DOT/FAA 801
System name: Aircraft Registration System.
Security classification: Unclassified, sensitive.
System location: Aircraft Registration Branch, Federal Aviation Administration, Mike Monroney Aeronautical Center, Oklahoma City, OK 73125. Categories of individuals covered by the system: Aircraft owners, lien holders, and lessees. Categories of records in the system: Aircraft types. Current registration status and ownership of aircraft. Aircraft to be registered, or aircraft that have been registered and are now temporarily de-registered. United States Registration Number assignment. Airworthiness of aircraft. Aircraft Registration. Major repair and alteration maintenance inspection forms. Revalidation and use forms. Lien and collateral documents. Authority for maintenance of the system: 49 U.S.C. 40101, 44103, 44107.
Purpose(s): Provide a register of United States civil aircraft to aid in the national defense and to support a safe and economically strong civil aviation system. To determine that aircraft are registered in accordance with the provisions of 49 U.S.C. 44103. To serve as a data source for management information for production of summary descriptive statistics and analytical studies in support of agency functions for which the records are collected and maintained. To provide data for internal FAA safety program purposes. To provide data for development of the aircraft registration statistical system.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
(a) Support investigative efforts of investigation and law enforcement agencies of Federal, State, and foreign governments.
(b) Serve as a repository of legal documents used by individuals and title search companies to determine the legal ownership of an aircraft.
(c) Provide aircraft owners and operators information about potential mechanical defects or unsafe conditions of their aircraft in the form of airworthiness directives.
(d) Provide supporting information in court cases concerning liability of individuals in lawsuits.
(e) Locate specific individuals or specific aircraft for accident investigation, violation, or other safety related requirements.
(f) Prepare an Aircraft Registry in magnetic tape and microfiche form as required by ICAO agreement, containing information on aircraft owners by name, address, United States Registration Number, and type of aircraft. Make aircraft registration data available to the public,
(g) 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 file folders, and on digital read-write disks, magnetic tape, microfilm, and microfiche.
Retrievability: Records are filed by registration number, but may be retrieved by name of the current registered owner.
Safeguards: Records are stored in areas open only to authorized employees and by special permission.
Retention and disposal: If records are microfiched:
(1) Original Records. Destroy original records after microfiche is determined to be an adequate substitute for paper records;
(2) Microfiche of Original Records. Destroy when it is determined that the aircraft is no longer in existence. If records are not microfiched: Destroy when it is determined that the aircraft is no longer in existence.
System manager(s) and address: Manager, Aircraft Registration Branch, AFS-750, Federal Aviation Administration, Mike Monroney Aeronautical Center, P.O. Box 25082, Oklahoma City, OK 73125.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individuals, manufacturers of aircraft, maintenance inspectors, mechanics, and FAA officials.
Exemptions claimed for the system: None.
DOT/FAA 807
System name: Traffic Control at the Mike Monroney Aeronautical Center (formerly named Law Enforcement Records and Central Files).
Security classification: Unclassified, sensitive.
System location: Office of Facility Management, AMP-1, Mike Monroney Aeronautical Center (MMAC), Oklahoma City, OK 73125.
Categories of individuals covered by the system: MMAC employees, tenants, and visitors, with registered vehicles. Individuals cited for parking and/or traffic violations.
Categories of records in the system: Vehicle registration and traffic violations files.
Authority for maintenance of the system: 44 U.S.C. 3101.
Purpose(s): To carry out such functions as vehicle registration and traffic control; to control access and maintain an orderly traffic flow on a government facility.
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: Records are maintained in files and containers and in password protected electronic databases located in rooms secured with the FAA locking system.
Retrievability: Individual name, other personal identifier, and/or registration number.
Safeguards: Files are retained in a secured work area accessible only by consent of an on duty guard or by Office of Facility Management personnel.
Retention and disposal: Identification credentials including parking permits: Destroy credentials three months after return to issuing office. Related identification credential papers such as vehicle registrations: Destroy after all listed credentials are accounted for. Reports, statements of witnesses, warning notices, and other papers relating to arrests and traffic violations: Destroy when 2 years old.
System manager(s) and address: Manager, Office of Facility Management, AMP-1, Federal Aviation Administration, Mike Monroney Aeronautical Center, P.O. Box 25082, Oklahoma City, OK 73125.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Individuals registering/operating vehicles.
Exemptions claimed for the system: None.
DOT/FAA 811
System name: Employee Health Record System.
Security classification: Unclassified, sensitive.
System location: FAA Washington, regional, and center medical facilities.
Categories of individuals covered by the system: FAA employees.
Categories of records in the system: Basic medical record of an FAA employee, including medical examination reports, laboratory findings, correspondence, health awareness program participation records, and related papers.
Authority for maintenance of the system: Pub. L. 79-658, Title 5 U.S.C. Section 7901. Purpose(s): Document employee health unit visits and nature of complaint or physical examination findings, treatment rendered and case disposition. Prepare analytical and statistical studies and reports.
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: In approved security files and containers, and in computer databases.
Retrievability: By name and social security number.
Safeguards: Access to and use of these records in manual or automated form is protected by being physically located behind locked doors and computer access is password protected. Adding or deleting information to the file is limited to the medical staff, physician, nurse, or occupational health specialists.
Retention and disposal: These records are destroyed 6 years after the date of last entry.
System manager(s) and address: Regional Flight Surgeon within region where the clinic is located. Manager, Clinical Specialties Division, AAM-200, Federal Aviation Administration, 800 Independence Avenue, W., Washington, DC 20591.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Information contained in this system comes from the employee and from attending physicians, nurses, and occupational health specialists, and from associated medical reports.
Exemptions claimed for the system: None.
DOT/FAA 813
System name: Civil Aviation Security.
Security classification: Unclassified, sensitive.
System location: Office of Associate Administrator for Civil Aviation Security, in Washington, DC; the FAA Regional Civil Aviation Security Divisions; the Civil Aviation Security Division at the Mike Monroney Aeronautical Center in Oklahoma City, Oklahoma; and the Civil Aviation Security Staff at the FAA Technical Center, Atlantic City, New Jersey; and various Federal records Centers located throughout the country.
Categories of individuals covered by the system: Persons who have been involved or might be involved in crimes against civil aviation or air piracy/sabotage threats, data regarding K-9 handlers, and information regarding Federal Air Marshals, FAM.
