Home > 1997 Privacy Act Documents > Privacy Act: [DOL/OSHA-6] Program Activity File....

Privacy Act: [DOL/OSHA-6] Program Activity File....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]




   #..DOL/MSHA-13

   #....System name: Coal Mine Respirable Dust Program.

     Security classification: 
       Unclassified.
     System location: 
       Coal Mine Safety and Health, MSHA, U.S. Department of Labor, 4015 
   Wilson Blvd., Arlington, Virginia 22203, and substantially all Coal 
   Mine Safety and Health Offices listed in the appendix.
     Categories of individuals covered by the system: 
       Individual coal miners for whom personal dust samples have been 
   submitted for analysis prior to 1981 mines with evidence of Coal 
   workers pneumoconiosis (black lung) as defined under 30 CFR and part 
   90 after 1981.
     Categories of records in the system: 
       These records contain data concerning mine identification, mine 
   section, name of individual (pre 1981 date and part 90 miner data 
   after 1980) and occupation sampled, social security number (pre 1981 
   date and part 90 miner data after 1980), date of sample, 
   concentration of respirable dust contained in the person sampler, ton 
   of coal produced during sampling shift, and percentage of quartz 
   contained in the sample.
     Authority for maintenance of the system: 
       30 U.S.C. 813(a), 842.
   Purpose(s): 
       The primary purpose of the records is to determine compliance 
   with mandatory respirable dust standards.
     Routine uses of records maintained in the system, including 
   categories of users and the purpose of such uses:
       The primary use of the record is to determine compliance with 
   mandatory respirable dust standards.
       Disclosures outside the Department of Labor may be made (1) to 
   the U.S. Department of Health and Human Services in accordance with 
   provisions of Pub. L. 91-173 as amended by Pub. L. 95-164; (2) to 
   mine operators to furnish information relevant to the respirable dust 
   program as it applies to their operations as required by the law; (3) 
   to appropriate Federal, State, local or foreign agency responsible 
   for investigating or prosecuting the violation of, or for research 
   purposes for enforcing or implementing, a statute, rule, regulation, 
   order or license; (4) to labor, industry and academic organizations 
   to monitor dust concentration and compliance trends.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Historical data on computer tape and current data on computer 
   disk.
     Retrievability: 
       Indexed by mine identification number, and social security number 
   for individual coal miners sampled prior to 1981 and for all Part 90 
   miners. This information is available on computer printouts.
     Safeguards: 
       Access limited to authorized personnel in regard to computerized 
   data. Manual records for part 90 miners are stored in locked steel 
   cabinets with access being granted only to duly authorized personnel. 
   Sample results for other than part 90 miners are kept in regular file 
   cabinets. No other individual records are identifiable.
     Retention and disposal: 
       Results of analysis are transmitted electronically to Denver 
   Information Systems Center (DISC). Computer tapes are maintained 
   indefinitely. Operator dust data cards maintained at the DISC for 2 
   years. Laboratory forms and dust data cards inspector sample are 
   maintained in the districts for 3 years.
     System manager(s) and address: 
       Chief, Division of Health, Coal Mine Safety and Health, MSHA, 
   4015 Wilson Blvd., Arlington, Virginia 22203.
     Notification procedure: 
       Inquiries regarding the existence of records should be addressed 
   to the System Manager. A written, signed request stating that the 
   requester seeks information concerning records pertaining to him/her 
   is required.
     Record access procedures:
       To see your records, for samples collected prior to 1980 and for 
   part 90 miners after 1980 write the System Manager and describe 
   specifically as possible the records sought and furnish the following 
   information:
       a. Full name
       b. Date of birth
       c. Social Security number
       d. Signature
     Contesting record procedures: 
       To see your records, write the System Manager and describe 
   specifically as possible the records sought and furnish the following 
   information:
       a. Full name
       b. Date of birth
       c. Social Security number
       d. Signature
     Record source categories: 
       Mine operators submit the information used in this system via the 
   dust data card that accompanying each dust cassette (sample).
     Systems exempted from certain provisions of the act: 
       None.

   #..DOL/MSHA-15

   #....System name: Health and Safety Training and Examination Records 
      including Qualification and Certification Data.

