[Federal Register: January 9, 2009 (Volume 74, Number 6)]
[Notices]
[Page 993-1090]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr09ja09-102]
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Part II
Department of Energy
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Privacy Act of 1974; Publication of Compilation of Privacy Act Systems
of Records; Notice
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DEPARTMENT OF ENERGY
Privacy Act of 1974; Publication of Compilation of Privacy Act
Systems of Records
AGENCY: U.S. Department of Energy.
ACTION: Notice.
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SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a, and the
Office of Management and Budget (OMB) Circular A-130, the Department of
Energy including the National Nuclear Security Agency (NNSA)
(hereinafter referred to collectively as ``DOE'' or ``the Department'')
is publishing its compilation of Privacy Act Systems of Records. This
notice provides an accurate and complete text of the agency's systems
of records, and adopts many of the recommendations that were made to
DOE in comments that were submitted concerning proposed amendments to
the compilation published by DOE on April 2, 2008.
DATES: The compilation of Privacy Act Systems of Records is effective
January 9, 2009. The proposed new system of records will be open for
comments until February 18, 2009. A final notice will be published
addressing any comments received and adopting the notice.
ADDRESSES: Written comments on the proposed new system of records
should be directed to Verlette L. Gatlin, Deputy Director, Office of
Information Resources, U.S. Department of Energy, MA-90, 1000
Independence Avenue, SW., Washington, DC 20585, (202) 586-5955.
FOR FURTHER INFORMATION CONTACT: Verlette L. Gatlin, Deputy Director,
Office of Information Resources, MA-90, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585, (202) 586-5955, Jerry
Hanley, Chief Privacy Officer, Office of Information Resources, MA-90,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585, (202) 586-0483, and Isiah Smith, Deputy Assistant General
Counsel for General Law, GC-77, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington DC 20585, (202) 586-8618.
SUPPLEMENTARY INFORMATION:
I. Background
II. Discussion on Comments
III. Proposed New System of Records
IV. Comment Procedures
I. Background
DOE published a notice of its proposed compilation of its Privacy
Act systems of records on April 2, 2008, at 73 FR 18044. The notice
provided an accurate and complete text for the sixty-two systems of
records established by DOE under the Privacy Act. Each system notice
provided a description of the system of records, identified the purpose
and authority for collecting and maintaining the information, reflected
administrative changes that had been made, identified the appropriate
DOE locations, and incorporated all routine uses. In addition, the
notice proposed amendments to three existing systems of records, added
a new routine use to all systems of records, established a new system
of records, and deleted a system of records.
In the April 2, 2008 Federal Register Notice, DOE provided a date
of April 2, 2008 for the public to comment on the proposed amendments
to the Privacy Act compilation. However, on April 9, 2008 at 73 FR
19198, DOE published a notice correcting the comment date to May 9,
2008, effectively providing a 37-day period for the public to comment
on the proposed amendments. The Department received numerous internal
comments and no public comments. An analysis of the comments and the
response by the DOE are provided in this notice.
II. Discussion of Comments
Comment: The Department received a comment stating that the DOE
Headquarters, Washington, DC System Location for new system DOE-60
General Correspondence Files, should not be specific to Forrestal
Building, and should be changed to the broader U.S. Department of
Energy, Headquarters, 1000 Independence Avenue, SW., Washington, DC
20585 to provide broader coverage.
Response: The comment is accurate. The text has been revised
accordingly with this notice.
Comment: The Department received several comments related to the
Correlations section of the proposed Compilation. One commenter stated
that, pursuant to an Office of Science (SC) restructure since the last
publication of the Privacy Act Compilation, Field Site Offices may no
longer be offices under the Field Location Office organization, but in
all instances the Field Site Offices and their M&O Laboratories do
maintain records under Field Location Office jurisdiction. Accordingly,
in the Correlations section, the title ``Correlation of DOE Field
Locations and Their Offices'' should be changed to ``Correlation of DOE
Field Locations and Field Site Offices, M&O Laboratories, and Other
Offices Maintaining Records under Field Location Jurisdiction.'' That
commenter also stated that with respect to the offices that constitute
the SC Integrated Support Center (Chicago and Oak Ridge), some
information is outdated or inconsistent with the SC Integrated Support
Center Service Provider Matrix under which they operate. Other
commenters suggested additional updates to the Correlation section and
provided supplemental information for updating that section.
