DOT/NHTSA 401
System name: Docket System.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Information Resource Management, Technical Information Services, NAD-40, 400 7th Street, SW, Room 5111, Washington, DC 20590.
Categories of individuals covered by the system: Individuals who have commented on notices of NHTSA appearing in the Federal Register. Authors of reports that are added to the docket as background information.
Categories of records in the system: Summary of the nature of the comment or the report, date written and filed, author affiliation.
Authority for maintenance of the system: 49 CFR Part 7 7.45, and Part 7, App.F.
Purpose(s): Gather information for use in the NHTSA Reference Docket
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To gather information on responses to rules promulgated by NHTSA. Users are both NHTSA staff members and public. Other uses include searching for background data on standards, determining areas for further research, and preparation for litigation. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual file.
Retrievability: By individual name.
Safeguards: Records are maintained in a Technical Reference Library.
Retention and disposal: Indefinitely held.
System manager(s) and address: Office of Information Resource Management, Technical Information Services, Department of Transportation, National Highway Traffic Safety Administration, NAD-40, Room 5111, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: From letters freely sent to NHTSA by the public; publications used by engineers in writing standards.
Exemptions claimed for the system: None.
DOT/NHTSA 402
System name: Highway Safety Literature Personal Author File.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Transportation Research Board, 2101 Constitution Ave., NW., Washington, DC 20418.
Categories of individuals covered by the system: Writers of technical articles and reports who have authored publications selected for inclusion in the Highway Safety Literature database.
Categories of records in the system: Bibliographic information giving title of article, book, or paper written; journal or other publication in which it appears; date of publication; abstract. The file is similar in nature to the card
catalog of a library.
Authority for maintenance of the system: 5 U.S.C. 301, 49 U.S.C. 322.
Purpose(s): Gather technical articles and reports for inclusion in NHTSA's Highway Safety Literature catalog.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Users are principally NHTSA staff members and their contractors who require literature searches prior to performing research. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: By individual name.
Safeguards: Records are stored in file cabinets. Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Office of Information Resource Management, Technical Information Services, Department of Transportation, National Highway Traffic Safety Administration, NAD-40, 400 7th Street, SW., Room 5111, Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Publications related to highway safety.
Exemptions claimed for system: None.
DOT/NHTSA 411
System name: General Public Correspondence System.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of the Executive Secretariat, NOA-10, 400 7th Street, SW., Room 5221, Washington, DC 20590.
Categories of individuals covered by the system: Individuals who have requested information or advice from the Agency.
Categories of records in the system: Correspondence with individuals who have requested information or advice on promoting devices.
Authority for maintenance of the system: 5 U.S.C. 301, 49 U.S.C. 322.
urpose(s): Provide agency with background information on number of issues, reports, etc., and/or who seek guidance from NHTSA.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Reference purposes. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: In file folders.
Retrievability: By individual name.
Safeguards: Conserva-Files; locked when not in use. Retention and disposal: Records are retained for one year and are then discarded.
System manager(s) and address: Department of Transportation, National Highway Traffic Safety Administration, Office of the Executive Secretary, NOA-10, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individuals.
Exemptions claimed for the system: None.
DOT/NHTSA 413
System name: Odometer Fraud Data Base Files.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Adm., NHTSA, Safety Assurance (NSA-01), Odometer Fraud Staff (NSA- 20), 400 Seventh Street, SW., Room 5321, Washington, DC 20590
Categories of individuals covered by the system: Suspects, defendants, witnesses, informants, automobile dealers, and victims of odometer fraud.
Categories of records in the system: Information on suspects, defendants, witnesses, informants, motor vehicles, automobile dealers, victims and other related data obtained through Federal grand jury subpoenas. Information may contain addresses, dates of birth, financial data, criminal history records, business records, and numerous other data obtained through Federal grand jury subpoenas.
Purposes(s): To gather information to be used in allegations of odometer fraud. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Files are maintained for use in criminal investigations and to support criminal prosecutions by the United States Department of Justice. Data are released also to authorized State and Federal law enforcement agencies and personnel and to victims under 42 U.S.C. 10606(b)(7). See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: File folder storage and in an electronic database.
Retrievability: By individual name, dealer name, complainant name, case number and vehicle identification number.
Safeguards: Locked files and restricted electronic access. Files are regularly used only by members of the Odometer Fraud Staff.
Retention and disposal: Retained for five years after case is closed, then destroyed.
System manager(s) and address: Department of Transportation, National Highway Traffic Safety Administration, Attn: Chief, Odometer Fraud Staff, 400 Seventh Street, SW., Room 6208, Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Victims, automobile dealers, banks, State motor vehicle departments, State and Federal law enforcement agencies, and other sources used during the course of criminal investigations.
