Document ID: DOT-OST-2009-0092-0012
Agency: dot
Document Type: Rule
Title: Privacy Act; Systems of Records
Posted Date: 2009-06-24T04:00Z

[Federal Register Volume 74, Number 120 (Wednesday, June 24, 2009)]
[Notices]
[Pages 30201-30203]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-14837]

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

Privacy Act of 1974: System of Records

AGENCY: Federal Highway Administration, Department of Transportation 
(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 entitled the ``National Highway Institute Web site (NHIW) 
and Course Management and Tracking System (CMTS)''. The system will 
contain information on customers and instructors who use or contribute 
services to the National Highway Institute. The NHIW does not contain 
any information about individuals, just course and session data that is 
stored in CMTS. Additional information on this system is described in 
the

[[Page 30202]]

Supplementary Information section of this notice.

DATES: Effective Date: August 3, 2009. 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: Habib Azarsina, Departmental Privacy 
Officer, Department of Transportation, Office of the Secretary, 1200 
New Jersey Avenue, SE., Washington, DC 20003, 202-366-1965 (telephone), 
202-366-7870 (fax), habib.azarsina@dot.gov (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 221.

SYSTEM NAME:
    National Highway Institute Web site (NHIW) and Course Management 
and Tracking System (CMTS).

SECURITY CLASSIFICATION:
    Sensitive, Unclassified.

SYSTEM LOCATION:
    This system is located in the National Highway Institute (NHI), 
Federal Highway Administration, 4600 N. Fairfax Drive, Suite 800, 
Arlington, VA 22203.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM OF RECORDS:
    CMTS contains information on customers and instructors who use or 
contribute services to the National Highway Institute. The NHIW does 
not contain any information about individuals, just course and session 
data that is stored in CMTS. When customers create accounts on NHIW to 
enroll in training, they are really creating an account in the User 
Profile and Access Control System (UPACS), and the information is 
stored in CMTS under the Customer module.

CATEGORIES OF RECORDS IN THE SYSTEM:
    CMTS contains records related to the administration of the 
training. Personally identifiable information in CMTS consists of 
customer names, work address, e-mail address, and work telephone number 
and instructor names and e-mail addresses. The NHIW contains training 
course and session information stored in CMTS that does not pertain to 
individuals and is available for public viewing.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Safe, Accountable, Flexible, Efficient Transportation Equity Act: A 
Legacy for Users (SAFETEA-LU), Public Law 109-59.

PURPOSES:
    FHWA has been given the responsibility of enhancing the highway 
movement of people and goods, while also ensuring the safety of the 
traveling public, promoting the efficiency of the transportation 
system, and protecting the environment. One vital component involved in 
reaching those goals is providing training pertaining to highway 
activities, particularly in making sure that professionals and members 
of the public have access to the best, most accurate information. 
Towards this goal, NHI develops and implements applicable training 
programs. To manage this increasingly complex task and to make the 
training process more accessible and useful NHI uses NHIW and a back-
end database (CMTS) to support this public site. The NHIW, http://www.nhi.fhwa.dot.gov, is available to the general public and displays 
NHI's training information. Through this site, members of the public 
can sign up for and take NHI-developed training, link to a separate 
government web site to pay for that training, schedule and participate 
in a Web conference, and download resources for developing courses. In 
addition, the NHIW offers the ability to purchase course materials. 
CMTS supports the NHIW by maintaining course development information, 
customer records, invoices, instructor records and contract data. There 
is a direct link between NHIW and CMTS.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The records are used to administer training and for program 
evaluation purposes. Only federal program staff and contractors 
directly involved in administering the program have access to the 
information stored in CMTS.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in an electronic database and in paper files.

RETRIEVABILITY:
    Records are retrieved by participant name, course number, 
instructor name, contract number, and invoice number.

SAFEGUARDS:
    Access to records in the electronic database is limited to program 
staff and protected via password controls. Physical access to the 
server and paper files is limited to appropriate personnel through 
building key cards and room-access keypads. Other security measures 
include firewalls, routine scans and monitoring, back-up activities, 
and security background checks.

RETENTION AND DISPOSAL:
    The records retention schedules for these systems are pending 
National Archives and Records Administration (NARA) approval. The 
proposed retention period for this system is for the information to be 
maintained indefinitely.

SYSTEM MANAGER AND ADDRESS:
    Director of Training, Federal Highway Administration, 4600 N. 
Fairfax Drive, Suite 800, Arlington, VA 22203.

NOTIFICATION PROCEDURE:
    Individuals wishing to know if their records appear in this system 
may make a request in writing to the System Manager. The request must 
include the requester's name, mailing address, telephone number and/or 
e-mail address, a description and the location of the records 
requested, and verification of identity.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to information about them in this system 
should apply to the System Manager, following the same procedure as 
indicated under ``Notification procedure.''

CONTESTING RECORD PROCEDURES:
    Individuals seeking to contest the content of information about 
them in this system should apply to the System Manager, following the 
same procedure as indicated under ``Notification procedure.''

RECORD SOURCE CATEGORIES:
    The customer records are obtained from forms that customers 
complete at training sessions, that are then entered directly in the 
system by program personnel or transactions (weekly patches) that occur 
via NHIW. Instructor records are obtained directly from the 
instructors. Data is entered directly in the system by program staff or 
by transactions (weekly patches) that occur via NHIW.

[[Page 30203]]

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

DATE OF UPDATE:
    June 3, 2009.

    Dated: June 18, 2009.
Habib Azarsina,
Departmental Privacy Officer, 202-366-1965.
[FR Doc. E9-14837 Filed 6-23-09; 8:45 am]
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