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Office of the Solicitor

Privacy Act Systems - DOL/MSHA-21

SYSTEM NAME:

    Assessments and Civil Penalty Debt Collection Activity and Reporting System

SECURITY CLASSIFICATION:

    Unclassified.

SYSTEM LOCATION:

    Office of Assessments, Civil Penalty Compliance Office, Mine Safety and Health Administration (MSHA), U.S. Department of Labor, 4015 Wilson Boulevard, Arlington, Virginia 22203.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Individuals who were cited for committing violations of the Federal Mine Safety and Health Act of 1977 (Mine Act) and mandatory safety and health standards which resulted in their indebtedness to the United States in the form of a civil penalty.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Consumer credit reports, Case files, payment installment plans, bankruptcy case files, Employee Identification Numbers file (EIN), Treasury cross-servicing files, Treasury offset files, financial adjustment files, Assessments Management Information System.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    31 U.S.C. 3701, 3711-12, 3716-19, 3720A-E, 7701. (Debt Collection Improvement Act of 1996); 30 U.S.C. 815 and 820.

PURPOSE(S):

    The system provides information on individuals who are indebted to the Department of Labor, Mine Safety and Health Administration, for the purpose of assessing penalties, determining the collection of debts, and taking appropriate actions to collect or otherwise resolve the debts.

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, computer files on Local Area Network (LAN) and PCS.

RETRIEVABILITY:

    By mine identification number; Employee Identification Number, Name, MSHA case number, or Social Security Number (SSN).

SAFEGUARDS:

    Access to computerized data is limited to authorized personnel through use of encrypted passwords. Manual records in Office of Assessments are kept in locked file cabinets or restricted areas. During working hours only authorized personnel have access to files.

RETENTION AND DISPOSAL:

    Source documents are retained until case is closed and retired to the appropriate Federal Records Center for 10 years and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

    Director of Assessment, Department of Labor, Mine Safety and Health Administration, Office of Assessments, 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 records, write the System Manager and describe specifically as possible the records sought and furnish the following information:

  1. Full name

  2. Signature

CONTESTING RECORD PROCEDURES:

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

  1. Full name

  2. Signature.

  3. The specific problem

RECORD SOURCE CATEGORIES:

    Information is obtained from Office of Assessments, Civil Penalty Compliance Office, Credit Reporting Bureaus, Dun and Bradstreet Reporting, Consumer credit reports, Case files, payment installment plans, bankruptcy case files, Employee Identification Numbers file (EIS), Treasury cross-servicing files, Treasury offset files, financial adjustment files, and the Assessments Management Information System.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.