Exemptions claimed for the system: None.
DOT/NHTSA 415
System name: Office of Defects Investigation/Defects Information System, ODI/
DIMS.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Defects Investigation, NSA-01, 400 7th Street, SW., Room 2403, Washington, DC 20590.
Categories of individuals covered by the system: Vehicle owners.
Categories of records in the system: Vehicle identification, vehicle problem.
Authority for maintenance of the system:
Purpose(s): To gather information/evidence in the conduct of alleged defective vehicles or vehicle equipment.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Check complaints about vehicle defects to spot trends, resulting in investigations of the vehicle model. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Disc pack and paper file.
Retrievability: Identification number for each vehicle owner. Safeguards: Coded entry numbers.
Retention and disposal: Eight years or indefinite.
System manager(s) and address: Chief, Special Projects Staff, Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Defects Investigation, NSA-10, 400 7th Street, SW., Room 5326, Washington, DC 20590.
Notification procedure: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Director, Office of Information Resource Management, Technical Information Services, NAD-40, 400 7th St., SW., Room 5111, Washington, DC 20590.
Record access procedures: Same as ``Notification procedure''.
Contesting record procedures: Same as ``Notification procedure''.
Record source categories: General public, State highway offices, insurance companies, vehicle manufacturers.
Exemptions claimed for the system: None.
DOT/NHTSA 417
System name: National Driver Register, NDR.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Research and Traffic records, Driver and Traffic Records Division, NTS-24, 400 7th Street, SW., Room 6124, Washington, DC 20590.
Categories of individuals covered by the system: Persons who have had their driver's license denied, withdrawn, revoked or suspended for cause, or who have been convicted of certain services traffic violations as reported by State/Territorial driver licensing authorities.
Categories of records in the system: NDR records include: The reporting jurisdiction, the subject's full name, other names used, date of birth, driver license number and/or social security number (if used by the reporting jurisdiction), sex, height, weight, eye color, the reason for withdrawal, the date of the withdrawal, and the date eligible for restoration of driving privilege or the date license was actually restored. Frequently the physical data are not provided by the reporting agency.
Purpose(s): To provide information regarding individuals who have had their driver licenses revoked, suspended or otherwise denied for cause, or who have been convicted of certain traffic violations, etc.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Provide identification of drivers who have had their licenses withdrawn, suspended, revoked or otherwise denied for cause, or who have been convicted of certain traffic violations, in response to inquiries from State or Federal driver licensing officials. See Prefatory Statement of General routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: The NDR master file is maintained on disk storage. Source data received as manual input (i.e. forms, letters) are converted to disk storage. Source data received on magnetic tape are converted into printed listings. All source data are batch filed.
Retrievability: The master file is indexed by surname and refined by program application using screening criteria such as given names, date of birth and physical characteristics.
Safeguards: The data files are maintained in a building under surveillance by a 24-hour guard force. In addition, the spaces in which the files are maintained are equipped with lockable doors, which are locked when vacated. All NDR employees are briefed on NDR security requirements and their responsibilities.
Retention and disposal: Records of actions that have been canceled or rescinded are purged from the file upon receipt of notification from the reporting jurisdiction. Other records are retained for seven or five years depending on the reason for withdrawal of the individual's license. Withdrawals for drunk driving, hit and run, fatal accident, felony and misrepresentation are retained for seven years. Records of ``habitual offenders'' as stipulated by certain states are retained indefinitely, unless otherwise requested by the reporting state. All other master file records are retained for five years. Magnetic tape records are erased by degaussing, using 86db degaussing equipment, prior to disposing of the tapes. Shredding destroys paper source data reports of withdrawal.
System manager(s) and address: Chief, National Driver Register, National Highway Traffic Safety Administration, NTS-24, Department of Transportation, Room 6124, Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Driver licensing administrators of the States, and the District of Columbia, or the agencies within the jurisdictions responsible for such records.
Exemptions claimed for the system: None.
DOT/NHTSA 422
System name: Temporary Exemption Petitions.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Chief Counsel, NCC-01, 400 7th Street, SW., Room 5219, Washington, DC 20590.
Categories of individuals covered by the system: Petitioners (commercial entities) seeking exemption from Federal motor vehicle safety standards.
Categories of records in the system: Income statement and balance sheets, production information.
Authority for maintenance of the system: 49 U.S.C. 30113.
Purpose(s): Gather information regarding exemptions and possible penalties on Federal motor vehicle safety standards.
Disclosure to consumer reporting agencies: None.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: For consultation by attorneys while file is active; copies in public docket. See Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Office files.