Categories of records in the system: Hijacking or attempted hijacking incidents at airports or aboard civil aviation aircraft; other civil aviation criminal acts; information of K-9 assignments to airports, K-9 handler evaluations; and information necessary to manage the FAM program.
Authority for maintenance of the system: Title 49 U.S.C., Chapter 449, Air Transportation Security, enacted as Pub. L. 103-272 on July 5, 1994; authority for funding FAA K-9 program is the Omnibus Consolidated appropriations Act of 1997, Pub. L. 104-208.
Purpose(s): Prepare alerts, bulletins, summaries, reports, and policy statements of incidents affecting civil aviation security.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Inform airport and air carrier security officials and officers regarding air piracy/civil aviation sabotage threats. Preparation of alerts, bulletins, and summaries of incidents regarding threats to civil aviation for distribution to authorized government and aviation recipients for use in affecting appropriate changes/modifications to civil aviation security. Prepare summaries, reports, and policy statements for development and change of security procedures in civil aviation, which will be distributed to appropriate government, and aviation-oriented organizations, which have direct civil aviation security responsibilities. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Not applicable.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Approved security files and containers, in file folders, on lists and forms, and in computer processable storage media.
Retrievability: By name or other personal identifying symbols.
Safeguards: Access to and use of these records are limited to those persons whose official duties require such access and use. Appropriate physical, technical, and administrative safeguards as prescribed by FAA security directives applicable to both manual and automated record systems reinforce this record management principle.
Retention and disposal: These records are destroyed or retired to the area Federal Records Center, FRC, and then destroyed in accordance with current version of FAA Order 1350.15, Records Organization, Transfer and Destruction Standards. The retention and destruction period for each record varies depending on the type of record, category of investigation, or significance of the information contained in the record. All records are destroyed by approved methods.
System manager(s) and address: For the Washington Metropolitan area, excluding Eastern Region jurisdiction: Office of the Associate Administrator for Civil Aviation Security, 800 Independence Avenue, SW., Washington, DC 20591. Manager, Civil Aviation Security Division, of the appropriate region. For the jurisdiction of the FAA Technical Center: Manager, Civil Aviation Security Staff, FAA technical Center, Atlantic City International Airport, Atlantic City, NJ 08405. For the jurisdiction of the Mike Monroney Aeronautical Center: Manager, Civil Aviation Security Division, Mike Monroney Aeronautical Center, PO Box 25082, Oklahoma City, OK, 73125.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: FAA records; Federal, State, or local agencies; foreign sources; public record sources; first party; and third parties.
Exemptions claimed for the system: Portions of this system are exempt under 5 U.S.C. 552a(k)(1) and (k)(2).
DOT/FAA 815
System name: Investigative Record System.
Security classification: Unclassified, sensitive.
System location: Office of the Associate Administrator for Civil Aviation Security in Washington, DC; the FAA regional Civil Aviation Security Divisions; the Civil Aviation Security Division at the Mike Monroney Aeronautical Center in Oklahoma City, Oklahoma; the Civil Aviation Security Staff at the FAA Technical Center, Atlantic City, New Jersey; and the various Federal Records Centers located throughout the country.
Categories of individuals covered by the system: Current and former applicants for FAA employment. Current and former FAA employees. Individuals considered for access to classified information or restricted areas and/or security determinations such as current and former contractors, employees of contractors, experts, instructors, and consultants to federal programs. Aircraft owners. Flight instructors. Airport operators. Pilots, mechanics, designated FAA representatives. Other individuals certified by the FAA. Individuals involved in tort claims against the FAA. Employees, grantees, subgrantees, contractors, subcontractors, and applicants for FAA-funded programs. Other individuals who are of investigative interest to the FAA, law enforcement, or investigative agencies.
Categories of records in the system: Results of investigations and inquiries conducted by the Office of the Associate Administrator for Civil Aviation Security, the FAA regional Civil Aviation Security Divisions, the Mike Monroney Aeronautical Center Civil Aviation Security Division, and the FAA Technical Center, Civil Aviation Security Staff; information received in various formats as the result of investigations conducted by federal, state, local, and foreign investigative or law enforcement agencies, which relate to the mission and function of the Associate Administrator for the Office of Civil Aviation Security and field elements; and information received in various formats as the result of investigations conducted by authorized personnel of the FAA, other federal agencies, state and local drug enforcement agencies regarding the actual or probable violation by pilots, aircraft owners, or aircraft mechanics of civil and criminal laws regulating controlled substances.
Authority for maintenance of the system: Title 49 U.S.C., chapter 449, Air Transportation Security, enacted as Pub. L. 103-272 on July 5, 1994; Transportation Safety Act of 1974; FAA Drug Enforcement Assistance Act of 1988; Executive Order, E.O., 10450, Security Requirements for government Employment; E.O. 12968, Access to Classified Information; and E.O. 12829, National Industrial Security Program.
Purpose(s): To maintain in an orderly fashion the categories of records listed above, in order that the FAA may conduct its investigations and personnel security programs in an efficient manner and document official actions taken on the basis of information contained in these records.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
(1) To the Department of Justice when: (a) The agency, or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity where the Department of Justice has agreed to represent the employee; or, (d) the United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice is deemed by the agency to be relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to the Department of Justice is a use of the information contained in the records that is compatible with the purpose for which the records were collected.
(2) To disclose the records in a proceeding before a court or adjudicative body, including an administrative tribunal or hearing, before which the agency is authorized to appear, when: (a) The agency, or any component thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of the agency in his or her individual capacity where the agency has agreed to represent the employee; or, (d) the United States, where the agency determines the litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the agency determines that use of such records to be relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to the Department of Justice is a use of the information contained in the records that is compatible with the purpose for which the records were collected. (3) To authorized representatives of United States air carriers where air safety might be affected. (4) To authorized representatives of federal, state, local agencies and departments, including the District of Columbia, and foreign governments, who require access to the file pursuant to an investigation or inquiry conducted for use in law enforcement activities, either civil or criminal, or to expose fraudulent claims. (5) 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: These records are stored in approved security file cabinets and containers, in file folders, on lists and forms, and in computer processable storage media.
Retrievability: These records are retrieved by name or other identifying symbols.
