Transportation Systems Centers
DOT/TSC 700
System name: Automated Management Information System.
System location: Department of Transportation, DOT, Volpe National Transportation Systems Center, Volpe, Computer Center, DTS-23, 55 Broadway, Cambridge, MA 02142-1093.
Security classification: Unclassified, sensitive.
Categories of individuals covered by the system: All Volpe employees.
Categories of records in the system: Contains job related information associated with the following applications: ADP services, property management, procurement requests, contract information, travel information, program and related job plans, space utilization, and other pertinent management information.
Authority for maintenance of the system: 49 U.S.C 328, Volpe Center Working Capital Fund; 5 U.S.C 301.
Purpose(s): For computer facility planning; budget analysis; procurement tracking; contract administration; property control.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of this system are intended for internal management and control, including: Computer facility planning. ADP cost distribution. Budget and planning analysis. Procurement tracking. Procurement statistics and analysis. Information of travel incurred. Contract administration. Control of property. Control of building space. 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 and disk.
Retrievability: Indexed by employees name, project number, procurement number, contract number, travel number, work plan budget number.
Safeguards: Access to the systems and their associated data bank is available through the utilization of the unique project and programmer numbers, and the passwords known only by the authorized custodians. Access to reports is controlled by the Reports Distribution function of the administrative Directorate on a need-to-know basis. For normal working requirements, the reports are distributed to the functional areas responsible for the data generation. Access to the computer room and its associated areas where data and reports are stored is delineated in the Volpe ADP Facility Document on Safeguards and Controls.
Retention and disposal: The systems are permanent unless replaced. The data banks, for the most part, are related to fiscal year activity. Subsequent to the fiscal year, the data banks become either part of the history file of the system or are maintained by themselves for historical reasons. Data records are deleted from the data banks on an as-required basis, and subsequently are eliminated from associated reports. Reports used as daily working papers are retained only until updated reports are produced and then the old reports are discarded. Official closing reports corresponding to month-end and fiscal-year- end periods are retained for longer periods and are not subject to any disposal procedure.
System manager(s) and address: Chief, Computer Center, DTS-23, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained from the System manager. Record access procedures: Requests from individuals should be addressed to the System manager. An individual may gain access to his/her data by written request.
Contesting record procedures: Contest of this data will be made to the System Manager. If administrative resolvement is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590. Record source categories: Employee, Personnel Office, Communications Office, Security Office.
Exemptions claimed for the system: None.
DOT/TSC 702
System name: Legal Counsel Information Files. Security classification: Unclassified, sensitive.
System location: Department of Transportation, DOT, Volpe National Transportation Systems Center, Volpe, Office of Chief Counsel, DTS-14, 55 Broadway, Cambridge, MA 02142-1093.
Categories of individuals covered by the system: Present and former Volpe employees.
Categories of records in the system: Counseling records relating to Standards of Conduct, post- employment restrictions, or other legal matters involving individual employee(s); individual claims; grievances, personnel actions and related litigation; and employee confidential financial disclosure reports.
Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; 28 U.S.C. 1346; 28 U.S.C. ch. 171; 5 U.S.C. ch. 77, 5 U.S.C. ch. 71; 42 U.S.C. 2000e- 16; 29 CFR part 1614; 5 U.S.C. App. 4.
Purpose(s): To promote compliance with Standards of Conduct, conflict of interest, and other laws, and to enable legal counsel render consistent legal advice.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The records and the information they contain may be used for internal management and control, to promote compliance with Standards of Conduct, conflict of interest, and other laws, and to enable legal counsel to render consistent advice in legal matters. 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: Records are maintained in paper record folders.
Retrievability: Indexed by employee's name and/or by subject matter.
Safeguards: Records are maintained in locked file cabinets and secure safe.
Retention and disposal: As prescribed in applicable record retention schedules.
System manager and address: Chief Counsel, DTS-14, Volpe National Transportation Systems Center, Research and Special Programs Administration, United States Department of Transportation, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained from the System manager.
Record access procedures: Requests from individuals should be addressed to the System manager. An individual may gain access to his/her records by written request.
