MMS-3 Accident Reports and Investigations

64 FR 8112, February 18, 1999; Modification published 74 FR 42922, August 25, 2009

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DEPARTMENT OF THE INTERIOR

Minerals Management Service

Privacy Act of 1974; as Amended; Revisions to the Existing System of Records

AGENCY: Minerals Management Service, Department of the Interior.

ACTION: Proposed revisions to an existing system of records.
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SUMMARY:  In accordance with the Privacy Act of 1974, as amended (5 U.S.C. 552a), the Minerals Management Service (MMS) is issuing public notice of its intent to modify an existing Privacy Act system of records notice, MMS-3, “Accident Reports and Investigations.”  The revisions will update the address(es) of the System Location and the System Manager.

EFFECTIVE DATE:  5 U.S.C. 552a(e)(11) requires that the public be provided a 30-day period in which to comment on the intended use of the information in the system of records.  The Office of Management and Budget, in its Circular A-130, requires an additional 10-day period (for a total of 40 days) in which to make these comments. Any persons interested in commenting on this revised system of records may do so by submitting comments in writing to the U.S. Department of the Interior, Minerals Management Service, ATTN: MMS Privacy Act Officer, MS-2200, 381 Elden Street, Herndon, Virginia 20170-4817. Comments received within 40 days of publication in the Federal Register will be considered.  The system will be effective as proposed at the end of the comment period, unless comments are received which would require a contrary determination.

ADDRESSES:  Send written comments to U.S. Department of the Interior, Minerals Management Service, ATTN: MMS Privacy Act Officer, MS-2200, Herndon, Virginia 20170-4817.

FOR FURTHER INFORMATION CONTACT:  Safety and Occupational Health Manager, Procurement and Support Services Division, Minerals Management Service, MS-2520, 381 Elden Street, Herndon, Virginia 20170-4817.

SUPPLEMENTARY INFORMATION:  The MMS is proposing to amend the system notice for MMS-3, “Accident Reports and Investigations,” to more accurately and clearly describe the address of the System Manager.  The revision reflects a change of address in the Herndon, Virginia, System Manager location.  Accordingly, the MMS proposes to amend the “Accident Reports and Investigations,” MMS-3 in its entirety to read as follows:

Robert E. Brown,
Associate Director for Administration and Budget.

INTERIOR/MMS-3

SYSTEM NAME:
Accident Reports and Investigations--Interior, MMS-3.

SYSTEM LOCATION:
Procurement and Support Services Division, Minerals Management Service, Mail Stop 2520, 381 Elden Street, Herndon, Virginia 20170-4817.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All personnel of the Minerals Management Service (MMS) who have had on-the-job accidents.

CATEGORIES OF RECORDS IN THE SYSTEM:
Form DI-134, Accident Reports, correspondence, historical information, and corrective action reviews relating to accidents which have occurred on-the-job.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7902.

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:  (1) To maintain records of accidents in which MMS employees have been involved; (2) to report statistics and trends to the Department; (3) to monitor and report progress of the safety program in the MMS, using historical data and records of actions taken. 

Disclosure outside of the Department may be made: 

• (1)  To the U.S. Department of Justice or in a proceeding before a court of adjudicative body when 
  • (a)  the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is party to litigation or anticipated litigation or has an interest in such litigation, and 
  • (b)  the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; 
• (2)  Of information indicating a violation or potential violation of a statute, regulation, rule, order, or license to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the status, rule, regulation, order, or license; 
• (3)  To a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; 
• (4)  To a Federal Agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, 
• grant, or other benefit; 
• (5)  Of Federal, State, or local agencies where necessary to obtain information relevant to the hiring or retention of an employee or the issuance of a security clearance license, contract, grant, or other benefit; and
• (6)  To appropriate agencies, entities, and persons when:
  • (a)  It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and
  • (b)  The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and
  • (c)  The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:
Maintained in manual form in file folders.

RETRIEVABILITY:
By name of individual.

SAFEGUARDS:
Kept in locked cabinet. Access limited to authorized personnel.

RETENTION AND DISPOSAL:
Retention and disposal is in accordance with General Records Schedule No. 18, Item No. 12.

SYSTEM MANAGER(S) AND ADDRESS:
Safety and Occupational Health Manager. Procurement and Support Services Division, Minerals Management Service, Mail Stop 2520, 381 Elden Street, Herndon, VA, 20170-4817.

NOTIFICATION PROCEDURE:
A written and signed request stating that the requester seeks information concerning records pertaining to him or her must be addressed to the System Manager. See 43 CFR 2.60.

RECORD ACCESS PROCEDURE:
A request for access must be in writing, signed by the requester, submitted to the Systems Manager, and meet the requirements of 43 CFR 2.63.

CONTESTING RECORD PROCEDURES:
A petition for amendment shall be addressed to the System Manager and meet the requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
Accident victims, witnesses, supervisors, and investigators.