Safeguards: Access to and use of these records are limited to those persons whose official duties require such access and use. Computer processing of information is conducted within established FAA computer security regulations. A risk assessment of the FAA computer facility used to process this system of records has been accomplished.
Retention and disposal: These records are destroyed or retired to the area Federal Records Center and then destroyed in accordance with the current version of FAA Order 1350.15, Records Organization, transfer and Destruction Standards. The retention and destruction period for each record varies depending on the type of record, category of investigation, or significance of the information contained in the record. All records are destroyed by approved methods.
System manager(s) and address: For the Washington Metropolitan area, excluding Eastern Region jurisdiction: Office of the Associate Administrator for Civil Aviation Security, Federal Aviation Administration, 800 Independence Avenue, SW., Washington, DC 20591. For the geographical area under the jurisdiction of the various regions: Manager, Civil Aviation Security Division, of the appropriate region. (See the FAA Directory for addresses). For the jurisdiction of the FAA Technical Center: Manager, Civil Aviation Security Staff, FAA Technical Center, Atlantic City International Airport, Atlantic City, NJ 08405. For the jurisdiction of the Mike Monroney Aeronautical Center: Manager, Civil Aviation Security Division, FAA Aeronautical Center, P.O. Box 25082, Oklahoma City, OK 73125.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Subject individual, interviews, review of records, and other authorized applicable investigative techniques.
Exemptions claimed for the system: Portions of this system are exempt under 5 U.S.C. 552a(j)(2) and 5 U.S.C. 552a(k)(1), (2) and (5).
DOT/FAA 816
System name: Tort Claims and Personal Property Claims Record System.
Security classification: Unclassified, sensitive.
System location: Office of the Chief Counsel, Litigation Division, AGC-400, Federal Aviation Administration, 400 7th street, SW., Washington, DC 20590, and in the Office of the Assistant Chief Counsels and the Logistics Divisions in the regions and centers. Categories of individuals covered by the system: Tort and property claimants who have filed claims against the Government/FAA.
Categories of records in the system: Reports, vouchers, witness statements, legal decisions, and related material pertaining to claims by or against the Government resulting from FAA transactions, other than litigation cases.
Authority for maintenance of the system: Federal Tort Claims Act, 28 U.S.C. 2671, et seq.; Military Personnel and Civilian Employees Claims Act of 1964, 31 U.S.C. 3701, 3721.
Purpose(s): Permit the administrative settlement of tort and Federal employees personal property claims against the government.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Investigation. Reference. Court action. Doubtful claims are sent by Accounting Division to GAO for adjudication. Some larger claims go to Department of Justice for approval or disapproval. 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: These records are stored in approved file cabinets and containers.
Retrievability: These records are indexed by name.
Safeguards: Access to and use of these records are limited to those persons whose official duties require such access. Records are maintained on a computer system. The computer system is password protected.
Retention and disposal: These records are destroyed 3 years after the final decision is rendered.
System manager(s) and address: Office of the Assistant Chief Counsel, Litigation Division, Federal Aviation Administration, 400 Seventh Street, SW., Washington, DC, 20590. Regional and center counsels and regional and center Logistics Division Managers.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Claimant, investigation reports, and courts.
Exemptions claimed for the system: None.
DOT/FAA 821
System name: Litigation Information Management Systems. Security classification: Unclassified, sensitive.
System location: This system of records is maintained within the Office of the Assistant Chief Counsel for Litigation, FAA, 400 Seventh Street, SW., Washington, DC 20590, and at the Office of Assistant Chief Counsel for each Region and Center.
Categories of individuals covered by the system: This file contains information on Litigants, Claimants, Decedents, Plaintiff's Attorney, FAA Attorney and Department of Justice Attorney. Categories of records in the system: Litigation and claim pleadings, discovery material, related documents (including background data on individual, or decedent involved), memoranda, correspondence, and other material necessary to respond to claims or prepare for litigation or hearings. Types of claims or litigation: Aircraft accidents, auto accidents, personnel and general litigation.
Authority for maintenance of the system: Federal Tort Claims Act, 28 U.S.C. 2671, et seq.; Military Personnel and civilian Employees claims Act of 1964, 31 U.S.C. 3701, 3721.
Purpose(s): Case management/record management. 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: On computer database and password protected. Also, data are stored in lockable and unlockable file cabinets, individuals' attorneys' offices, binders, index files and in computers. Retrievability: Access is by name, location of accident, and/or docket number.
Safeguards: Data from these files are retrievable only by persons within the Office of the Assistant Chief Counsel for Litigation or Regional Counsels. Access to offices is limited to agency employees and those accompanied by agency employees.
Retention and disposal: Litigation files are kept for 2 years after case is closed, then sent to the Federal Records Center. All other records in this system are retained indefinitely.
System manager(s) and address: Assistant Chief Counsel, Litigation Division, AGC-400, Office of Chief Counsel, Federal Aviation Administration, 400 Seventh 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: Employees of the Office of Chief Counsel, Federal courts, individuals and their attorney, FAA records, litigation files, etc.
Exemptions claimed for the system: None.
DOT/FAA 822
System name: Aviation Medical Examiner System.
Security classification: Unclassified, sensitive.
System location: Aeromedical Education Division, AM-400, FAA Civil Aeromedical Institute, Federal Aviation Administration, Mike Monroney Aeronautical Center, 6500 S. MacArthur Blvd. P.O. Box 25082, Oklahoma City, OK 73125. Regional Flight Surgeons in all regional headquarters.
Categories of individuals covered by the system: Private civilian physicians (United States and Foreign) designated as AMEs. Selected United States military flight surgeons designated as AMEs. Selected United States Federal medical officers designated as AMEs.
Categories of records in the system: The system includes records necessary to: Determine professional qualifications of physicians designated (initially and subsequently) as AMEs; identify the type and location of AMEs within the AME program; monitor AMEs performance in support of the Medical Certification Program; and monitor AMEs compliance with mandatory training (initial and periodic) and other AME designation requirements.
Authority for maintenance of the system: 49 U.S.C 44702. Purpose(s): Determine professional qualifications and designation authorization (initial and subsequent) of AMEs.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Document the necessary information on AMEs whose designation has been revoked or retired. Support effective and efficient communications between the FAA and its designated AMEs. Maintain a database to support the management of the AME program. Provide the public with the names and addresses of AMEs who provide FAA medical certification services. Policy determination regarding the AME program. Locating and obtaining support of qualified AMEs. 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 processable storage media and hard copy files.