Response: The comments are accurate. The text has been revised
accordingly with this notice.
Comment: The Department received several comments related to System
Locations in the proposed Compilation. One commenter stated that Field
System Locations in all Field portions of Privacy Act Systems should be
the location having jurisdiction over records in the System, i.e. , the
location where the jurisdictional System Manager and cognizant Privacy
Act Officer reside, not necessarily the physical location of the
records. This is especially necessary in the 31 Systems of Records that
provide that the System Manager for the Field portion of the System is
the Manager (or Field subject matter Manager) of the System Location
listed (DOE-1, 3, 5, 8, 13, 14, 16, 26, 28, 31, 33, 34, 35, 38, 41, 43,
44, 45, 46, 48, 50, 51, 52, 55, 56, 60, 63, 75, 77, 81, and 84). Field
Locations (the DOE Field Locations listed in the ``Correlations''
section) should be listed accordingly as the only System Locations for
their respective portions of the system, and any correlating Field Site
Offices, M&O laboratories, and other offices maintaining records for
the Field Location should be removed as System Locations, because they
fall under the umbrella of the Field Location and would be listed as
such under that Field Location in the Correlations section.
Notification and Records Access provisions of those Systems are
consistent with this revision, because they direct public and routine
users to submit their requests to the Privacy Act Officer at the
respective System Location listed. Also, if Field Site Offices, M&O
laboratories, and other offices maintaining records for Field Locations
were listed as System Locations, the public would be misdirected to
submit their requests to locations where no Privacy Act Officer exists.
Other commenters requested updates to specific System Locations and
provided updated supplemental information for updating System
Locations.
Response: The Privacy Act of 1974, 5 U.S.C. 552a Section (e)(4)(A)
requires agencies to publish the name of the system and the location
where the records are being maintained. On July 9, 1975 at 40 FR 28948,
the Office of
[[Page 995]]
Management and Budget (OMB) published guidance to agencies implementing
the Privacy Act. With respect to section (e)(4)(A), the OMB guidance
stated ``agencies will specify each city/town and site at which the
system of records is located.'' This includes the locations where
records have been retired and sent to record centers. As currently
structured the ``Correlation Section'' provides the public and routine
users with the additional information necessary to determine which
Field Location has jurisdiction over the records maintained for and by
its correlating Field Site Offices, M&O and Laboratory sites. To
determine the appropriate Privacy Act Officer for these locations, the
additional information included in the ``Correlation Section'' and the
updated language in the ``Notification Procedures'' directs the reader
to the appropriate site. Although, the requester made a good point, the
agency however, is correct providing a listing in the individual
notices all of the field locations where records are being maintained.
The various system managers for the systems of records were contacted
and it was determined that this is consistent with the Privacy Act and
the guidance provided by OMB. Therefore, the comment is not being
adopted.
Comment: The Department received a comment stating that in DOE-5,
Personnel Records of Former Contractor Employees, in the Purpose
section, ``with'' should be added to the last line to now read
``associated with their employment.''
Response: The comment is accurate. The text has been revised
accordingly with this notice.
Comment: The Department received a comment stating that in the
Categories of Individuals Covered section of DOE-11, Emergency
Operations Notification Call List, ``in DOE-11'' should be added to the
parenthetical to read (``hereinafter referred to in DOE-11 collectively
as ``DOE''). The commenter stated that without this change, from that
point forward in the Compilation, the term ``DOE'' would mean DOE and
NNSA.
Response: The comment is inaccurate. The text is not being revised
because NNSA is a part of DOE.
Comment: The Department received a comment stating that, in spite
of the fact that the Categories of Individuals Covered section under
DOE-14, Report of Compensation includes DOE employees, the Purpose
section only refers to reasonableness of compensation paid to top
contractor personnel. If the full scope of data is compensation data on
Contractor Key Personnel, DOE employees should not be mentioned in the
Categories section. The commenter also stated that ``up to $100,000''
should be ``exceeding $100,000.00,'' based upon current salary
information.