Contesting record procedures: An individual may seek to contest information contained in his/ her records by written request made to the System Manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590.
Record source categories: Information contained in this system of records is provided by employees, Supervisors, Legal Office, Personnel Office and various Federal administrative agencies.
Exemptions claimed for the system: None.
DOT/TSC 703
System name: Occupational Safety and Health Reporting System. Security classification: Unclassified, sensitive. System location: Department of Transportation, DOT, Volpe National Transportation Systems Center, Volpe, Human Resources Management Division, DTS-84, 55 Broadway, Cambridge, MA 02142-1093.
Categories of individuals covered by the system: Volpe employees, in-house contractor personnel and visitors who have suffered work-related occupational illnesses, injuries or are involved in Government property accidents.
Categories of records in the system: Federal Occupational Injuries and Illnesses Survey form. DOT Accident/Injury Reports, DOT forms 3902.1 through 8. Department of Labor, Office of Workers Compensation Programs, OWCP, for payment of medical bills and worker compensation, as applicable.
Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; Executive Order 12196, Occupational Safety and Health Program for Federal Employees, dated 2/27/80; 5 U.S.C. 7902.
Purpose(s): For accident prevention.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of these records are intended for internal management and control, and also for accident prevention. The routine uses of the Department of Labor forms are for (1) submission to doctors and medical institutions rendering services to individuals and (2) to the Office of Workers Compensation Programs, Department of Labor, for payment of medical bills and worker compensation, applicable. 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: Forms, computerized database, and other paper records. Retrievability: Indexed by individual's name.
Safeguards: Records are maintained in locked file cabinets and folders are stamped For Official Accident Prevention Use Only.
Retention and disposal: Records are retained for five years and then destroyed by shredding. System manager and address: Chief, Engineering and Operations Branch, DTS-874, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained from the System manager. Record access procedures: Requests from individuals should be addressed to the System manager. An individual may gain access to his/her records by written request.
Contesting record procedures: Contest of this data will be made to the System Manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590.
Record source categories: Documents provided by the individual concerned and immediate supervisor.
Exemptions claimed for the system: None.
DOT/TSC 704
System name: Stand-By Personnel Information.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, DOT, Volpe National Transportation Systems Center, Volpe, Financial Management Division, Budget Branch, DTS-821, 55 Broadway, Cambridge, MA 02142-1093. Categories of individuals covered by the system: Volpe technical directorate personnel currently not fully assigned to authorized projects.
Categories of records in the system: Employee work project status.
Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; 5 U.S.C. 301.
Purpose(s): For administrative reference and scheduling of projects, budgeting, and overhead classification.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of these files are intended for internal management and control, including administrative reference and scheduling of work projects, budgeting and overhead classification. 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: Electronic Files in Excel format.
Retrievability: Stored as spreadsheet identified by pay period ending date.
Safeguards: Records are maintained in password protected files with access limited to Budget Branch PCs.
Retention and disposal: Files are maintained for one (1) additional year following completion of current fiscal year. Files are then deleted.
System manager(s) and address: Chief, Budget Branch, DTS-821, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained from the System manager.
Record access procedures: Requests from individuals should be addressed to the System manager. An individual may gain access to his/her records by written request.
Contesting record procedures: Contest of this data will be made to the System manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590.
Record source categories: Supervisor.
Exemptions claimed for the system: None.
DOT/TSC 707
System name: Labor Distribution System.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, DOT, Volpe National Transportation Systems Center (Volpe), Financial Management Division, Accounting Branch, DTS-823, 55 Broadway, Cambridge, MA 02142-1093.
Categories of individuals covered by the system: All Volpe employees.
Categories of records in the system: Contains information delineating the time and charges, including fringe and project overhead, that Volpe employees worked. The main association of the time and charges is with employee job assignment. Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; 5 U.S.C. 301.