Retrievability: By AME name, AME number, region, state, county, and city.
Safeguards: File rooms with restricted access by authorized personnel only. Computer processing of AME information is conducted within established FAA computer security regulations.
Retention and disposal: Hard copy files are retained by the Aeromedical Education Division on all active AMEs (civilian, military, and Federal), and on AMEs who have been inactive for less than 10 years. Hard copy files of AMEs who have been inactive for 10 years or more, but less than 25 years, are stored by the Federal Records Center. Hard copy files of AMEs who have been inactive for 25 or more years are destroyed by the Federal Records Center. Computerized AME records are updated continuously for all active AMEs. Computerized records of AMEs who have been inactive for less than 25 years are maintained in the system; and those AMEs inactive for 25 or more years are deleted. Hard copy files of United States civilian AMEs (excluding foreign civilian, military, and Federal AMEs) are also retained by the Regional Flight Surgeon Offices. When these regional AME files become inactive, they are immediately transferred to the Aeromedical Education Division.
System manager(s) and address: Manager, Aeromedical Education Division, AAM-400, FAA Civil Aeromedical Institute, Federal Aviation Administration Mike Monroney Aeronautical Center, P.O. Box 25082, Oklahoma City, OK 73125. Regional Flight Surgeons within Region where he AME is designated.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Aviation Medical Examiners. Additional background information on civilian AMEs may be obtained directly from the Federation of State Medical Boards of the United States.
Exemptions claimed for the system: None.
DOT/FAA 825
System name: Petitions for Rulemaking--Public Dockets.
Security classification: Unclassified, sensitive.
System location: Office of the Chief Counsel, Federal Aviation Administration, AGC-200, Washington, DC 20591.
Categories of individuals covered by the system: Persons petitioning for a change in the Federal Aviation Regulations.
Categories of records in the system: Petitions for rulemaking, correspondence, documents showing disposition of the petition, and public comments on any resulting NPRM.
Authority for maintenance of the system: 49 U.S.C. 106(g), 40101, 40103, 40106, 40109, 40113, 44701, 44702, 44711.
Purpose(s): Make available for public review documents concerning petitions for rulemaking.
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: Unlocked file cabinets.
Retrievability: Exemption number, docket number, or alphabetical listing of petitioner names.
Safeguards: Access through request to Dockets Specialist.
Retention and disposal: Transferred to Federal Records Center when inactive; destruction not authorized.
System manager(s) and address: Docket and Regulations Technician, Office of the Chief Counsel, AGC-200, FAA, 800 Independence Avenue, SW., Washington, DC 20591.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Petitions for rulemaking.
Exemptions claimed for the system: None.
DOT/FAA 826
System name: Petitions for Exemption, Other than Medical Exemption--Public Dockets.
Security classification: Unclassified, sensitive.
System location: Office of the Chief Counsel, AGC-200, Federal Aviation Administration, 800 Independence Ave. SW., Washington, DC.
Categories of individuals covered by the system: Persons petitioning for an exemption (other than medical) under the Federal Aviation Regulations.
Categories of records in the system: Petitions for exemptions, supplementary information, correspondence and the grant or denial of the exemption.
Authority for maintenance of the system: 49 U.S.C. 106(g), 40101, 40103, 40106, 40109, 40113, 44701, 44702, 44711.
Purpose(s): Make available for public review documents concerning petitions for exemption (other than medical exemptions).
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: Original and copies of records stored in unlocked file cabinets. Retrievability: Exemption number, docket number, or alphabetical listing of petitioner names.
Safeguards: Access through request to Dockets Specialist.
Retention and disposal: Transferred to Federal Records Center when inactive; destruction not authorized.
System manager(s) and address: Rules Docket Section, AGC-200, Office of the Chief Counsel, Federal Aviation Administration, 800 Independence Ave. SW., Washington DC 20591.
Notification procedure: Same as System manager.
Record access procedures: Same as System manager.
Contesting record procedures: Same as System manager.
Record source categories: Petitions for exemptions.
Exemptions claimed for the system: None.
DOT/FAA 827
System name: Environmental Litigation Files.
Security classification: Unclassified, sensitive.
System location: Office of the Chief Counsel, FAA, Washington, DC, and Regional Counsel and airport divisions. Categories of individuals covered by the system: Litigants, witnesses, plaintiff's attorney, FAA attorney, Department of Justice Attorney, etc.
Categories of records in the system: Information on litigation, pleadings, discovery material, related documents, (including background data on individual involved), memoranda, correspondence, and other material necessary to respond to claim or prepare for litigation or hearings.
Authority for maintenance of the system: National Environmental Policy Act of 1969, 42 U.S.C. 4321, Airport Environmental requirements, 49 U.S.C. 47106(c), Section 4(f) of the Department of Transportation Act, 49 U.S.C. 303, and other applicable environmental laws, regulations, and Executive Orders. Purposes(s): Litigation.
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.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: File folders stored in locked and unlocked file cabinets and individual attorney's offices.
Retrievability: Caption of the particular litigation, which may include an individual's name or corporation or trade association name.
Safeguards: Access regularly by Office of Chief Counsel personnel only; material is accessible only in facilities with building access controls and in storage retrieval regularly only by Office of the Chief Counsel personnel.
Retention and disposal: Files are kept for 2 years after case has been closed and then sent to Records Center.
System manager(s) and address: Manager, Airports/Environmental Law Division, AGC-600, Office of the Chief Counsel, FAA, 800 Independence Avenue, SW., Washington, DC 20591.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Federal courts, individuals and their attorneys, FAA records, litigation files, etc.
Exemptions claimed for the system: None.
DOT/FAA 828
System name: Physiological Training System.
Security classification: Unclassified, sensitive.
System location: Aeromedical Education Division, AAM-400, FAA Civil Aeromedical Institute, Mike Monroney Aeronautical Center, 6500 S. MacArthur Blvd., P.O. Box 25082, Oklahoma City, OK 73125.
Categories of individuals covered by the system: Certificated Airmen.
