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Privacy Act Systems - DOL/MSHA-15

SYSTEM NAME:

    Health and Safety Training and Examination Records.

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, State and Federal employees who have taken MSHA approved training courses to attain skills to become qualified and certified to complete mining tasks.

CATEGORIES OF RECORDS IN THE SYSTEM:

    These records contain mine ID number, training course codes, instructor's name, date of training, name and social security number of persons who have taken training and examinations to become qualified and/or certified.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    30 U.S.C. 825, 877(i), 952.

PURPOSE(S):

    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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    Disclosures may be made (a) to mine operators requesting information to verify training required by law; (b) to labor organizations requesting information on training status of its members; (c) to mine operators' associations which require training for policy and programming utilization; (d) to appropriate Federal, State, tribal governments, 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:

    Training documents are microfilmed; then, they are entered into computer files.

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.

    (Note: Records have the individual names but do not contain addresses. The social security number is used by MSHA for retrievals because the file contains many individuals with the same names, and there is no way to know which records belong to which individual by using name only.)

SAFEGUARDS:

    Computer safeguards and procedures developed by MSHA under GSA Circular E-34. Reports are marked with the appropriate Privacy Act warning. During working hours only authorized personnel have access to files.

RETENTION AND DISPOSAL:

    Training documents are destroyed when 3 years old. Microfilm is destroyed when 50 years old. Computer files are updated as changes occur and used to verify information.

SYSTEM MANAGER(S) AND ADDRESS:

    Chief, Qualification and Certification Unit, Educational Policy and Development, PO 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:

  1. Full name

  2. Social Security number

  3. Signature

  4. Address

CONTESTING RECORD PROCEDURES:

    Individuals requesting amendment to the record should contact the System Manager and furnish the following information:

  1. Full name

  2. Social Security number

  3. Signature

  4. Type of Record to be amended

  5. Address

RECORD SOURCE CATEGORIES:

    Training records are received from instructors, mining industry, and MSHA training personnel.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.