Retrievability: Temporary exemptions; filed by corporation's names.
Safeguards: Available only to the System manager and his secretary.
Retention and disposal: Permanent retention.
System manager(s) and address: Senior Staff Attorney, Department of Transportation, National Highway Traffic Safety Administration, Office of Chief Counsel, NCC- 01, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Department of Transportation, National Highway Traffic Safety Administration, Office of Chief Counsel, NCC-01, 400 7th Street, SW., Room 5219, Washington, DC 20590.
Record access procedures: Same as ``Notification procedure.''
Contesting record procedures: Same as ``Notification procedure.''
Record source categories: Petitioners.
Exemptions claimed for the system: None.
DOT/NHTSA 431
System name: Civil Penalty Enforcement Files.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, Office of the Chief Counsel, NCC-01, 400 7th Street, SW., Room 5219, Washington, DC 20590.
Categories of individuals covered by the system: Persons against whom civil penalties are sought or contemplated for violations of NHTSA-administered statutes.
Categories of records in the system: Investigatory records of alleged violations.
Authority for maintenance of the system: 49 U.S.C. 30165.
Purpose(s): Gather information for use by agency in possible civil suits for penalty violations.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Office files.
Retrievability: Files in CIR numerical order.
Safeguards: Available only to the System Manager and his secretary.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Senior Staff Attorney, Department of Transportation, National Highway Traffic Safety Administration, Office of Chief Counsel, NCC- 01, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Department of Transportation, National Highway Traffic Safety Administration, Office of Chief Counsel, NCC-01, 400 7th Street, SW., Room 5219, Washington, DC 20590.
Record access procedures: Same as ``Notification procedure.''
Contesting record procedures: Same as ``Notification procedure.''
Record source categories: NHTSA investigations and tests.
Exemptions claimed for the system: None.
DOT/NHTSA 436
System name: Contract Grievance Records.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, NHTSA, Office of Human Resources, NAD-20, 400 7th Street, SW., Room 5306, Washington, DC 20590.
Categories of individuals covered by the system: Employees in the non-professional exclusive unit covered by the NHTSA/AFGE contract of March 5, 1974.
Categories of records in the system: Information or documents relating to a decision by the Administration or an arbitrator affecting an individual.
Purpose(s): To substantiate or deny allegations relating to employee grievances.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To respond to the Federal Labor Relation Authority in connection with an Unfair Labor Practice Procedure or to respond to the appeal of an arbitration award. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Maintained in file folders and index cards.
Retrievability: Retrieved by names of grievant(s).
Safeguards: Access limited to those with official ``need to know.'' Personnel screening is employed to prevent unauthorized disclosure.
Retention and disposal: The records are maintained up to 3 years and then retired to the Washington National Records Center.
System manager(s) and address: Director, Office of Human Resources, department of Transportation, National Highway Traffic Safety Administration, NAD- 20, 400 7th Street, SW., Room 5306, Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individual to who record pertains and/or representative; agency officials; employees; witnesses; official documents; etc.
Exemptions claimed for the system: None.
DOT/NHTSA 463
System name: Motor Vehicle Importation Information, MVII.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, National Highway Traffic Safety Administration, Office of Vehicle Safety Compliance, NSA-32, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Importers or declarants of imported motor vehicles and motor vehicles equipment, both private and commercial.
Categories of records in the system: Forms HS-7, declaration on motor vehicles and motor vehicle equipment subject to Federal Motor Vehicle Safety Standards. Customs reports of declarations and inspections. Records relating to refusal of entry or penalties, and in some instances law enforcement and court records in alleged fraud cases.
Purpose(s): Gather information on importation compliance of motor vehicle and motor vehicle equipment.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records may be released to the Environmental Protection Agency for compliance with the Clean Air Act and to the United States Customs Service for import requirements. Released to State divisions of motor vehicles for state purposes and to law enforcement agencies in alleged fraud cases. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper forms and computer disc tapes.
Retrievability: By name of importer or declarant, addressee(s) vehicle or vehicle identification, customs district and entry number, and port of entry.
Safeguards: Disc or tape may be accessed only by discrete identification code known to the System Manager and staff. Hard paper copies are maintained in locked cabinets.
Retention and disposal: Hard paper copy is retained one year if no official claims are lodged against importer or declarant. Disc and tapes retained for period of United States Customs Service statute of limitations before erasure.
System manager(s) and address: Chief, Verification Division, Office of Vehicle Safety Compliance, National Highway Traffic Safety Administration, NSA-32, Department of Transportation, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Forms executed by importers or declarants for the NHTSA, United States Customs Service, and the Environmental Protection Agency.
Exemptions claimed for the system: None.