Document ID: DOT-OST-2012-0184-0001
Agency: dot
Document Type: Notice
Title: Privacy Act; Systems of Records
Posted Date: 2013-05-08T04:00Z

[Federal Register Volume 78, Number 89 (Wednesday, May 8, 2013)]
[Notices]
[Pages 26845-26847]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-10842]

[[Page 26845]]

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

[Docket No. DOT-2012- DOT-OST-2012-0184]

Privacy Act of 1974; Department of Transportation, Office of the 
Secretary of Transportation; DOT/ALL-25; Department of Transportation 
Biographies System of Records

AGENCY: Office of the Departmental Chief Information Officer, Office of 
the Secretary of Transportation, DOT.

ACTION: Notice of Privacy Act system of records and consolidate two 
legacy systems of records.

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SUMMARY: In accordance with the Privacy Act of 1974, the Department of 
Transportation's Office of the Secretary of Transportation (DOT/OST) 
intends to establish a DOT-wide System of Records of Transportation 
system of records titled, ``DOT/ALL-25, Department of Transportation 
Biographies System of Records.'' The Department also intends to 
consolidate the following legacy record systems DOT/FAA 837 Photographs 
and Biographical Information (April 11, 2000) and DOT/MARAD 011 
Biographical Files (April 11, 2000) as part of the same. This system of 
records will allow the Department of Transportation, to include its 
Operating Administrations and Secretarial Offices, to collect and 
maintain biographical information of Department of Transportation 
employees and other individuals for the purpose of publicizing skills, 
experiences, and expertise relevant to Department of Transportation 
activities and services. These records are separate and distinct from 
and are not compiled from records maintained by the Department for any 
other function including but not limited to human resources. This 
system, titled Biographies, will be included in the Department of 
Transportation's inventory of record systems.

DATES: Written comments should be submitted on or before May 31, 2013. 
The Department may publish an amended SORN in light of any comments 
received. This new system will be effective May 31, 2013.

ADDRESSES: You may submit comments, identified by docket number DOT-
2012-DOT-OST-2012-0184 by any of the following methods:
     Federal e-Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Docket Management Facility, U.S. Department of 
Transportation, 1200 New Jersey Ave. SE., West Building Ground Floor, 
Room W12-140, Washington, DC 20590-0001.
     Hand Delivery or Courier: West Building Ground Floor, Room 
W12-140, 1200 New Jersey Ave. SE., between 9 a.m. and 5 p.m. ET, Monday 
through Friday, except Federal Holidays.
     Fax: (202) 493-2251.
    Instructions: You must include the agency name and docket number 
DOT-OST-2012-0184. All comments received will be posted without change 
to http://www.regulations.gov, including any personal information 
provided.
    Privacy Act: Anyone is able to search the electronic form of all 
comments received in any of our dockets by the name of the individual 
submitting the comment (or signing the comment, if submitted on behalf 
of an association, business, labor union, etc.). You may review DOT's 
complete Privacy Act statement in the Federal Register published on 
January 17, 2008 (73 FR 3316-3317).
    Docket: For access to the docket to read background documents or 
comments received, go to http://www.regulations.gov or to the street 
address listed above. Follow the online instructions for accessing the 
docket.

FOR FURTHER INFORMATION CONTACT: For questions, please contact: Claire 
W. Barrett, Departmental Chief Privacy Officer, Privacy Office, 
Department of Transportation, Washington, DC 20590; privacy@dot.gov; or 
(202) 366-8134.