Purpose(s): For administrative reference, cost management, and labor assignments and expenditures.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of this system are intended for internal management and control, including: Administrative reference. Cost management. Labor assignments and expenditures as they relate to both the project and the employee. Reconciliation of Payroll and Labor system data. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b) (12): Disclosures may be made from this system to consumer reporting agencies (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 USC 3701 (a) (3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Excel spreadsheets, magnetic tape and disk.
Retrievability: System data is indexed by employee's number (Social Security Number) and Work Plan Budget, WPB, number within Project Plan Agreement, PPA, number. Labor Distribution Forms (Excel spreadsheets) are indexed by Volpe Center organization code (DTS
Safeguards: Access to the system and its associated database is available through the utilization of the unique project and programmer numbers, and the passwords known only by the authorized custodians. Access to reports is controlled by the Reports Distribution function of the Administrative Directorate on a need-to-know basis. For normal working requirements, the reports are distributed to the functional areas responsible for the data generation. Month-end management reports do not contain SSN data. Access to the computer room and its associated areas where data and reports are stored is delineated in the Volpe ADP Facility Document on Safeguards and Controls.
Retention and disposal: The system is permanent unless replaced. The database is related to fiscal year activity. Subsequent to the fiscal year, the database becomes part of the system's history file. Data records are deleted from the database on an as required basis, and subsequently are eliminated from associated reports. Any record deleted from database must have zero dollars associated with it and must be authorized by System Manager, with the reason documented in writing. Reports used as daily working papers are retained only until updated reports are produced and then the old reports are discarded. All reports containing SSN data are shredded. Official record copy reports are subject to retirement in accordance with General Records Schedules, GRS.
System manager(s) and address: Chief, Accounting Branch, DTS-823, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained through the Chief, Accounting Branch, DTS-823 at the address under System Location.
Record access procedures: Requests from individuals should be addressed to the System manager.
Contesting record procedures: An individual may gain access to his/her data by written request. Contest of this data will be made to the System manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590.
Record source categories: Volpe form entitled Labor Distribution Form.
Exemptions claimed for this system: None.
DOT/TSC 712
System name: Automated Personnel/Communications/Security System.
Security classification: Unclassified, sensitive.
System location: Department of Transportation, DOT, Volpe National Transportation Systems Center (Volpe), Computer Center, DTS-23, 55 Broadway, Cambridge, MA 02142-1093
Categories of individuals covered by the system: All Volpe employees and tenants from other government agencies and on-site contractors.
Categories of records in the system: Contains the pertinent information for activities involved with Personnel, Communications, and Security. Contains photographs of Volpe Center employees. Contains information about an individual relating to: Social security number. Salary. Birth date. Veteran preference. Tenure. Handicap. Grade. Marital status. Service computation date. Home address and telephone number. Volpe location including building and telephone number. Security clearance level and date granted. CSC title and classification code. Competitive level. Parking info--vehicle registration and description.
Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; 5 U.S.C. 301.
Purpose(s): For administrative reference, and as a source for management information for producing summary statistics and registers in support of personnel, communications, and security functions.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of this system are intended for internal management and control, including: Administrative reference. Source for management information for producing summary statistics and registers in support of the Personnel, Communications and Security functions. Source for Volpe Center Intranet information. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b) (12): Disclosures may be made from this systems to consumer reporting agencies (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701 (a) (3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape and disk. Hard copy files (letter size and 5 x 8 cards). Volpe Center Intranet.
Retrievability: Indexed by employee's number, employee's name. Safeguards: Access to the systems and their associated databases and files is available through the utilization of the unique project and programmer numbers, and the passwords known only by the authorized custodians. Access to reports is controlled by the Reports Distribution function of the Administrative Directorate on a need-to-know basis. For normal working requirements, the reports are distributed to the functional areas responsible for the data generation. Access to the computer room and its associated areas where data and reports are stored is delineated in the Volpe ADP Facility Document on Safeguards and Controls.