Response: DOE agrees that the Categories of Individuals section
should be revised to include only contractor employees, and the text of
that section has been revised accordingly with this notice. DOE also
agrees that the Categories of Records section should reflect the
appropriate salary dollar threshold. However, based on unique
provisions in DOE's contracts with its contractors, contractual salary
dollar thresholds may differ. Therefore, DOE has revised with this
notice the text of the Categories of Records section to replace
``current salary up to $100,000'' with ``current salary meeting the
threshold level for reporting as specified in the respective
contract.''
Comment: The Department received a comment stating that the new
DOE-60 General Correspondence Files is missing the Purpose section. The
commenter also stated that the supplementary information in the
Preamble to the notice is inconsistent with the discussion in the
Categories of Records in the System section. The Preamble states (1)
that records to be maintained in this system ``pertain to general
correspondence submitted to the Heads of the Departmental Program
Offices and the Heads of the Departmental Field Offices,'' (2) that the
categories of records to be covered by the system include ``incoming
correspondence that may include name, address, telephone number,
organization, date of birth, and supporting documentation'', and (3)
that ``Files may also contain a copy of any response letters and
documentation required to prepare the response.'' In contrast, the
Categories of Records in the System section description is limited to
``Name, address of correspondent, and copies of the agency response.''
It doesn't include the balance of the items listed in the supplementary
information, and it doesn't restrict the correspondence to ``general
correspondence submitted to the Heads of the Departmental Program
Offices and the Heads of the Departmental Field Offices.'' The
commenter suggested revising the Categories of Records in the System to
provide the additional clarification expressed in supplementary
information at the beginning of the proposed Compilation. Also, the
commenter stated that like DOE-60, the system DOE-58 General
Correspondence Files of Office of Secretary, Deputy Secretary and Under
Secretary of Energy, also should include in its Categories of Records
in the System section general correspondence submitted to those offices
by individuals. DOE-58 currently only includes copies of the agency's
response to the individual.
Response: The comments are accurate. The text has been revised
accordingly with this notice.
Comment: The Department received a comment stating that the
Counterintelligence organizations in the field report directly to the
Office of Intelligence and Counterintelligence in Headquarters. The
Field Offices and Support/Service Centers do not have responsibility
for their records and any FOIA/PA requests should be directed to the
Headquarters Counterintelligence Director. Accordingly, in DOE-84
Counterintelligence Investigative Records, the System Manager section
should be revised to remove the ``Field Offices,'' and the Notification
Procedures section should be revised to remove the following: ``or the
Privacy Act Officer at the appropriate address identified above under
System Locations. For records maintained by the Laboratory, Site or
Area Office, the request should be directed to the Privacy Act Officer
that has jurisdiction over that site.''
Response: The system manager(s) section of the notice informs the
public of the physical address of the manager of the record. This is in
conjunction with the ``System Location'' section (See comment on
``System Locations.'') It is inaccurate to say that these field
managers do not have responsibility for these records. As managers of
these records they are responsible for the records and must follow the
rules set by the Department for collecting, maintaining, safeguarding
and storing the records. By removing the field system managers from the
notice would be inconsistent with OMB's guidance. Therefore, this
portion of the comment will not be adopted.
The Privacy Act does not preclude individuals from submitting
requests to those offices where records are maintained. If requests
have been misdirected, the Department's regulation implementing the
Privacy Act (Title 10 Code of Federal Regulations Section 1008)
provides procedures how to process misdirected requests. We have
considered the comment and the ``Notification Procedures'' section will
be revised to instruct individuals to submit Privacy Act requests for
these records to the Headquarters Privacy Act Officer.
Comment: The Department received a comment stating that if the
address of the System Location were included in
[[Page 996]]
the Correlation list, it would not have to be repeated each time the
System Location is identified in the System.
Response: DOE believes that although there may be some efficiency
in the suggested change, such a change would only be applicable to
certain locations and would cause potential requesters to take an extra
step to locate the information needed to submit a request. Also, not
repeating the system locations within the individual notices would not
be consistent with OMB's guidance (see comment on ``System
Locations.'') Therefore, the comment is not being adopted and the text
is not being revised.
Comment: The Department received a comment stating that because
``Purpose'' sections throughout the Compilation provide clarification
or add to the ``Categories of Records in the System'' sections, the
commenter suggests adding language to the beginning of each Purpose
section to tie the two sections, e.g., ``For those records described in
Categories of Records in the System, such records are maintained. * *
*''
Response: DOE agrees with this suggested administrative change. The
text has been revised accordingly with this notice.