     Security classification: 
       Unclassified.
     System location: 
       Qualification and Certification Unit, Educational Policy and 
   Development, Mine Safety and Health Administration, PO Box 25367 
   (DFC), Denver, Colorado 80225.
     Categories of individuals covered by the system: 
       Miners, mining industry personnel, and State and Federal 
   employees who have taken MSHA approved training courses. Also 
   individuals certified and qualified as required by regulations.
     Categories of records in the system: 
       These records contain name, social security number of persons who 
   have taken training and examinations, mine ID number, training 
   course, instructor's name and other relevant data.
     Authority for maintenance of the system: 
       30 U.S.C. 825, 877 (i) 952.
   Purpose(s): 
       To record the qualifications and certifications of individuals 
   approved in accordance with title 30 CFR.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The primary uses of the records are to (a) maintain records of 
   training and examination of individual miners, mining industry 
   personnel, and State and Federal employees who have taken MSHA 
   approved training courses; (b) issue qualification and/or 
   certification cards to individuals who become qualified or certified 
   under the law, as appropriate; (c) issue qualification cards to 
   instructors authorized to teach MSHA approved training courses; (d) 
   provide information to monitor and expand safety training programs; 
   (e) verify that individuals have completed required training; (f) 
   report training data in various formats for a variety of uses, 
   particularly, reporting to Congress, publication.
       Disclosures outside of the Department of Labor may be made (1) to 
   mine operators requesting information to verify training required by 
   law; (2) to labor organizations requesting information on training 
   status of its members; (3) to mine operators' associations which 
   require training for policy and programming utilization; (4) to 
   appropriate Federal, State, local or foreign agencies responsible for 
   investigating or prosecuting the violation of, or for enforcing or 
   implementing, a statute, rule, regulation, order or license.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Input from data key tape to disk storage and magnetic tapes in 
   the computer system. Microfilm records are stored in the 
   Qualification and Certification Unit.
     Retrievability: 
       Computerized records are indexed and accessed by mine 
   identification and individual social security numbers. Microfilm 
   records are retrieved on basis of cycle number, social security 
   number, mine identification numbers, date and course examination.
     Safeguards: 
       Computer safeguards as described in the National Bureau of 
   Standards Publication ``Computer Security Guidelines for Implementing 
   the Privacy Act of 1974'' and procedures developed by MSHA under GSA 
   Circular E-34. Files are posted with the appropriate Privacy Act 
   warning. During working hours only authorized personnel have access 
   to files.
     Retention and disposal: 
       Computer records are maintained on current, historical and 
   magnetic tape. Reporting outputs are discarded after they have served 
   their purpose. Microfilm records are maintained indefinitely for 
   historical purposes.
     System manager(s) and address: 
       Chief, Qualification and Certification Unit, Educational Policy 
   and Development, P0 Box 25367 (DFC), Denver, Colorado 80225.
     Notification procedure: 
       Inquiries regarding the existence of records should be addressed 
   to the System Manager. A written, signed request stating that the 
   requester seeks information concerning records pertaining to him/her 
   is required.
     Record access procedures: 
       To see your records, write the System Manager and describe 
   specifically as possible the records sought and furnish the following 
   information:
       a. Full name
       b. Social Security number
       c. Signature
     Contesting record procedures: 
       Individuals requesting amendment to the record should contact the 
   System Manager and furnish the following information:
       a. Full name
       b. Social Security number
       c. Signature
       d. Type of Record to be amended
     Record source categories: 
       Individuals on whom the records are maintained, instructors of 
   the training courses, mine operators, and MSHA and State personnel.
     System exempted from certain provisions of the act: 
       None.

   #..DOL/MSHA-18

   #....System name: Coal Mine Safety and Health Management Information 
      System.

     Security classification: 
       Unclassified.
     System location: 
       (1) Office of the Administrator for Coal Mine Safety and Health, 
   U.S. Department of Labor, 4015 Wilson Boulevard, Arlington, Virginia 
   22203; (2) substantially all Coal Mine Safety and Health offices 
   listed in the appendix.
     Categories of individuals covered by the system: 
       Coal Mine Safety and Health enforcement and training personnel 
   and key officials at surface and underground installations.
     Categories of records in the system: 
       Information on mine status and characteristics; key mine 
   officials; inspections; violations; Coal Mine Safety and Health 
   enforcement personnel; and time utilization for Coal Mine Safety and 
   Health enforcement and training personnel.
     Authority for maintenance of the system: 
       29 U.S.C. 668.
   Purpose(s): 
       To assist managers, inspectors, and specialists with the 
   enforcement of 30 CFR by providing information for making decisions, 
   monitoring and controlling enforcement, and supporting activities 
   within Coal Mine Safety and Health.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To maintain information on (a) status of mining operations; (b) 
   identification of key mine officials; (c) inspections of mines; (d) 
   citations and orders issued for violation of the Mine Act and 30 CFR; 
   and (e) time utilization for Coal Mine Safety and Health enforcement 
   and training personnel. Disclosure outside the Department of Labor 
   may be made to appropriate Federal, State, local or foreign agencies 
   responsible for investigating or prosecuting the violation of, or for 
   enforcing or implementing, a statute, rule, regulation, order or 
   license.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Manual files: Magnetic tape and disk units.
     Retention and disposition:
       Source documents are destroyed when no longer needed. Inspection 
   reports and related documents are destroyed after 10 years.
     Retrievability: 
       By mine identification number for key mine officials; by 
   Authorized Representative number, organization number, inspection 
   event number, and violation number for enforcement personnel; and 
   Right of Entry number and organization number for training personnel.
     Safeguards: 
       Access limited to authorized personnel in regard to computerized 
   data. Manual records on Coal Mine Safety and Health enforcement and 
   training personnel are kept in locked file cabinets. Manual records 
   on mine status and characteristics, key mine officials, inspections, 
   violations, and time utilization for Coal Mine Safety and Health 
   enforcement and training personnel are kept in regular file cabinets.
     System manager(s) and address: 
       Administrator for Coal Mine Safety and Health, MSHA, Department 
   of Labor, 4015 Wilson Boulevard, Arlington, Virginia 22203, 
   Administrator of Metal Nonmetal Safety and Health, MSHA, Department 
   of Labor, 4015 Wilson Boulevard, Arlington, Virginia 22203.
     Notification procedure: 
       Inquiries regarding the existence of records should be addressed 
   to the System Manager. A written, signed request stating that the 
   requester seeks information concerning records pertaining to him/her 
   is required.
     Record access procedures: 
       To see your records, write the System Manager and describe 
   specifically as possible the records sought and furnish the following 
   information:
       a. Full name
       b. Date of birth
       c. Social Security number
       d. Signature
     Contesting record procedures: 
       Individuals requesting amendment to the record should contact the 
   Systems Manager and furnish the following information:
       a. Full name
       b. Date of birth
       c. Social Security number
       d. Signature
     Record source categories:
       Coal Mine Safety and Health personnel submit inspection, time 
   utilization, violation and other enforcement information in 
   accordance with prescribed procedures.
     Systems exempted from certain provisions of the act: 
       None.

   #..DOL/MSHA-19

   #....System name: Employee Conduct Investigations.

     Security classification: 
       Unclassified.
     System location: 
       Mine Safety and Health Administration, Administration and 

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