Document ID: DOT-OST-2008-0136-0001
Agency: dot
Document Type: Rule
Title: Privacy Act of 1974: System of Records
Posted Date: 2008-04-14T04:00Z

[Federal Register: April 14, 2008 (Volume 73, Number 72)]
[Notices]               
[Page 20084-20085]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr14ap08-102]                         

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

 
Privacy Act of 1974: System of Records

AGENCY: Office of the Secretary, 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.

DATES: Effective Date: May 27, 2008. 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.

ADDRESSES: Send comments to: Habib Azarsina, Departmental Privacy 
Officer, S-80, United States Department of Transportation, Office of 
the Secretary of Transportation, 1200 New Jersey Ave, SE., Washington, 
DC 20590, or habib.azarsina@dot.gov

FOR FURTHER INFORMATION CONTACT: Habib Azarsina, Departmental Privacy 
Officer, S-80, United States Department of Transportation, Office of 
the Secretary of Transportation, 1200 New Jersey Ave, SE., Washington, 
DC 20590, telephone 202-366-1965 or habib.azarsina@dot.gov

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/ALL 18.

SYSTEM NAME:
    International Freight Data System (IFDS).

SECURITY CLASSIFICATION:
    Unclassified, sensitive

SYSTEM LOCATION:
    Server: The server hosting the records will be housed at Integrated 
Communication Systems Inc., which is located at 5260 West View Drive, 
Frederick, Maryland 21703. Portal Location: This system of records will 
be accessed via a portal located at the Research and Innovative 
Technology Administration of the U.S. Department of Transportation, 
Room E36-120, 1200 New Jersey Avenue, SE., Washington, DC 
20590.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM OF RECORDS:
    This system contains information on members of the public who:
     Engage in international commerce and hold licenses, 
registrations and/or other certifications that Federal statutes 
authorize the Department of Transportation to monitor and/or regulate,
     Own, ship or transport international shipments of 
hazardous materials--whether by import, export or in-transit,
     Import automobiles or automobile parts made outside of the 
U.S.,
     Serve as crew on international commercial maritime 
vessels, or
     Ship Government Impelled Cargoes on international maritime 
vessels. Government Impelled Cargoes are cargo for which a Federal 
agency contracts directly for shipping by water or for which a Federal 
agency provides financing, including financing by grant, loan or loan 
guarantee, resulting in shipment of the cargo by water.

CATEGORIES OF RECORDS IN THE SYSTEM:
    In addition to transaction-level shipment and conveyance 
information on international freight flows into, from or transiting the 
U.S., the categories of records in IFDS include: Corporate and 
individual names and addresses (home addresses and telephone numbers 
are collected for those shippers and consignees who operate from home), 
their contact information (including telephone numbers, fax numbers and 
e-mail addresses) and titles; commercial drivers' license numbers and 
issuers; electronic signatures and signers' name, title, related 
information and date of signature; travel document numbers and issuing 
countries; nationalities of commercial parties such as conveyance 
owners and/or operators; and commercial operators' and/or crew members' 
dates of birth. Social security numbers are not collected in IFDS.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    49 U.S.C. 112 (section 7301, P.L. 109-59); 19 U.S.C. 1411(d) 
(section 405, P.L. 109-347)