Comment: The Department received a comment stating that in all
Systems involving records maintained in the Field, it would be clearer
to the public if there was a revision to the ``Notification
Procedures'' boilerplate sentence beginning ``For the records
maintained. * * *'' to ``For records maintained by the M&O Laboratory
or Field Site Office, the request should be directed to the Privacy Act
Officer at the System Location listed as having jurisdiction over that
site--see the Correlation of DOE Field Locations and Field Site
Offices, M&O Laboratories, and Other Offices Maintaining Records under
Field Location Jurisdiction at the beginning of this Compilation of
Systems of Records.''
Response: DOE agrees with this comment with two minor revisions.
(1) Consistent with this commenter's previous comment regarding the
organization within the Office of Science, such requests should be
directed to the Privacy Act Officer at the System Location listed as
having jurisdiction over ``the records'' for that site; and (2) better
direction to requesters can be provided by stating ``* * * as listed in
the Correlation * * *'' rather than ``see the Correlation * * *'' The
text has been revised accordingly with this notice.
Comment: The Department received a comment stating that the
``Retrievability'' sections in some of the Systems specify that the
records in the System are those retrieved by name or other personal
identifier (e.g., SSN, badge number). Other Systems indicate that the
record MAY BE retrieved by name or personal identifier. The commenter
stated that this language is contrary to the Privacy Act and its
implementing regulations (10 CFR 1008), which define ``System of
Records'' as ``a group of any records under the control of any agency
from which information is retrieved by the name of the individual or by
some identifying number, symbol, or other identifying particular
assigned to the individual.'' The commenter stated that the
Retrievability sections should be amended to reflect that records in
the system ARE retrieved by name and/or whatever other personal
identifier(s) are applicable to the system.
Response: The comment is accurate. The text has been revised
accordingly with this notice.
Comment: The Department received a comment stating that in the
Purpose section of DOE-38 Occupational and Industrial Accident Records,
``contract'' should be ``contractor.''
Response: The comment is accurate. The text has been revised
accordingly with this notice.
Comment: The Department received a comment stating that in DOE-24
Land Records System, something is missing in the first sentence of the
``Purpose'' section, before ``grants, licenses.''
Response: After consultation with the Privacy Act Officer and
Counsel at one of the System Locations for this system, DOE has
determined that there is in fact text missing from the language in the
Purpose section of this system. The missing text in the ``Purpose''
section has been added accordingly with this notice.
Comment: The Department received a comment stating that since
``Department of Energy'' has been defined in the Introduction as either
``DOE'' or ``Department'' there is no need to add the parenthetical in
subsequent usage (e.g., DOE-9, Categories of Individuals).
Response: DOE agrees with the suggested administrative changes. The
text has been revised throughout the Compilation accordingly with this
notice.
III. Proposed New System of Records
DOE-17 DOE Alert System
The Department proposes to establish a new system of records
entitled DOE-17 ``DOE Alert System.'' The Roam Secure Alert Network
(RSAN) software is the prime component of the DOE Alert System. It
provides the capability to send text messages to text-capable devices
of DOE Headquarters employees in the event of an emergency. It is one
of numerous communication systems that allow quick, effective, and
efficient information dissemination. It is not the primary notification
system for an event, however, it can be used to provide additional
information following an even occurrence.
The information in the system will pertain to DOE employees and
contractor employees. It is a voluntary system that employees sign up
to be alerted in case of an event or emergency. The information will be
used by the Department to contact only the registered users of the
system in case of an event.
The records will be stored as paper records and electronic media.
Information is retrieved by the name of the individual. The authorities
for the DOE Alert System are Title 42 United States Code (U.S.C.)
Section 7101 et seq.; and 50 U.S.C. 2401 et seq.
The Department does not believe the maintenance of this system will
have any substantial effect on privacy and other rights of individuals,
particularly since the participation in the program is strictly
voluntary and the information is provided by the employee. The system
is necessary to efficiently administer the program.