Categories of records in the system: Records necessary to establish qualifications of eligibility to receive physiological training, maintain accountability of funds required for training and transfer of funds to involved agencies, and to provide proper evidence of training.
Authority for maintenance of the system: 49 U.S.C. 44703, and 14 CFR 61.31.
Purpose(s): Maintain appropriate documentation on individuals who apply for and complete physiological training conducted by, or coordinated through the FAA Aeromedical Education Division.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Determine individual training qualifications. Receipt and transfer of training funds. Maintain individual records of training completion. See Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Hard copy files and computer processable storage media.
Retrievability: By name and location of training.
Safeguards: File access is regularly restricted to Aeromedical Education Division personnel. The information is password protected. Passwords are changed every 30 days. The screen automatically closes if the computer is not used within 15 minutes, and would require a password to reopen the file.
Retention and disposal: Records are destroyed when 5 years old. (Applications, Hold Harmless Statements, Chamber Flight Records)
System manager(s) and address: Manager, Aeromedical Education Division, AAM-400, FAA Civil Aeromedical Institute, Mike Monroney Aeronautical Center, PO Box 25082, Oklahoma City, OK 73125.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Covered individuals.
Exemptions claimed for the system: None.
DOT/FAA 830
System name: Representatives of the Administrator.
Security classification: Unclassified, sensitive.
System location: Federal Aviation Administration. Mike Monroney Aeronautical Center, Regulatory Support Division, AFS-600, and Civil Aviation Registry, AFS-700, Oklahoma City, Oklahoma 73125. Federal Aviation Administration, 800 Independence Avenue, SW., Washington, DC 20591. Flight Standards District Offices, FSDO. Manufacturing Inspection District Offices, MIDO. Aircraft Certification Divisions. Flight Standards Divisions. Aircraft Certification Offices, ACO. Air Traffic Headquarters. Regional or field offices that designate Air Traffic control Tower Operator Examiners. International Field Offices, IFO.
Categories of individuals covered by the system: Designated Pilot Examiners, DPE. Designated Mechanic Examiners, DME. Designated Parachute Rigger Examiners, DPRE. Applicants for the technical personnel examiners for DPEs, DMEs, DPREs. Designated Engineering Representatives. Designated Manufacturing Inspection Representatives. Designated Airworthiness Representatives. Organizational Designated Airworthiness Representatives.
Categories of records in the system: Name, date of birth, place of residence, company name (when delegated as an organization), mailing address, social security number (if applicable), certificate number, and work and/or home telephone number. Applications for designee. Records of qualification. Certification. Appointment authorization. Training. Dates of renewal and termination. Employment history. Reasons for termination (if applicable).
Authority for maintenance of the system: 49 U.S.C. 40101, 40113, 44701, 44702, and 44703.
Purpose(s): Required in connection with applications for and issuance of authorizations to be Representatives of the Administrator. Used to identify and maintain a list of applicants for future appointment, as necessary. Used to record validation and approval of new designees. To promote the standardization of designees by tracking training, accomplishments, and the limitations of current designees.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Provide the public with the names and addresses of certain categories of representatives who may provide service to them. 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 folders, on lists, on forms, and on computer-accessible storage media. Records are also stored in microfiche, microfilm, and electronic optical storage.
Retrievability: Name, birth date, social security number, or any other identification number of the individual on whom the records are maintained.
Safeguards: Manual records: Strict information handling procedures have been developed to cover the use, transmission, storage, and destruction of personal data in hard copy form. These procedures are periodically reviewed for compliance. Automated processing Computer processing of personal information is conducted within the guidelines of established FAA computer security regulations. A risk assessment of the FAA computer facility used to process this system of records has been accomplished.
Retention and disposal: Records destroyed 5 years after designation becomes inactive, or when no longer needed, whichever is sooner.
System manager(s) and address: Federal Aviation Administration, Manager, Designee Standardization Branch, AFS-640, Mike Monroney Aeronautical Center, P.O. Box 25082, Oklahoma City, Oklahoma 73125. Aircraft Certification Divisions. Aircraft Certification Offices. Manufacturing Inspection District Offices. Flight Standards District Offices. Air Traffic Control Offices.
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 whom it applies.
Exemptions claimed for the system: None.
DOT/FAA 833
System name: Quarters Management Information System.
Security classification: Unclassified, sensitive.
System location: Federal Aviation Administration, Alaskan Region, 222 W. 7th Ave., 14, Anchorage, AK 99513-7587.
Categories of individuals covered by the system: Employees occupying FAA owned or leased housing. employees and agencies that lease FAA housing in Alaska.
Categories of records in the system: Housing records, leases.
Authority for maintenance of the system: 5 U.S.C. 5911(f), OMB Circular A-45.
Purpose(s): Establish regional rental rates for quarters; maintain status of housing; maintain up-to-date list of persons occupying FAA units.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Establish and terminate payroll deductions for collection of housing rent through request to the appropriate payroll office. 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: Filing cabinet, Real Estate and Utilities Branch AAL-54.
Retrievability: Station location, unit numbers, name of employee, number of dependents, pay period rental rate.
Safeguards: Retrieved only by agency personnel and used only in the conduct of official business. Paper copy kept in a locked file cabinet with two people having access to the key. Quarters Management Information System, QMIS, is on only one person's computer and it requires a password to access this computer.
Retention and disposal: End of year reports are retained for 5 years.
System manager(s) and address: Federal Aviation Administration, Housing Manager, AAL-50, 222 W. 7th Ave., 14, Anchorage, AK 99513-7587.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: FAA Employees. Employees of other agencies that lease housing from FAA.
Exemptions claimed for the system: None.
DOT/FAA 837
System name: Newsletter Photographs and Biographical Information.
Security classification: Unclassified, sensitive.
System location: Office of Public Affairs, FAA, 800 Independence Avenue, SW., Washington, DC, 20591. Public Affairs Offices at: Aeronautical Center, P.O. Box 25082, Oklahoma City, OK 73125. Eastern Region, Federal Bldg., JFK International Airport, Jamaica, NY 11430. Great Lakes Region, 2300 E. Devon Avenue, Des Plaines, IL 60018. Northwest Mountain Region, 1601 Lind Ave., SW., Renton, WA 98055. Southern Region, P.O. Box 20636, Atlanta, GA 30320. Biographies of key FAA officials are on the FAA web page at HTTP://WWW.FAA.GOV/APA/BIOS.HTM
Categories of individuals covered by the system: FAA employees and other individuals who may appear with them in candid photographs.
