Research and Special Programs Administration
DOT/RSPA 02
System name: National Defense Executive Reserve, NDER, File.
Security classification: Unclassified, sensitive.
System location: Some records are held only in the Office of Emergency Transportation while others are held at various locations in the custody of officials in the several regions, as indicated in the paragraph labeled ``Categories of records'' below. Holdings of the Regional Directors-designate and Deputy Directors-designate are partial duplications of the Regional Emergency Transportation Coordinator, RETCO, files and may be accessed through the applicable RETCO. The RETCO and the Regional Emergency Transportation Representative, RETREP, for each region may be contacted directly at the addresses shown below. The Regional Director-designate and Deputy Director-designate for each region may be contacted by addressing mail in care of the RETCO for that region at the address shown in the following list: Regions 1 and 2, First Coast Guard District, 408 Atlantic Avenue, Boston, MA 02110. Region 3, Federal Highway Administration, 10 South Harvard Street, Suite 4000, Baltimore, MD 21201. Region 4, Federal Aviation Administration Southern Region, PO Box 20636, Atlanta, GA 30320. Region 5, Federal Highway Administration, 19900 Governors Drive, Suite 301 Olympia fields, IL 60461 Region 6, Federal Aviation Administration Southwest Region, 2601 Meacham Blvd., Ft. Worth, TX 76137-4298. Region 7, Federal Highway Administration, P.O. Box 419715, Kansas City, MO 64141. Region 8, Federal Highway Administration, 555 Zang Street, Room 400, Denver, CO 80225. Region 9, Pacific Area United States Coast Guard, Coast Guard Island, Alameda, CA 94501. Region 10, 13th Coast Guard District, Federal Bldg., Rm. 3590, 915 Second Ave., Seattle, WA 98174 Alaska Region, Federal Aviation Administration Alaskan Region, 222 W 7th Ave.,
Categories of individuals covered by the system: Upper, middle, and lower management members of the transportation industry, university professors, lawyers, labor leaders, and businessmen who are candidates for membership in NDER, active members of NDER, or who are former members whose membership has been terminated by death, resignation or involuntary release, and emeritus members.
Categories of records in the system: Personnel and security forms completed by individuals consisting of applications, statements of understanding by employers, security and identification data from individuals, certificates of appointment and reappointment and a personal data sheet for each Reservist which presents a summary of pertinent data including a photograph.
Authority for maintenance of the system: Defense Production Act of 1950 and Executive Order 11179.
Purpose(s): This is a government-wide program to recruit and train a cadre of volunteer executives from the private sector to serve in key Federal management positions during periods of national defense emergencies.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Internal personnel management of the NDER for the Department of Transportation, which includes staff action and exchange of data with the Office of the Director, Federal Emergency Management Agency, who is responsible for the entire National Defense Executive Reserve Program. These records are available to the Secretary, any Secretarial Officer, Head of an Operating Administration, or their designated subordinates who require access in the pursuit of their duties, to the Director and staff of OET, and the RETCOs and their staff.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Individual records are maintained in a manual system in a locked file room consisting of a filing jacket with the individual's name tabbed and containing all papers pertaining to him or her, except the following, which are maintained as stated. Mailing lists are maintained using a personal computer.
Retrievability: Indexed alphabetically by name. Retrieved manually.
Safeguards: Maintained in metal file containers or other standard office equipment.
Retention and disposal: Held for five years from date of separation and then destroyed.
System manager(s) and address: Research and Special Programs Administration (DPB-30), Director of Emergency Transportation, Department of Transportation (Room 8330), Washington, DC 20590.
Notification procedure: Inquiries may be addressed to any of the offices and officials listed under ``System locations''. Individuals requesting such information must sign the request personally and include in the text of the request suitable identification. Alternatively, personal visits to the above locations with presentation of suitable identification will enable individual to learn of and have access to his or her record.