IV. Comment Procedure
As provided by 5 U.S.C. 552a(e)(11) interested persons are invited
to submit written data, views or comments related to the proposed new
system of records to the U.S. Department of Energy, Office of
Information Resources, MA-90, 1000 Independence Avenue, SW.,
Washington, DC 20585. ``Comments'' should be written on the outside of
the envelope and on the documents submitted to DOE with the designation
``Department of Energy Privacy Act Systems of Records Proposal.'' The
comments and all other relevant information will be considered by DOE
before the proposed new system of records is adopted in its final form.
A final notice will be published addressing any comments received
and adopting the notice upon the expiration of the 40-day advance
notice period for informing Congress and the Office of Management and
Budget (OMB) of the proposed new system.
The Department is submitting to Congress the report on the new
system as required by OMB Circular A-130 concurrently with publication
of this Federal Register notice.
Set forth below is the compilation of DOE's Privacy Act Systems of
Records that includes a Table of Contents,
[[Page 997]]
Correlation of Offices and the text of the individual systems of
records.
Issued in Washington, DC on December 17, 2008.
Ingrid Kolb,
Director, Office of Management.
Compilation of Systems of Records
Correlation of DOE Field Locations and Field Site Offices, M&O
Laboratories, and Other Offices Maintaining Records Under Field
Location Jurisdiction
Bonneville Power Administration
Carlsbad Field Office:
Waste Isolation Pilot Project Office.
Environmental Management Consolidated Business Center:
West Valley Demonstration Project.
Golden Field Office:
National Renewable Energy Laboratory
Idaho Operations Office:
Idaho National Laboratory;
Radiological and Environmental Sciences Laboratory.
National Energy Technology Laboratory (NETL) Pittsburgh:
NETL Albany, OR,
NETL Fairbanks, AK,
NETL Morgantown, WV,
NETL Tulsa, OK.
NNSA Service Center (Albuquerque) (formerly Albuquerque Operations
Office):
Kansas City Site Office,
Kansas City Plant,
Lawrence Livermore National Laboratory,
Livermore Site Office,
Los Alamos Site Office,
Los Alamos National Laboratory,
Nevada Site Office (formerly NNSA Service Center (Nevada),
Pantex Site Office,
Pantex Plant,
Sandia Site Office,
Sandia National Laboratory,
NNSA Y-12 Site Office (formerly Y-12 Area Office),
Y-12 National Security Complex (formerly Y-12 Plant).
NNSA Naval Reactors Laboratory Field Office--Pittsburgh Naval
Reactors:
Bettis Atomic Power Laboratory,
Naval Reactors Facility, Idaho Falls, ID.
NNSA Naval Reactors Laboratory Field Office--Schenectady Naval
Reactors:
Knolls Atomic Power Laboratory,
Kesselring Site.
Office of Repository Development (formerly Yucca Mountain Site
Characteristic Office):
Office of Science Chicago Office (formerly Chicago Operations
Office):
Ames Site Office,
Ames Laboratory,
Argonne Site Office,
Argonne National Laboratory,
Brookhaven Site Office,
Brookhaven National Laboratory,
Fermi Site Office,
Fermi National Accelerator Laboratory,
Berkeley Site Office,
Lawrence Berkeley National Laboratory,
Princeton Site Office,
Princeton Plasma Physics Laboratory,
New Brunswick Laboratory.
Office of Science Oak Ridge Office (formerly Oak Ridge Operations
Office)
Oak Ridge Gaseous Diffusion Plant (K-25),
Oak Ridge National Laboratory (X-10),
Oak Ridge Institute for Science and Education (ORISE),
Melton Valley TRU Waste Storage Facility,
Spallation Neutron Source, Oak Ridge Reservation,
Thomas Jefferson Site Office,
Thomas Jefferson National Accelerator Facility,
Paducah Gaseous Diffusion Plant,
Portsmouth Gaseous Diffusion Plant,
Portsmouth/Paducah Project Office, Lexington, KY,
Horizon Center,
East Tennessee Mechanical Contractors,
Pacific Northwest Site Office,
Pacific Northwest National Laboratory,
Stanford Site Office,
Stanford Linear Accelerator Center.
Richland Operations Office
AdvanceMed Hanford Inc.,
Office of River Protection.
Savannah River Operations Office
Savannah River Site Office (formerly Savannah River Area Office),
including Savannah River,
Ecology Laboratory and Savannah River Technology Center,
NNSA Tritium Facility.
