System name:

Employee Applications for Motor Vehicle Operator's Card -- COMMERCE/DEPT-8.

System location:

Categories of individuals covered by the system:

All Department employees as categorized by organization component in a through j above, who have sustained occupational injury/illness or who have been involved in a motor vehicle accident while on official Government business.

Categories of records in the system:

Name; address; home telephone number; date and place of birth; sex; social security number; occupation; grade; location and description of accident or injury; driving permit or license data; physical condition at time of incident; insurance information; vehicle ownership and licensing data.

Authority for maintenance of the system:

29 U.S.C. 651-78, 28 U.S.C. 2671-2680, Executive Order 12196.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

See routine use paragraphs of Prefatory Statement. Also, accident reports involving Government vehicles are disclosed to the General Services Administration, the custodian of Government vehicles; accident information may also be disclosed to insurance carriers during resolution of claims.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:


Paper records in file folders.


Filed alphabetically by name.


Records are located in lockable metal file cabinets with access limited to those whose official duties require access.

Retention and disposal:

Disposed after 5 years.

System manager(s) and address:

Notification procedure:

Record access procedures:

Requests from individuals should be addressed to: Same address of the desired location as stated in the Notification section above.

Contesting record procedures:

The Department's rules for access, for contesting contents, and appealing initial determinations by the individual concerned appear in 15 CFR part 4b. Use above address for desired location.

Record source categories:

Subject individual, those authorized by the individual to furnish information; others involved in accident; witnesses; employee's supervisor; and, the safety officer.