SUPPLEMENTARY INFORMATION: 

I. Background

    In accordance with the Privacy Act of 1974, 5 U.S.C. 552a, the 
Department of Transportation (DOT)/Office of the Secretary of 
Transportation (OST) proposes to issue a DOT system of records titled, 
``DOT/ALL-25 Biographies.''
    The Department wishes to create a new system of records for 
biographical information, including photographs, of senior leadership, 
employees and others who are engaged in activities on behalf of the 
Department. The Department will use this biographical information to 
provide information to the media and the public about agency expertise 
and services, to provide introductory materials for speeches and other 
events and meetings, and to provide information to the media and public 
about the qualifications of the Department's employees, contractors, or 
others about whom the Department collects biographical information. The 
Department also intends to consolidate the following legacy record 
systems DOT/FAA 837 Photographs and Biographical Information (April 11, 
2000) and DOT/MARAD 011 Biographical Files (April 11, 2000) as part of 
the same. These records are separate and distinct from and are not 
compiled from records maintained by the Department for any other 
function including but not limited to human resources.
    These routine uses are compatible with the purposes for which the 
information was collected. Individuals whose PII is in this system of 
records have provided it to DOT to enable DOT to make that information 
available to the public, through the DOT Web site or other means, for 
the purpose of furthering DOT missions and promoting its expertise.
    The information contained within this system of records will be 
collected directly from the individual employees or individuals who are 
the subject of the record. Through this collection mechanism, these 
individuals will have the opportunity to determine which categories of 
their PII may be disclosed pursuant to the routine uses provided in 
this SORN. All collections are voluntary and individuals may request 
that use of the information be discontinued at any time. This updated 
system will be included in DOT's inventory of record systems.

II. Privacy Act

    The Privacy Act (5 U.S.C. 552a) governs the means by which the 
Federal Government collects, maintains, and uses personally 
identifiable information (PII) in a System of Records. A ``System of 
Records'' is a group of any records under the control of a Federal 
agency from which information about individuals is retrieved by name or 
other personal identifier. The Privacy Act requires each agency to 
publish in the Federal Register a System of Records notice (SORN) 
identifying and describing each System of Records the agency maintains, 
including the purposes for which the agency uses PII in the system, the 
routine uses for which the agency discloses such information outside 
the agency, and how individuals to whom a Privacy Act record pertains 
can exercise their rights under the Privacy Act (e.g., to determine if 
the system contains information about them and to contest inaccurate 
information).
    In accordance with 5 U.S.C. 552a(r), DOT has provided a report of 
this system of records to the Office of Management and Budget and to 
Congress.
SYSTEM OF RECORDS
    Department of Transportation (DOT)/ALL--25

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SYSTEM NAME:
    Department of Transportation (DOT)/ALL--25, Biographies System of 
Records

SECURITY CLASSIFICATION:
    Unclassified

SYSTEM LOCATION:
    Records are maintained at the Department of Transportation and in 
component offices of the Department of Transportation in both 
Washington, DC and field offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Any individual, including Department of Transportation senior 
leadership, past and present, whose biographical information is 
collected and distributed by DOT.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in the system may include but are not limited 
to:
     Individual's name;
     Individual's place of birth;
     Individual's photo;
     Individual's work history and experience;
     Individual's education;
     Individual's military experience;
     Individual's civil duties and awards;
     Individual's hometown;
     Individual's other relevant areas of information that may 
be collected and distributed to the public.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; The Federal Records Act, 44 U.S.C. 3101; 49 U.S.C. 
301

PURPOSE(S):
    The purpose of this system is to collect biographical information 
of individuals, primarily DOT employees and senior leadership, in order 
to provide information to the media and the public.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed outside DOT as a 
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To individuals or organizations, both public and private, for 
the purpose of introduction at speaking engagements, meetings and other 
events;
    2. To professional societies, civil clubs, industrial and other 
organizations, Federal, state and local government agencies, 
representatives of the news media, researchers, authors, Congress, and 
members of the public by posting such information on the Internet or in 
DOT publications to further of DOT mission and activities;
    3. To professional societies, civil clubs, industrial and other 
organizations, state and local governments, representatives of the news 
media, and other Federal, state and local government agencies for 
publications related to DOT's mission and activities;
    4. See ``Prefatory Statement of General Routine Uses'' (available 
at http://www.dot.gov/privacy/privacyactnotices). Other possible 
routine uses of the information, applicable to all DOT Privacy Act 
systems of records, are published in the Federal Register at 75 FR 
82132, December 29, 2010, and 77 FR 42796, July 20, 2012 (available at 
http://www.dot.gov/privacy).