Southeastern Power Administration:
Alaska Power Administration.
Southwestern Power Administration
Strategic Petroleum Reserve Project Management Office:
Western Area Power Administration
Colorado River Storage Project Management Center,
Desert Southwest Regional Office,
Rocky Mountain Region,
Sierra Nevada Region,
Upper Great Plains Regional Office.
Table of Contents of All DOE Systems of Records as Adopted or Proposed
DOE-1 Grievance Records
DOE-2 DOE-Personnel Supervisor Maintained Personnel Records
DOE-3 Employee Concerns Program Records
DOE-4 Form EIA-457 Survey Reports, Residential Energy Consumption
Survey (RECS)
DOE-5 Personnel Records of Former Contractor Employees
DOE-6 [Deleted-Reserved]
DOE-7 Whistleblower Investigation, Hearings, and Appeals Records
DOE-8 Intergovernmental Personnel Act (IPA) Agreements
DOE-9 Members of DOE Advisory Committees
DOE-10 Energy Employees Occupational Illness Compensation Program
Act Files
DOE-11 Emergency Operations Notification Call List
DOE-12 Automated Materials Property System (AMPS)
DOE-13 Payroll and Leave Records
DOE-14 Report of Compensation
DOE-15 Intelligence-Related Access Authorization
DOE-16 Federal Employee Subsidy Program Records
DOE-17 DOE Alert System (Proposed New System--[DOE Number is being
reissued]
DOE-18 Financial Accounting System
DOE-19 [Deleted-Reserved]
DOE-20 [Deleted-Reserved]
DOE-21 Asset Readiness Management System (ARMS)
DOE-22 [Deleted-Reserved]
DOE-23 Property Accountability System
DOE-24 Land Records System
DOE-25 U.S. DOE Commuter Locator and Parking Space Information
System
DOE 26 Official Travel Records
DOE-27 Foreign Travel Management System (FTMS)
DOE-28 General Training Records
DOE-29 [Deleted-Reserved]
DOE-30 [Deleted-Reserved]
DOE-31 Firearms Qualification Records
DOE-32 [Deleted-Reserved]
DOE-33 Personnel Medical Records
DOE-34 Employee Assistance Program (EAP) Records
DOE-35 Personnel Radiation Exposure Records
DOE-36 [Deleted-Reserved]
DOE-37 [Deleted-Reserved]
DOE-38 Occupational and Industrial Accident Records
DOE-39 [Deleted-Reserved]
DOE-40 [Deleted-Reserved]
DOE-41 Legal Files (Claims, Litigation, Criminal Violations,
Patents, and Others)
DOE-42 [Deleted-Reserved]
DOE-43 Personnel Security Clearance Files
DOE-44 Special Access Authorization for Categories of Classified
Information
DOE-45 Weapons Data Access Control System (WDACS)
DOE-46 Administrative Review Files
DOE-47 [Deleted-Reserved]
DOE-48 Security Education and/or Infraction Reports
DOE-49 Security Communications File
DOE-50 Human Reliability Program Records
DOE-51 Employee and Visitor Access Control Records
DOE-52 Access Control Records of International Visits, Assignments,
and Employment at DOE Facilities and
[[Page 998]]
Contractor Sites
DOE-53 Access Authorization for ADP Equipment
DOE-54 Investigative Files of the Inspector General
DOE-55 Freedom of Information and Privacy Act (FOIA/PA) Requests for
Records
DOE-56 Congressional Constituent Inquiries
DOE-57 Congressional Profiles
DOE-58 General Correspondence Files of the Office of the Secretary
of Energy, Deputy Secretary and Under Secretary of Energy
DOE-59 Mailing Lists for Requesters of Energy-Related Information
DOE-60 General Correspondence Files
DOE-61 Census of High Energy Physicists
DOE-62 Historical Files--Published Information Concerning Selected
Persons in the Energy Field
DOE-63 Personal Identity Verification (PIV) Files
DOE-64 [Deleted-Reserved]
DOE-65 [Deleted-Reserved]
DOE-66 Power Sales to Individuals
DOE-67 [Deleted-Reserved]
DOE-68 [Deleted-Reserved]
DOE-69 [Deleted-Reserved]
DOE-70 [Deleted-Reserved]
DOE-71 The Radiation Accident Registry
DOE-72 The DOE Radiation Study Registry
DOE-73 The US-DPTA Registry
DOE-74 [Deleted-Reserved]
DOE-75 Call Detail Records
DOE-76 [Deleted-Reserved]
DOE-77 Physical Fitness Test Records
DOE-78 [Deleted-Reserved]
DOE-79 [Deleted-Reserved]
DOE-80 [Deleted-Reserved]
DOE-81 Counterintelligence Administrative and Analytical Records and
Reports
DOE-82 Grant and Contract Records for Research Projects, Science
Education, and Related Activities
DOE-83 Allegation-Based Inspection Files of the Office of Inspector
General
DOE-84 Counterintelligence Investigative Records
DOE-85 [Reserved]
DOE-86 Human Radiation Experiments Records
DOE-87 [Deleted-Reserved]
DOE-88 Epidemiologic and Other Health Studies, Surveys, and
Surveillances
Text of Systems of Records
DOE-1
SYSTEM NAME:
Grievance Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science--Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory,
P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA 15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Tulsa), One West Third Street, Suite 1400, Tulsa, OK 74103-3519.
