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Office of the Solicitor

Privacy Act Systems - 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. Coal Mine Safety and Health district and field offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Coal Mine Safety and Health enforcement 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; sampling information; Coal Mine Safety and Health enforcement personnel; and time utilization for Coal Mine Safety and Health enforcement personnel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    29 U.S.C. 557a, 668; 30 U.S.C. 811, 813, 814.

PURPOSE:

    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; (e) information on samples taken by inspectors; and (f) time utilization for Coal Mine Safety and Health enforcement 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.

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

    None except for those universal routine uses listed in the General Prefatory Statement to this document.

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:

    Inspection reports and related documents are destroyed after 10 years. Other source documents are destroyed when no longer needed. Active database is retained for 2 complete fiscal years; then moved to the historical database or magnetic tape. Historical database and magnetic tapes are retained indefinitely.

RETRIEVABILITY:

    By mine identification number for key mine officials; by Authorized Representative number, organization number, inspection event number, and violation number for enforcement personnel.

SAFEGUARDS:

    Access limited to authorized personnel in regard to computerized data. Manual records on Coal Mine Safety and Health enforcement 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 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.

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. Date of birth

  3. Social Security number

  4. Signature

CONTESTING RECORD PROCEDURES:

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

  1. Full name

  2. Date of birth

  3. Social Security number

  4. Signature

RECORDS SOURCE CATEGORIES:

    Coal Mine Safety and Health personnel submit inspection, time utilization, violation, sampling, and other enforcement information in accordance with prescribed procedures.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.