Retention and disposal: The systems are permanent unless replaced. The databases are related to both fiscal year and calendar year activity. Subsequent to the appropriate period, the databases become either part of the history file of the system or are maintained by themselves for historical reasons. Data records are deleted from the databases on an as-required basis, and subsequently are eliminated from associated reports. Reports used as daily working papers are retained only until updated reports are produced and then the old reports are discarded. Official closing reports corresponding to month-end, fiscal-year-end and calendar year-end periods are retained for longer periods and are not subject to any rigid disposal procedure. System manager(s) and address: Chief, Administrative Services Branch, DTS-872, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained through the Chief, Administrative Services Branch from the: Department of Transportation, Volpe National Transportation Systems Center, Chief, Computer Center, DTS-23, 55 Broadway, Cambridge, MA 02142-1093. Record access procedures: Requests from individuals should be addressed to the System manager.
Contesting record procedures: An individual may gain access to his/her records by written request. Contest of this data will be made to the System Manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590. Record source categories: Employee, Personnel Office, Communications Office, Security Office.
Exemptions claimed for the system: None.
DOT/TSC 714
System name: Health Unit Employee Medical Records. Security classification: Unclassified, sensitive. System location: Department of Transportation, DOT, Volpe National Transportation Systems Center, Volpe, Human Resources Management Division, DTS-84, Health Unit/Building 1, 9th Floor, 55 Broadway, Cambridge, MA 02142-1093.
Categories of individuals covered by the system: Volpe employees, tenant organization employees, and support service contractor personnel. Categories of records in the system: Individual Health Record Cards. Individual Health Record Case Files. Register of Visits. Laser Eye Tests. Pre-employment Physical Examinations, Health Justification Placement Records. Authority for maintenance of the system: 49 U.S.C. 328, Volpe Center Working Capital Fund; Executive Order 12196, Occupational Safety and Health Program for Federal employees, dated 2/27/80; 5 U.S.C. 7901.
Purpose(s): To maintain a medical history of any person who receives services from the Health Unit.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The general purposes of these Federal and tenant records are to maintain a medical history of any Volpe employee, including contractor personnel, who receives services from the Health Unit; ensure applicants for licenses to drive Government vehicles meet physical requirements; and lasers are not adversely affecting employee's eyes. The routine uses of these records are to respond to requests from other Doctors, Universities and Insurance Companies, and to submit medical reports to the Department of Labor, Office of Employees Compensation, to meet requirements of the Occupational Safety and Health Act of 1970 and DOT/Volpe Safety Program. 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: Cards, forms, logs and other paper records. Retrievability: Indexed by employee's name and social security number.
Safeguards: Records are maintained in locked file cabinets and room secured when no one is there. Information from records is provided only with consent of employee.
Retention and disposal: In accordance with GRS No.1: Individual Health Record Cards are maintained until separation and sent to St. Louis. Individual Health Record Case Files are maintained until separation. They are then sent to St. Louis. Registers of visits maintained until 2 years after last date in log or register. Upon termination of employment with Volpe, latest Laser Eye Tests and Government Driver's Tests records are combined with Health Record Case Files and disposed of as part of these files. Pre-employment Physical Examinations, Health Justification Placement Records, and Disability Retirement Examination become part of the official personnel folder, OPF, upon separation, and are transferred to the NPRS, St. Louis, MO, 30 days after separation, where they are disposed of in accordance with GRS. No. 1, Item 1.
System manager(s) and address: Chief, Human Resources Management Division, DTS-84, Department of Transportation, Volpe National Transportation Systems Center, 55 Broadway, Cambridge, MA 02142-1093.
Notification procedure: Information may be obtained through the Chief, Human Resources Management Division, from the resident physician or nurse, Volpe Health Unit. Record access procedures: Requests from individuals should be addressed to the System Manager.
Contesting record procedures: An individual may gain access to his/her records by written request. Contest of this data will be made to the System Manager. If administrative resolution is not satisfactory to the individual, appeals may be filed in writing with the Secretary of Transportation addressed to the General Counsel as follows: Department of Transportation, Office of the Secretary, Office of the General Counsel, 400 7th Street, SW., Washington, DC 20590.
Record source categories: Employee; Health Unit Doctor/Nurse; Volpe Safety Officer.
Exemptions claimed for the system: None.