U.S. Department of Energy, National Energy Technology Laboratory
(Alaska) 2175 University Avenue South, Suite 201, Fairbanks, AK 99709.
U.S. Department of Energy, National Energy Technology Laboratory,
1450 Queen Avenue, SW., Albany, OR 97321-2198.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science--Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Consolidated Business
Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including National Nuclear
Security Administration (NNSA) employees, consultants, board members,
and applicants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grievances; names; social security numbers; work and home address;
work and home telephone numbers; job titles, series, and grade levels;
organization; supervisors' names and telephone numbers; copies of
employee records, such as personnel actions, performance appraisals,
pay and leave records, and security clearance documents; management
reports; witness statements; affidavits; checklists; notes; and
relevant correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 7121, and
5 CFR Part 771.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records maintained in the system pertain to grievances subject to
the negotiated grievance process and the agency's administrative
grievance process. The records in this system will be used by
management officials in the resolution of employee concerns about
working conditions, administration of the agency's grievance process,
employee-supervisor relations, work processes, or other similar issues.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
union officials acting in their official capacity as a representative
of the grievant or affected employees under 5 U.S.C. Chapter 71.
2. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
3. A record from this system may be disclosed as a routine use to
an
[[Page 999]]
appropriate Federal, State, or local agency that is authorized to
review and resolve the issue(s) raised in the grievance.
4. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department or assisting in such representation; (2) others involved in
the matter, their representatives and persons assisting such persons;
and (3) witnesses, potential witnesses, their representatives and
assistants, and any other persons possessing information pertaining to
the matter when it is necessary to obtain information or testimony
relevant to the matter.
5. A record from this system may be disclosed as a routine use to a
contractor of the Department who is authorized to review and resolve
the issue(s) raised in the grievance, including a mediator or
arbitrator in the performance of their duties. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by the name of the grievant or complainant or
other personal identifier, such as social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director of Human Capital Management, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Human Capital Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The grievant or complainant, applicable management officials,
program office records, congressional offices, and fact finders' notes
and reports.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-2
SYSTEM NAME:
DOE-Personnel Supervisor Maintained Personnel Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science--Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Tulsa), One West Third Street, Suite 1400, Tulsa, OK 74103-3519.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 8913-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
[[Page 1000]]
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including National Nuclear
Security Administration (NNSA) employees, who have departed within the
last year, assigned military or detailed personnel, and applicants for
employment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, copies and summaries of employment
history; SF-171; job description; education; address; next of kin; home
and work telephone numbers; date of birth; awards and commendations
received; participation in professional or community activities;
training; earnings and leave data; travel actions; certification or
qualification examinations; injury reports; appraisals; copy of ADP-
produced Form 702; Form 50; assignment records; security infraction
notices; records of supervisor-employee discussions; supervisor
observations; reprimands; admonitions; adverse actions; commendations;
contingency planning data; security clearance status; and Government
property in employee possession.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq., and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to maintain a file of
personnel information that would allow DOE managers to make informed
personnel and management decisions concerning employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to a
Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
4. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters and Field Offices: The immediate supervisor of the
subject of the record(s).