Record access procedures: Individual may secure or obtain information on procedures for gaining access to records by (1) referral to the information sheet issued to him or (2) addressing a written query to the offices cited under `System location' above (except the Emergency Facilities Liaison Officer, FAA Records Center, West King Street and South Maple Avenue, Martinsburg, WV 25401, which maintains duplicate files in storage only) or (3) presenting himself or herself in person to those offices.
Contesting record procedures: Same as ``Record access procedures.''
Record source categories: Personal data submitted by the individual; data from his or her employer; recommendations for the system: Investigative data compiled for law enforcement purposes may be exempt from access pursuant to 5 U.S.C. 552a (j)(2), (k)(1), or (k)(2). From colleagues; mailing data from existing distribution system.
Exemptions claimed for the system: None.
DOT/RSPA 04
System name: Transportation Research Activities Information Service, TRAIS.
Security classification: Unclassified, Sensitive
System location: Department of Transportation, DOT, Research & Special Programs Administration, RSPA, Transportation Systems Center, TSC, Kendall Square, Cambridge, MA 02142.
Categories of individuals covered by the system: Program/Project Managers and research investigators.
Categories of records in the system: Notification of Technical Research and Development.
Authority for maintenance of the system: 49 U.S.C. 112(d)(3).
Purpose(s): To maintain information concerning on-going and completed research and development accomplishments.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information on on-going and completed research and development accomplishments. 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: Computer disc storage and magnetic tape.
Retrievability: Retrievable by keywords and unique accession number assigned by Data Base Administrator; batch process or on-line interaction.
Safeguards: Physical security--user identification and passwords.
Retention and disposal: Up to three-year retention and then tape is reused which destroys previous data.
System manager(s) and address: Chief, Transportation Research Activity Information Services Branch, TST-25.1, Department of Transportation, Office of the Secretary, 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: Contract Awards from Contracting Offices, Publication of Technical Report.
Exemptions claimed for the system: None.
DOT/RSPA 05
System name: Transportation Research Information Service On Line, TRIS-On- Line.
Security classification: Unclassified, Sensitive.
System location: Department of Transportation, DOT, Office of the Secretary, OST, System physically located at the: Battelle Laboratories, Columbus, OH.
Categories of individuals covered by the system: Program/Project Managers and authors of reports.
Categories of records in the system: Notification of technical research and technical reports.
Authority for maintenance of the system: 49 U.S.C. 112(d)(3).
Purpose(s): To maintain information concerning on-going and completed research and development accomplishments.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information on on-going and completed research and development accomplishments. 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: Computer disc storage and magnetic tape.
Retrievability: Retrievable by keywords and accession number assigned by Data Base Administrator, batch or on-line interaction.
Safeguards: Physical security--User identification keywords and passwords.
Retention and disposal: Up to five-year accessibility, tape goes to archival storage.
System manager(s) and address: Chief, Transportation Research Information Services Branch, TST- 25.1, Department of Transportation, Office of the Secretary, 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: Contract awards received from Contracting Offices, Publication of Technical Reports.
Exemptions claimed for the system: None.
DOT/RSPA 06
System name: Emergency Alerting Schedules.
Security classification: Unclassified, sensitive.
System location: These records are located in the national headquarters of the Offices of the Secretary; the heads of operating administrations, regional offices of the Regional Emergency Transportation Coordinators, the Regional Administrators, Directors and Commanders of the operating administrations and in headquarters of operating administrations divisions, district commands, and other field offices of the Department.
Categories of individuals covered by the system: Professional and clerical employees and military members of the United States Government, Directors--designate and Deputy Directors-- designate and members of the National Defense Executive Reserve who have been given emergency billet assignments within the Department of Transportation Emergency Structure.
Categories of records in the system: The Alerting Charts and Schedules show names and office and home telephone numbers of individuals in calling sequence and are listed by national headquarters and by regional offices; also contain similar listings designed for management convenience within DOT and the operating elements. Authority for maintenance of the system: DOT Order 1910.2C, dated May 1980.