PURPOSES:
    The U.S. Department of Transportation (DOT) has a variety of 
international missions that are carried out by its Operating 
Administrations (OAs) and have a direct impact on the movement of 
international freight. The International Freight Data System (IFDS) is 
an automated system that will provide participating DOT Operating 
Administrations (OAs) with international commercial information to 
perform their enforcement, statistical, analytical, modeling and policy 
responsibilities. The IFDS will interface with the U.S. Customs and 
Border Protection's (CBP) Automated Commercial Environment (ACE) 
program as well as the government-wide International Trade Data System. 
This will be a joint project of the following DOT OAs: Research and 
Innovative Technology Administration (RITA) (IFDS system manager): the 
National Highway Traffic Safety Administration (NHTSA); the Maritime 
Administration (MARAD); the Federal Aviation Administration (FAA); the 
Pipeline and Hazardous Materials Safety Administration (PHMSA); the 
Federal Motor Carrier Safety Administration (FMCSA); and the Federal 
Highway Administration (FHWA). Access to the IFDS will be limited to 
the statutory authority of each DOT OA to view and use the information. 
The IFDS is scheduled to deploy in 2008 and 2009.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Records maintained in the IFDS will be used as follows:
    (1) RITA: perform statistical, analytical, modeling and policy 
activities;
    (2) FAA: provide support for oversight of international hazardous 
materials shipments by air as well as statistical, analytical, and 
policy activities;
    (3) FHWA: perform statistical, analytical, modeling, and policy 
activities;
    (4) FMCSA: provide enforcement support for commercial truck and bus 
safety and related requirements as well as statistical, analytical, 
modeling, and policy activities;
    (5) MARAD: provide enforcement of crewing and Government-Impelled 
Cargoes requirements as well as statistical, analytical, and policy 
activities;
    (6) NHTSA: provide enforcement of auto safety for non-U.S. vehicles 
and parts as well as statistical, analytical, and policy activities; 
and
    (7) PHMSA: provide enforcement support for international hazardous 
materials shipments oversight as well as statistical, analytical and 
policy activities.
    (8) See Prefatory Statement of General Routine Uses.

[[Page 20085]]

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records will be stored in the International Freight Data System 
Database located at the System Manager site as well as at each 
participating DOT OA site. Any IFDS paper records will be stored at the 
Research and Innovative Technology Administration, Room E36-120, U.S. 
DOT Headquarters Building. There is one database (IFDS), which contains 
international freight data for use by DOT and maintained by RITA. The 
IFDS obtains its data for the Department of Transportation via an 
interface with the Department of Homeland Security, U.S. Customs and 
Border Protection, International Trade Data System.

RETRIEVABILITY:
    Records are retrievable by an individual's name and the categories 
listed in ``Categories of records in the system.''

SAFEGUARDS:
    Access to the system is limited to authorized users of IFDS and the 
system administrator managing user IDs and passwords. Physical access 
to the system and manual records is restricted through security guards 
and access badges required to enter the facility where IFDS equipment 
and records are located. The manual records storage location, Room E36-
120, is locked when not in use.

RETENTION AND DISPOSAL:
    Records maintained in the IFDS cover the most recent two to three 
year period depending upon the participating OA's particular needs and 
authorities. Historical data will be archived and maintained in a 
secure manner in accordance with federal regulations governing 
electronic data records retention and disposal in accordance with the 
National Archives and Records Administration's record retention 
schedule. Standard Form 115 will be used to gain authority for the 
disposition of the records.

SYSTEM MANAGER(S) AND ADDRESS:
    FDS Program Manager, Bureau of Transportation Statistics, Research 
& Innovative Technology Administration, Department of Transportation, 
Room E32-342, 1200 New Jersey Avenue, SE., Washington, DC 
20590.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether their information is 
contained in this system should address written inquiries to IFDS 
Program Manager, Bureau of Transportation Statistics, Research & 
Innovative Technology Administration, Department of Transportation, 
Room E32-342, 1200 New Jersey Avenue, SE., Washington, DC 
20590. Requests should include name, address and telephone number and 
describe the records you seek.

RECORD ACCESS PROCEDURES:
    Same as ``Notification procedure.''

CONTESTING RECORD PROCEDURES:
    Same as ``System Manager.''

RECORD SOURCE CATEGORIES:
    Information on individuals is provided to IFDS by the Department of 
Homeland Security through Customs and Border Protection's Automated 
Commercial Environment (ACE) and the ITDS. International traders and 
carriers or their agents provide this information to ACE in order to 
facilitate Federal pre-clearance of international cargoes, including 
their compliance with all Federal regulations governing import into, 
export from or transiting of the United States and its territories.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

Habib Azarsina,
Departmental Privacy Officer, DOT/OST/S-83.
 [FR Doc. E8-7880 Filed 4-11-08; 8:45 am]

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