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Office of the Solicitor

Privacy Act Systems - DOL/MSHA-22

DOL/MSHA-22

SYSTEM NAME:

Educational Policy and Development; National Mine Health and Safety Academy Permanent Record Card or Student Information System.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATION:

Mine Safety and Health Administration (MSHA)-Directorate of Educational Policy and Development, National Mine Health and Safety Academy, U.S. Department of Labor, Beaver, West Virginia.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

MSHA personnel and other individuals who receive training through MSHA, including training offered through the National Mine Health and Safety Academy (Academy).

CATEGORIES OF RECORDS IN THE SYSTEM:

This system includes records of training authorized under sections 502, 503(f), or 505 of the Federal Mine Safety and Health Act of 1977 (Mine Act), as amended by the Mine Improvement and New Emergency Response Act of 2006 (MINER Act). Records include instructor's grade sheets and student transcripts, reflecting courses and grades received. Starting in Fiscal Year 2003, MSHA started to store the records electronically.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

29 U.S.C. 557a; 30 U.S.C. 952, 953(f), 954.

PURPOSE(S):

To maintain records on Mine Safety and Health inspectors and others to assure that proper training is received under the Mine Act. Records are used by individuals, inspectors, and supervisors to track training and grades.

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

In addition to those universal routine uses listed in the General Prefatory Statement, disclosures may be made to: 1.) appropriate Federal, State, local agencies when individuals transfer from one agency to another; 2.) colleges that accept training received at the Academy for transferable credit hours; or 3.) supervisors of individuals who request transcripts on employees to assure that proper training has been received or completed.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

STORAGE:

Records are stored electronically, on paper, or both.

RETRIEVABILITY:

Records are indexed and retrieved by name of the student only.

SAFEGUARDS:

Access is by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files.

RETENTION AND DISPOSAL:

Instructor grade sheets are destroyed after 3 years. Academy Permanent Records Cards (Transcripts) and other documentation are retained for 50 years and then destroyed. NC1-433-81-1, Item 33.

SYSTEM MANAGER(S) AND ADDRESS:

Director of Office of Standards, Regulations, and Variances, Arlington, VA.

NOTIFICATION PROCEDURE:

Inquiries should be mailed to the System Manager.

RECORD ACCESS PROCEDURES:

A request for access should be mailed to the System Manager.

CONTESTING RECORD PROCEDURES:

A petition for amendment should be mailed to the System Manager.

RECORD SOURCE CATEGORIES:

Information contained in this system is obtained from Educational Policy and Development, National Mine Health and Safety instructors and individuals who receive training through MSHA.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

None.