Categories of records in the system: Biographical data; portrait and candid photographs.
Authority for maintenance of the system: 49 U.S.C. 106(f).
Purpose(s): Provide information to the public--particularly the news media-- and for use in employee publications.
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: Stored in file cabinets.
Retrievability: Alphabetically by name, or publication date.
Safeguards: These records are stored in filing drawers that remain locked at all times. There are two keyholders in the office; therefore, access to these drawers is limited to these employees only on an as-needed basis.
Retention and disposal: Retained as long as individual or event is newsworthy, following which they are destroyed. In certain cases, material is transferred to the Office of the Historian.
System manager(s) and address: Same as ``System Location.''
Notification procedure: Same as ``System Manager.''
Record access procedures: Same as ``System Manager.''
Contesting record procedures: Same as ``System Manager.''
Record source categories: FAA employees and other individuals who may appear with them in candid photographs.
Exemptions claimed for the system: None.
DOT/FAA 845
System name: Administrators Correspondence Control and Hotline Information System, ACCIS, Administrator's Hotline Information System, AHIS, and Consumer Hotline Information System, CHIS, Formerly Administrators Correspondence Control and Hotline Information System.''
System location: Correspondence files are located in the Office of the Executive Secretariat, AOA-3, and Hotline files are located in the Hotline Operations Program Office, AOA-20. Both categories of records in the Washington headquarters offices of the Federal Aviation Administration, 800 Independence Ave., SW., Washington, DC 20591.
Security classification: Unclassified, sensitive.
Categories of individuals covered by the system: Individuals who write, call (including HOTLINE calls), or are referred in writing by a second party, to the Administrator, to the Deputy Administrator, and their immediate offices; individuals who write, call, or are referred in writing by a second party to the Secretary, to the Deputy Secretary, and their immediate offices and the correspondence which has been referred to the Federal Aviation Administration; individuals who are the subject of an action requiring approval or action by one of the forenamed, such as appeals, actions, training, awards, foreign travel, promotions, selections, grievances, delegations, application of waivers from the Federal Aviation Administration, etc.
Categories of records in the system: Correspondence files contain correspondence submitted by, or on behalf of, an individual including resumes, letters of reference, etc; responses to such correspondence and calls, staff recommendations on actions requiring approval or action by the Administrator, the Deputy Administrator, the Secretary, and the Deputy Secretary. Hotlines files contain call records, correspondence, reports, and related documents accumulated by the staff in the course of operation.
Authority for maintenance of the system: 44 U.S.C. 3101.
Purpose(s): Correspondence files: Documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency and designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the agency's activities. Hotlines files: Documentation of calls made by agency employees and consumers.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Referral to the appropriate action office within or outside the Department or agency for preparation of a response. Referral, to the appropriate agency for actions involving matters or law, of regulations beyond the responsibility of the agency or Department, such as the Department of Justice in matters of law enforcement. As a data source for management information, such as briefing material on hearings, trend analysis, responsiveness, etc. 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 processable media, microfilm, and hardcopy access to the records will be by means of identification numbers and passwords known only to the user and the system managers.
Retrievability: Retrieved by control number, suspense date, correspondence date, subject matter, last name and location of originator and addressee, constituent's name, action office, and type.
Safeguards: Terminal access through the system's software for ACCIS is limited to the Office of the Administrator. Access to the records of the AHIS and CHIS is limited to the staff of the Hotline Operations Program Office. Information is retrieved by means of a user ID and password known only to each user.
Retention and disposal: The Administrators Correspondence Control and Information System hard copies are destroyed after the material is microfilmed. Microfilm is retained permanently. The Administrator's Hotline hard copies and magnetic records are destroyed after 5 years. The Consumer Hotline hard copies and magnetic records are destroyed after 2 years.
System manager(s) and address: Administrator's Correspondence control and Information System: Director, Executive Secretariat, Office of the Administrator, AOA-3, Administrator's and Consumer Hotline Systems: Manager, Hotline Operations Program Office, AOA-20, Federal Aviation administration, 800 Independence Avenue, SW., Washington, DC 20591.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Correspondence, records of calls from individuals, including HOTLINE calls, their representatives, or sponsors. Responses to incoming correspondence and records of calls. Related material for background as appropriate.
Exemptions claimed for the system: None.
DOT/FAA 847
System name: Aviation Records on Individuals (Formerly, General Air Transportation Records on Individuals).
Security classification: Unclassified, sensitive.
System location: Federal Aviation Administration, FAA, Mike Monroney Aeronautical Center, MMAC, Oklahoma City, Oklahoma 73125: Civil Aeromedical Institute, Aeromedical Certification Division, AAM-300; Regulatory Support Division, AFS-600; Civil Aviation Registry, Airmen Certification Branch, AFS-760. Federal Aviation Administration, 800 Independence Avenue, SW., Washington, DC 20591. Flight Standards District Offices, FSDOs. Certificate Management Offices, CMOs. Certificate Management Field Offices, CMFOs. International Field Offices. Civil Aviation Security Field Offices, CASFO's. FAA regional offices. Electronic enforcement litigation tracking system records are located in the offices of the Regional Counsel, Directorate Counsel and Chief Counsel.
Categories of individuals covered by the system: Current certificated airmen, airmen whose certificates have expired, airmen who are deceased, airmen rejected for medical certification, airmen with special certification, and others requiring medical certification. Air traffic controllers in air route traffic control centers, terminals, and flight service stations and applicants for these positions. Holders of and applicants for airmen certificates, airmen seeking additional certifications or additional ratings, individuals denied certification, airmen holding inactive certificates, airmen who have had certificates revoked. Persons who are involved in aircraft accidents or incidents; pilots, crewmembers, passengers, persons on the ground, and witnesses. Individuals against whom the Federal Aviation Administration has initiated administrative action or legal enforcement action for violation of certain Federal Aviation Regulations, FAR, or Department of Transportation Hazardous Materials Regulations, HMR.