Purpose(s): A team of individuals who can carry out the essential functions of the Department of Transportation if the need arises.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: For identification of individuals required to ensure viability of DOT in the immediate preattack--transattack--postattack period of a national defense emergency. Available to the Secretarial Officers, heads of operating administrations or designated subordinates (national and regional) and to individuals listed. 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: Publication is maintained in stock, in listings in each office of
record, and in standard filing equipment in locked file rooms.
Retrievability: Manually by position listing.
Safeguards: Metal file containers or other standard office equipment secured in a locked file room during office duty hours.
Retention and disposal: Retained until republished then destroyed.
System manager(s) and address: Director of Emergency Transportation, DET-1, Department of Transportation, Research and Special Programs Administration, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Inquiries may be addressed to any of the offices listed under ``System Locations.'' Individuals requesting such information must sign the request and include suitable identification. Alternatively, personal visits to the above locations with presentation of the above credentials will enable individual to learn of and have access to his or her record.
Record access procedures: Individual may secure or obtain information on procedures for gaining access to records by (1) referral to the information sheet issued to him or (2) addressing a written query to the offices cited under System Location, (except the Facility Manager, FAA Records Center, West King Street and South Maple Avenue, Martinsburg, WV 25401, who maintains duplicate files in storage only) or (3) presenting himself to those offices.
Contesting record procedures: Same as ``Record access procedures.''
Record source categories: Office or Agency of employment.
Exemptions claimed for the system: None.
DOT/RSPA 08
System name: Technical Pipeline Safety Committees for Natural Gas and Hazardous Liquid.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, DOT, Research and Special Programs Administration, Office of Pipeline Safety, 400 7th Street, SW., Room 2335, Washington, DC 20590.
Categories of individuals covered by the system: Members of Technical Pipeline Safety Standards Committee. Members of Technical Hazardous Liquid Pipeline Safety Standards Committee. Intermittent consultants.
Categories of records in the system: Biographical data in support of member's nomination. Letters announcing member's appointment/reappointment. Personnel Actions.
Authority for maintenance of the system: 49 CFR Parts 190 through 195
Purpose(s): To provide a guiding group to ensure that the interests of all pipeline stakeholders are represented, for providing a forum for discussing program plans and activities of the Office of Pipeline Safety.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: General reference purposes for support functions. 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: Alphabetically by name within subject area.
Safeguards: Room locked after hours, most information is public knowledge.
Retention and disposal: Kept indefinitely.
System manager(s) and address: Advisory Committee Executive Director, Department of Transportation, Office of Pipeline Safety, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Address inquiries to System manager including individual's name.
Record access procedures: Information may be obtained from the System manager.
Contesting record procedures: Same as for Access above.
Record source categories: Biographical Information (DOT Form F 1120.1) Travel Vouchers (SF 1012). Certificate of Consultant's Services. Press releases. Administrative Correspondence/Memorandums.
Exemptions claimed for the system: None.
DOT/RSPA 09
System name: Hazardous Materials Incident Telephonic Report System.
Security classification: Sensitive.
System location: United States Department of Transportation, The John A. Volpe National Transportation Systems Center Kendall Square, Cambridge, MA 02142
Categories of individuals covered by the system: Individuals included in the system are those making telephonic reports, either as a private citizen or as a representative of the company involved, to the National Response Center, NRC, operated by the USCG or to the EPA or to the USCG Office of Marine Safety, Security & Environmental Protection, OMSSEP, of certain releases of hazardous materials. The system may also contain information on individuals affected by reported incidents.
Categories of records in the system: Records of telephonic reports of incidents involving the release of hazardous materials or environmental pollutants received by the NRC acting on behalf of the Research and Special Programs Administration, RSPA, the USCG, and/or the EPA, or made by or to the EPA or the OMSSEP USCG.