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are stored electronically and/or on paper in 
secure facilities. Electronic records may be stored on magnetic disc, 
tape, digital media, and CD-ROM.

RETRIEVABILITY:
    Records may be retrieved by individual's name.

SAFEGUARDS:
    Records in this system are safeguarded in accordance with 
applicable rules and policies, including all applicable DOT automated 
systems security and access policies. Strict controls have been imposed 
to minimize the risk of compromising the information that is being 
stored. Access to records in this system is limited to those 
individuals who have a need to know the information for the performance 
of their official duties and who have appropriate clearances or 
permissions.

RETENTION AND DISPOSAL:
    DOT is preparing a new records disposition schedule (Standard Form 
115) for submission to the National Archives and Records Administration 
(NARA), which will include the following proposed retention periods: 
Records at the executive level (e.g. Secretary, Deputy Secretary, and 
Chief of Staff) are permanent. These records are cut off when 
superseded or obsolete, and are transferred to NARA one year after cut 
off. Other records will be retained for two years from the date of 
collection and then disposed.
    DOT will retain all records until a disposition schedule is 
approved by NARA.

SYSTEM MANAGER AND ADDRESS:
    For office of the secretary components of DOT, the system manager 
is the Director, Public Affairs, Department of Transportation, 1200 New 
Jersey Ave. SE., Washington, DC, 20590. For Operating Administrations 
of DOT, the System Manager can be found at http://www.dot.gov/briefingroom under ``Press Offices.''

NOTIFICATION PROCEDURE:
    Individuals seeking notification of and access to any record 
contained in this system of records, or seeking to contest its content, 
may submit a request in writing to the modal Privacy Officer where the 
records are kept whose contact information can be found at http://www.dot.gov/foia under ``Contact Us.'' If an individual believes more 
than one component maintains Privacy Act records concerning him or her, 
the individual may submit the request to the Departmental Freedom of 
Information Act Office, U.S. Department of Transportation, Room W94-
122, 1200 New Jersey Ave. SE., Washington, DC 20590, ATTN: FOIA 
request.
    When seeking records about yourself from this system of records or 
any other Departmental system of records your request must conform with 
the Privacy Act regulations set forth in 49 CFR part 10. You must sign 
your request, and your signature must either be notarized or submitted 
under 28 U.S.C. 1746, a law that permits statements to be made under 
penalty of perjury as a substitute for notarization. While no specific 
form is required, you may obtain forms for this purpose from the Chief 
Freedom of Information Act Officer, http://www.dot.gov/foia or 
202.366.4542. In addition you should provide the following:
    An explanation of why you believe the Department would have 
information on you;
     Identify which component(s) of the Department you believe 
may have the information about you;
     Specify when you believe the records would have been 
created;
     Provide any other information that will help the FOIA 
staff determine which DOT component agency may have responsive records; 
and
    If your request is seeking records pertaining to another living 
individual,

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you must include a statement from that individual certifying his/her 
agreement for you to access his/her records.
    Without this bulleted information the component(s) may not be able 
to conduct an effective search, and your request may be denied due to 
lack of specificity or lack of compliance with applicable regulations.

RECORD ACCESS PROCEDURES:
    See ``Notification procedure'' above.

CONTESTING RECORD PROCEDURES:
    See ``Notification procedure'' above.

RECORD SOURCE CATEGORIES:
    Records are obtained from DOT employees and other individuals who 
are the subject of such records. Collection and use of all records is 
voluntary and individuals may decline from providing such information 
for the purposes described within this notice.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

    Issued in Washington, DC on May 2, 2013.
Claire W. Barrett,
Departmental Chief Privacy Officer.
[FR Doc. 2013-10842 Filed 5-7-13; 8:45 am]
BILLING CODE 4910-9X-P