficiency and quality of this review; and (5) provide better security
for docketed materials, which now may get lost or misplaced.
To meet the legal requirements that DOT maintain a record of all
materials submitted to the dockets and produce certified true copies of
docketed information, the new system will store docketed information as
images on optical disks. Images are like photographs; when stored on
read-only optical disks, they are permanent and unalterable, assuring
100 percent accuracy of the records. The optical disk system will allow
more efficient storage and management of docketed information, because
a single disk can store hundreds of documents that are easily available
through the index. The index will provide users with the capability for
rapid retrieval and more sophisticated cross-referencing and searching
of docketed information.
The system will have controlled access and security features to
maintain its integrity and to protect against viruses and tampering. It
will have ``open architecture'' to enable future expansion and
incorporation of technological improvements. When finally implemented,
it will consist of about 5.5 million imaged records, taking into
account the average annual amount of material received and the orderly
retirement of records. The agencies plan to backscan dockets that are
currently open and a limited amount of necessary historical or
precedential material to optical disks that can be indexed for research
purposes. Suggestions on what information would be useful to include in
the system are welcome, bearing in mind that all existing paper dockets
cannot be scanned. The remainder of the paper dockets will be sent to
the Federal Records Center consistent with standard operating
procedures.
The Department's Docket Management Facility initially will accept
only ``hard'' copy filings. However, to facilitate review and
processing now, the formal paper filing can be accompanied by floppy
disks for the action offices. The Department is considering providing
Optical Character Recognition (OCR) capability in the docket system as
soon as it is feasible. The Department's priority, however, is to
optimize the document flow into, within, and from the Department
through electronic transmission. When the new system and its staff have
the capability to handle the change, electronic filing will be
encouraged. Electronically-filed documents will not need OCR
translation. The Department is considering adding future capabilities
to the system where possible, including: (1) Use of government-approved
electronic signature; (2) electronic transfer of documents to the
Federal Register and to the Federal Records Center; (3) multi-media
capability to enable access by visually and hearing impaired
individuals; and (4) automatic billing of public users (through credit
cards/bills) for filing fees and copying services. The timing of the
transition to electronic transmission, OCR and the availability of the
future capabilities will depend upon the readiness of the new system to
handle them and upon budgetary constraints.
The Department plans a phased transition to the new, centralized
facility. The Office of the Secretary's (OST) docket office has already
been relocated. During the transfer of OST's docket to the imaging
system and the internal connection of Department staff to the dockets
on-line, hard copies will be maintained in the docket office until the
new system works smoothly. Computer work stations in the new docket
office will be available to access the information that is
electronically stored. These will have an easy-to-use interface and
docket staff will be available to help users. The docket offices of the
other DOT agencies will be sequentially consolidated into the new
facility. As part of this process, the docket facility will eventually
be ``networked'' to Department offices.
Ultimately, the public will have on-line access to the docket from
outside of DOT's docket office. The system will support both Macintosh
and IBM compatible equipment and provide an easy-to-use interface with
pull-down menus. The architecture of the network will enable real-time
response for accessing images, but acceptable speed (comparable to
turning the pages of a [[Page 14052]] document) will require the use of
at least a 486DX2-66 machine or Macintosh equivalent.
Not only should this effort result in a much more efficient use of
space, personnel, equipment, and expertise, but it should save the
public and the government time and money in analyzing information
submitted to the docket.
Notice of Public Meeting
The Department believes that users will benefit from an opportunity
to hear a more detailed description of the new docket management system
and to ask questions about it. Therefore, we are holding a public
meeting beginning at 1:30 PM and ending no later than 4:00 PM (local
time) on March 29, 1995, in Washington, DC. We hope that as people
start using the system, they will point out problems and bring us new
ideas on how to make the system more responsive to their needs.
Seating will be restricted by available room size and will be made
available on a first-come-first-served basis. If time and the number of
attendees permit, we may be able to conduct one or more short tours of
the new docket facility. If the interest expressed in the tour exceeds
the capacity of our docket facility, we will schedule additional tours.
Persons interested in attending should contact Rasheed Tahir at 202-
366-9307.
Since this meeting is intended to inform the public about and to
solicit public views and questions on the new docket management system,
we will conduct it in an informal manner.
Issued in Washington, D. C. on March 13, 1995.
Stephen H. Kaplan,
General Counsel.
[FR Doc. 95-6512 Filed 3-14-95; 8:45 am]
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