Authority for maintenance of the system: 49 CFR 191.5 and 195.52. Purpose(s): To provide early notification of hazardous liquid and natural gas pipeline releases.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To disclose pertinent information to Federal, state, and local governmental agencies responsible for responding to incidents involving the release of hazardous materials to assist in efforts to protect life, health, safety, and environmental conditions; to enforce related Federal, state, and local regulations; or to evaluate or develop regulatory programs. To disseminate information on the transportation of hazardous materials to industrial, commercial, educational, scientific, research, or private entities to assess trends, risks, consequences, or other potentialities associated with the release of hazardous materials during transportation, or to analyze factors affecting hazardous materials incidents. To disseminate information to the public media for use in informing the public of issues related to the transportation of hazardous materials. The general routine uses in the prefatory statement apply to these records.
Disclosure to consumer reporting agencies: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: These records are maintained on magnetic media.
Retrievability: Records are retrievable by all entered fields including the names of individuals included in the record.
Safeguards: Access to all computer files is controlled through user-name/ password access procedures. The computer on which data is recorded is maintained in an access-controlled room in an access-controlled building.
Retention and disposal: Records are retained permanently on magnetic disk or tape.
System manager(s) and address: For records collected by the Office of Hazardous Materials Transportation, RSPA, pursuant to 49 CFR 171.15: Information Systems Manager, Office of Hazardous Materials Transportation, DHM-63, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590. For records collected by the Office of Pipeline Safety, RSPA, pursuant to 49 CFR 191.5, 49 CFR 195.52, 49 CFR 192.612, and 49 CFR 195.413: Information Resources Manager, Office of Pipeline Safety, DPS-21, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590.
Notification procedure: Inquiries should be directed to the appropriate system manager at the given address.
Record access procedures: Contact the appropriate system manager at the given address for information on procedures for gaining access to records.
Contesting record procedures: Same as record access procedures.
Record source categories: Information in this system of records is provided by the individuals covered by this system; companies; Federal, state, and local governmental agencies; and other entities reporting releases of hazardous materials that occurred during transportation or that affect the environment.
Exemptions claimed for the system: None.
DOT/RSPA 10
System name: Hazardous Materials Incident Written Report System.
Security classification: Unclassified, Sensitive.
System location: United States Department of Transportation, Research and Special Programs Administration, 400 Seventh Street, SW., Washington, DC, 20590, United States Department of Transportation, The John A. Volpe National Transportation Systems Center, Kendall Square, Cambridge, MA 02142.
Categories of individuals covered by the system: Individuals included in the system are those affected by releases of hazardous materials during transportation (including transportation by pipeline) whose names and other personal information may have been included in narrative descriptions of the incident.
Categories of records in the system: Records of incidents involving the release of hazardous materials during transportation (including transportation by pipeline) submitted by the carrier pursuant to 49 CFR 171.16, 191.9, 191.15, 195.54, and 195.58. Authority for maintenance of the system: 49 CFR 191.9 through 191.27 and 195.54, 195.55.
Purpose(s): To provide written reports for hazardous liquid and natural gas pipeline releases, and annual reports for natural gas pipeline operator total mileage and description of operator's system.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To disclose pertinent information to Federal, state, and local governmental agencies responsible for oversight of incidents involving the release of hazardous materials to assist in efforts to protect life, health, and safety; to enforce related Federal, state, and local regulations; or to evaluate or develop regulatory programs. To disseminate information on the transportation of hazardous materials to industrial, commercial, educational, scientific, research, or private entities to assess trends, risks, consequences, or other potentialities associated with the release of hazardous materials during transportation, or to analyze factors affecting hazardous materials incidents. To disseminate information to the public media for use in informing the public of issues related to the transportation of hazardous materials. The general routine uses in the prefatory statement apply to these records.
Disclosure to consumer reporting agencies: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: These records are maintained on magnetic disk. Duplicate paper, microfilm or electronic image copies are also retained by RSPA in file cabinets.
Retrievability: Computer records are retrievable by all entered fields including the name of individuals included in the record. Paper, microfilm, and electronic image copies are not retrievable by individual name or other personal identifier except through use of the search capabilities of the computer records.