Categories of records in the system: Name(s), date of birth, place of residence, mailing address, social security number, and airman certificate number Records that are required to determine the physical condition of an individual with respect to the medical standards established by FAA. Records concerning applications for certification, applications for written examinations, results of written tests, applications for inspection authority, certificates held, ratings, stop orders, and requests for duplicate certificates. Reports of fatal accidents, autopsies, toxicological studies, aviation medical examiner reports, medical record printouts, nonfatal reports, injury reports, accident name cards, magnetic tape records of fatal accidents, physiological autopsy, and consulting pathologist's summary of findings. Records of accident investigations, preliminary notices of accident injury reports, engineering analyses, witness statements, investigators' analyses, pictures of accident scenes. Records concerning safety compliance notices, letters of warning, letters of correction, letters of investigation, letters of proposed legal enforcement action, final action legal documents in enforcement actions, correspondence of Regional Counsels, Office of Chief Counsel, and others in enforcement cases. Also included are electronic enforcement litigation tracking system records located in the Offices of the Regional Counsel, Directorate Counsel and Chief Counsel.
Authority for maintenance of the system: 49 U.S.C. 40101, 40113, 44701, 44703.
Purpose(s): Issuance of airmen certificates by the Federal Aviation Administration. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: (a) Provide basic airmen certification and qualification information to the public upon request. (b) Disclose information to the National Transportation Safety Board, NTSB, in connection with its investigation responsibilities. (c) Provide information about airmen to Federal, state, and local law enforcement agencies when engaged in the investigation and apprehension of drug-law violators. (d) Provide information about enforcement actions arising out of violations of the Federal Aviation Regulations to government agencies, the aviation industry, and the public upon request. (e) Disclose information to another Federal agency, or to a court or an administrative tribunal, when the Government or one of its agencies is a party to a judicial proceeding before the court or involved in administrative proceedings before the tribunal. (f) 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 these systems to ``consumer reporting agencies'' (collecting on behalf of the United States Government) 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)) and to debt collection agencies as defined by inference in the Federal Collection Act of 1966 (31 U.S.C. 3711(f)(1)) as amended.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Maintained in file folders, on lists and forms, and in computer processable storage media. Records are also stored on microfiche and roll microfilm.
Retrievability: Name, birth date, social security account number, airman certificate number, or other identification number of the individual on whom the records are maintained. Sex. Accident number and/or incident number, and administrative action or legal enforcement numbers.
Safeguards: Manual records: Strict information handling procedures have been developed to cover the use, transmission, storage, and destination of personal data in hard copy form. These are periodically reviewed for compliance. Automated Processing (FAA Systems): Computer processing of personal information is conducted within established FAA computer security regulations. A risk assessment of the FAA computer facility used to process this system of records has been accomplished. Automated Processing (Commercial Computer Contractor): Computer programs operated on commercial security levels and record element restrictions to prevent release of data to unauthorized parties.
Retention and disposal: These records are destroyed or retired to the area Federal Records Center and then destroyed in accordance with current version of FAA Order 1350.15, Records Organization, Transfer and Destruction Standards. The retention and destruction period for each record varies depending on the type of record.
System manager(s) and address: The address for the system managers listed below is: Federal Aviation Administration, Mike Monroney Aeronautical Center, PO Box 25082, 6500 South MacArthur Blvd., Oklahoma City, Oklahoma 73125. Records concerning aviation medical certification: Manager, Aeromedical Certification Division, AAM-300, FAA certification records and general airman records: Manager, Airmen Certification Branch, AFS-760, Records concerning aircraft accidents and incidents, Manager, Operational Systems Branch, AFS-620, Records concerning administrative and legal enforcement action: FAA enforcement information system data bases for administrative and legal enforcement actions: Manager, Operational Systems Branch, AFS- 620, Official FAA enforcement files: The Office of Chief Counsel, the Office of Regional Counsel, or the investigating FAA field office, as appropriate. The address of the appropriate FAA legal or field office maintaining the official agency enforcement file may be obtained from AFS-620. Electronic enforcement litigation tracking system records: Offices of the Regional Flight Counsel, Directorate counsel, and Chief Counsel. Aviation medical certification records from regional files: Regional Flight Surgeon within the region where examination was conducted. Visit or call the local FAA office in the area in which you reside for any proper regional address.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: Medical Information: Information is obtained from Aviation Medical Examiners, individuals themselves, consultants, hospitals, treating or examining physicians, and other Government agencies. Airmen Certification Records: Information is obtained from the individual to whom the records pertain, FAA aviation safety inspectors, and FAA designated representatives. Written test scores are derived from answers given by individuals. Actions filed by FAA personnel. General Aviation Accident/Incident Records and Air Carrier Incident Records: Information is obtained from Aviation Medical Examiners, pathologists, accident investigations, medical laboratories, law enforcement officials, and FAA employees. Data are also collected from manufacturers of aircraft, and involved passengers. Administrative Action and Legal Enforcement Records: Information is obtained from witnesses, Regional Counsels, the National Transportation Safety Board, Civil Aviation Security personnel, Flight Standards personnel, Aeronautical Center personnel, and the Office of Chief Counsel.
Systems exempted from certain provisions of the act: Portions of this system are exempt under 5 U.S.C. 552a(k)(2).
DOT/FAA 851
System name: Administration and Compliance Tracking in an Integrated Office Network.
Security classification: Unclassified, sensitive.
System location: Federal Aviation Administration, FAA, Office of Aviation Medicine, Drug Abatement Division, 800 Independence Avenue, SW., Washington, DC 20591.
Categories of individuals covered by the system: Medical review officers, company anti-drug program managers, other contact names, and individuals who call the FAA to self- disclose, who are directly involved in the implementation and maintenance of drug and alcohol testing programs in conjunction with the aviation industry.
Categories of records in the system: Names, company and office telephone numbers of program managers who are in charge of the everyday operation of drug and alcohol
testing programs for aviation companies, other persons who are contacts for facilities directly involved in drug and alcohol testing for the aviation industry, medical review officers (physicians) who review test results for the aviation companies, and individuals with company name and telephone numbers who call the FAA to self-disclose non-compliance.
Authority for maintenance of the system: The Omnibus Transportation Employee Testing Act of 1991 (49 U.S.C. 45101-45106), 14 CFR part 61, et al. Purpose(s): Support the information resource, reporting and archival needs of the Drug Abatement Division.
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: Maintained in an automated information system.