Safeguards: Access to all computer and electronic images are controlled through user-name/password access procedures. The computer on which data is recorded is maintained in an access-controlled room in an access-controlled building. Paper and microfilm copies are stored in a room locked during non-duty hours.
Retention and disposal: Records are retained permanently on magnetic disk or tape. Paper or microfilm copies are also retained permanently.
System manager(s) and address: For records collected by the Office of Hazardous Materials Transportation, RSPA, pursuant to 49 CFR 171.16: Information Systems Manager, Office of Hazardous Materials Transportation, DHM-63, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590. For records collected by the Office of Pipeline Safety, RSPA, pursuant to 49 CFR 191.9, 191.15, 195.54, or 195.58: Information Resources Manager, Office of Pipeline Safety, DPS-21, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590.
Notification procedure: Inquiries should be directed to the appropriate system manager at the given address.
Record access procedures: Contact the appropriate system manager at the given address for information on procedures for gaining access to records.
Contesting record procedures: Same as ``Record access procedures.''
Record source categories: Information in this system of records is provided by individuals acting on behalf of the carriers that experience releases of hazardous materials during transportation (including transportation by pipeline).
Exemptions claimed for the system: None.
DOT/RSPA 11
System name: Hazardous Materials Information Requests System.
Security classification: Unclassified, Sensitive.
System location: United States Department of Transportation, Research and Special Programs Administration, 400 Seventh Street, SW., Washington, DC 20590; United States Department of Transportation, The John A. Volpe National Transportation Systems Center, Kendall Square, Cambridge, MA 02142.
Categories of individuals covered by the system: Individuals included in the system are those requesting information from the Hazardous Materials Information Systems, HMIS, or requesting the Research and Special Programs Administration, RSPA, publication, North American Emergency Response Guidebook.
Categories of records in the system: Records of requests for information from governmental, commercial, or public media entities, or from private citizens. Authority for maintenance of the system: 49 CFR Parts 191.9 through 191.27 and 195.54, 195.55.
Purpose(s): To provide written reports for hazardous liquid and natural gas pipeline releases, and annual reports for natural gas pipeline operator total mileage and description of operator's system.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To respond to requests for information maintained on the hazardous Materials Information System; to control the handling of such responses; and to provide statistical information on the offices' responsibility for responding to such requests. To disseminate information concerning the availability of the North American Emergency Response Guidebook or revisions to it to interested parties in order to ensure that users of the Guidebook have the most current available guidance information. The general routine uses in the prefatory statement apply to these records.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: These records are maintained on magnetic disk. Duplicate paper copies of recent reports are retained by RSPA offices in file folders.
Retrievability: Computer records are retrievable by all entered fields including the names of individuals included in the record. Paper copies are not retrievable by individual name or other personal identifier except through use of the search capabilities of the computer records.
Safeguards: Access to all computer files is controlled through user-name/ password access procedures, which limit access to the files to authorized agency personnel and to contract personnel whose duties directly involve the creation and use of these files. The computer on which data is recorded is maintained in an access-controlled room in an access-controlled building. Paper copies are stored in a room locked during non-duty hours.
Retention and disposal: Records are retained permanently on magnetic disk or tape. Paper copies are retained according to need in a room locked during non- duty hours, and disposed of as appropriate.
System manager(s) and address: For records maintained by the Office of Hazardous Materials Transportation, RSPA: Information Systems Manager, Office of Hazardous Materials Transportation, DHM-63, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590. For records maintained by the Office of Pipeline Safety, RSPA: Information Resources Manager, Office of Pipeline Safety, DPS-21, Research and Special Programs Administration, United States Department of Transportation, Washington, DC 20590.
Notification procedure: Inquiries should be directed to the appropriate system manager at the given address.
Record access procedures: Contact the appropriate system manager at the given address for information on procedures for gaining access to records.
Contesting record procedures: Same as record access procedures.
Record source categories: Information in this system of records is provided by individuals, companies, and other entities requesting information from the HMIS or copies of the Emergency Response Guidebook.
Exemptions claimed for the system: None.