Retrievability: Name of an individual or by a unique case file identifier.
Safeguards: Computer processing of information would be conducted within established FAA computer security regulations. A risk assessment of the FAA computer facility used to process this system of records has been accomplished.
Retention and disposal: The FAA has requested a retention and disposal schedule to destroy 5 years from creation date. That request is pending approval from the National Archives and Records Administration, NARA.
System manager(s) and address: Manager, Drug Abatement Division, AAM-800, Office of Aviation Medicine, Federal Aviation Administration, 800 Independence Avenue, SW., Washington, DC 20591.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System manager.''
Record source categories: FAA records.
Exemptions claimed for the system: None.
DOT/FAA 852
System name: Suspected Unapproved Parts (SUP) Program.
Security classification: Unclassified, Sensitive.
System location: Department of Transportation, Federal Aviation Administration (FAA), Associate Administrator for Regulation and certification, Suspected Unapproved Parts Program Office, Dulles, VA 20166. Records may also be temporarily located in FAA Regional Offices and Directorate Offices, as well as FAA Civil Aviation Security Offices during the time of the open investigation.
Categories of individuals covered by the system of records: Company representatives of air carriers, repair stations, mechanics, manufacturers, suppliers, brokers, or individuals who are otherwise directly or indirectly involved in suspected unapproved parts investigations. Individuals who contact the FAA regarding the manufacture, sale or use of suspected unapproved parts may also be included in the system of records.
Categories of records in the system: Records include files and other investigatory material pertaining to a SUP investigation. Records may contain name and address, phone numbers, and certificate numbers of companies or individuals, their role in SUP investigations, information referencing enforcement actions, alert or notification actions, and investigation results.
Authority for maintenance of the system: 49 U.S.C. 44701. Purpose(s): To provide a primary collection point of SUP records and issues and provide technical support to FAA and industry on SUP; maintain a parts reporting information system for tracking SUP investigations and analysis of data; provide program oversight, and review of SUP related enforcement actions and audits.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: FAA will routinely provide relevant information to the Federal Bureau of Investigation, U.S. Customs Service, and Defense Criminal Investigative Services for their use in any civil/criminal investigations when a SUP case is initiated. Also 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: Hard copy documents are stored in locked file cabinets with restricted access; electronic records reside in a secure database system. The SUP Program Office operates in a secure office with limited access, key controls, and locks.
Retrievability: Hard copy investigative records are retrieved by SUP case number; electronic records are retrieved through automated searches such as by case number, company name, individual's name, including source's name, name of the subject of an investigation, part number, type of aircraft, or geographical location.
Safeguards: Manual records and folders are stored in locked file cabinets with restricted access. Access to automated records is restricted by controlled user ID's and passwords. A risk assessment plan and system security plan are in place.
Retention and disposal: These records are retained for a period of 5 years. National Archives and Records Administration (NARA) approval pending.
System manager(s) and address: Department of Transportation, Federal Aviation Administration, Manager, Suspected Unapproved Parts Program Office, 4500 Aviation Drive, Suite 214, Dulles, VA 20166.
Notification procedure: Same as ``System Manager.''
Record access procedures: Same as ``System Manager.''
Contesting record procedures: Same as ``System Manager.''
Record source categories: Information is collected from individuals, including air carriers, repair stations, aircraft owners/operators, manufacturers, suppliers, brokers, mechanics, pilots, FAA, and DOT officials who believe for any reason a part is not approved.
Exemption claimed for the system: Portions of this system are exempt from disclosure under the provisions of 5 U.S.C. 552a(k)(2).
DOT/FAA 853
System name: Cost Accounting System Employee Labor Data.
Security classification: Unclassified, sensitive.
System location: U. S. Department of Transportation, Federal Aviation Administration (FAA), Assistant Administrator for Financial Services, 800 Independence Avenue, SW., Washington, DC 20591.
Categories of individuals covered by the system: Present and former Federal employees of the Federal Aviation Administration.
Categories of records in the system: This system of records may include employee labor charging data containing FAA employee's names, current pay period and year-to-date salaries, and hours worked by FAA organizations on a particular project.
Authority for maintenance of the system: 49 U.S.C. 40101; 49 U.S.C. 40122(g)
Purpose(s): This Cost Accounting System--Employee Labor Data System will enhance the agency's ability to provide the cost of end-user services in support of user fees; measure and benchmark the agency's financial and operational performance; support management decisions and plans based on reliable cost information; measure and control cost of resources consumed and outputs produced; track individual labor cost directly associated with projects/activities and facilitate the distribution of labor charges and actual operating expenses for costing purposes.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractors, grantees, experts, consultants, detailees, and other non-FAA employees performing or working on a contract, service, grant, cooperative agreement, or other assignment from the Federal government, when necessary to accomplish an agency function related to this system of records. To other government agencies when required by law. See the 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: These records are stored on Local Area Network drives, magnetic cartridges, diskettes, and may be in hardcopy format when required.
Retrievability: These records are retrieved by the employee's name, organization, and assigned project numbers.
Safeguards: Access to the system of records is restricted to authorized users. Each user is granted access with his or her user name and security password. The user privileges of each user are based on his or her assigned access rights. User access to sensitive data is granted only to limited individuals with the approval of management.
Retention and disposal: The records are retained and disposed of in accordance with FAA Order 1350.15 item number 2710 (2) (b), General Financial Records.
Records are disposed of when 6 years and 3 months old. System manager(s) and address: Manager, Cost Accounting Division (APF-300), 800 Independence Avenue, SW., Washington, DC 20591.
Notification procedure: Write to the System Manager.
Record access procedures: Write to the System Manager. Provide full name and a description of information that you seek, including the time frame during which the records may have been generated. Individuals requesting access must comply with the Department of Transportation's Privacy Act regulations on verification of identity (49 C.F.R. 10.37).
Contesting record procedures: Write to the System Manager. Identify the information being contested, the reason for contesting it and the correction requested.
Record source categories: Information contained in this system is obtained from current Privacy Act systems of records, DOT/ALL 11, integrated Personnel Payroll System (IPPS) and DOT/ALL 7, Departmental Accounting and Financial Information System (DAFIS) and Delphi Accounting System-- Management Information Reporting (MIR).
Exemptions claimed for the system: None.