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject employee, employee's supervisor(s), personnel action
documents, payroll documents, and personnel security documents.
SYSTEM EXEMPTED FROM CERTAIN PROVISION OF THE ACT:
None.
DOE-3
SYSTEM NAME:
Employee Concerns Program Records.
SECURITY CLASSIFICATION:
Unclassified.
[[Page 1001]]
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, National Energy Technology Laboratory,
P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA 15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Tulsa), One West Third Street, Suite 1400.
U.S. Department of Energy, National Energy Technology Laboratory
(Alaska) 2175 University Avenue South, Suite 201, Fairbanks, AK 99709.
U.S. Department of Energy, National Energy Technology Laboratory,
1450 Queen Avenue SW., Albany, OR 97321-2198.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Office of River Protection, P.O. Box
550, MS A1-61, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including National Nuclear
Security Administration (NNSA) employees and DOE contractor and
subcontractor employees who file concerns or complaints with the DOE
Employee Concerns Program offices.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee concerns, informal whistleblower reprisal complaints,
names, social security numbers, work and home addresses and telephone
numbers, job titles, series, grade or pay levels; organization;
supervisors names and telephone numbers; copies of employee records
such as personnel actions, performance appraisals, pay and leave
records and security clearance documents; management reports; witness
statements; affidavits; checklists; notes; and relevant correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 2201(p);
42 U.S.C. 7254; 42 U.S.C. 5801(a).
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to document and
resolve employee concerns about environmental, safety and health
issues, employee-supervisor relations, work processes and practices,
and other work-related issues.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
union officials acting in their official capacity as a representative
of the grievant or affected employees under 5 U.S.C. Chapter 71.
2. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member of Congress
with respect to the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
3. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department or assisting in such representation; (2) others involved in
the matter, their representatives and persons assisting such persons;
and (3) witnesses, potential witnesses, their representatives and
assistants, and any other persons possessing information pertaining to
the matter when it is necessary to obtain information or testimony
relevant to the matter.
5. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by the name of the concerned employee or
complainant
[[Page 1002]]
or other personal identifier, such as social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Employee Concerns, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The managers of the Office of Employee Concerns at
the ``System Locations'' listed above are the system managers for their
respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The concerned employee or complainant; applicable management
officials; program office records; and congressional offices.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
The system is exempt under subsections 552a(k)(1), (2) and (5) of
the Privacy Act to the extent that information within the system meets
the criteria of those subsections of the Act. Such information has been
exempted from the provisions of subsections (c)(3); 5 U.S.C. Sec. 552a
(d); 5 U.S.C. 552a (e)(1) of the Act; see the Department's Privacy Act
regulation at 10 CFR Part 1008.
DOE-4
SYSTEM NAME:
Form EIA-457 Survey Reports, Residential Energy Consumption Survey
(RECS).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Energy Information Administration (EIA),
1000 Independence Avenue, SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons responding to the Form EIA-457, Residential Energy
Consumption Survey (RECS).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, identification number, age, gender, race, ethnicity, home
address, home telephone number, income, family size and composition,
characteristics of household, characteristics of housing unit, fuels
used, household vehicles, name and address of landlord, names and
addresses of energy suppliers, and records of energy purchases.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such information is collected and maintained by the DOE to measure the
levels of energy consumption by homeowners and the cost of energy
consumed. The information also is used for monitoring, analyzing, and
modeling changes in the residential sector and its energy consumption.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties.
2. A record may be disclosed to an agent under a written agreement
to maintain the confidentiality of the record, to use the information
for exclusively statistical purposes, and to use the information
consistent with the purpose cited above. Those provided information
under the routine uses are subject to the Privacy Act.
3. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member of Congress
with respect to the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
4. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or identification number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established computer center
procedures
[[Page 1003]]
(personnel screening and physical security), and they are password
protected. Passwords are known only by authorized system users. Access
is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Administrator, Energy Information Administration,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual and energy supply companies.
SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-5
SYSTEM NAME:
Personnel Records of Former Contractor Employees.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Naval Petroleum Reserves in California,
P.O. Box 11, Tupman, CA 93276.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 North Poplar, Suite 150, Casper, WY 82601.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Grand Junction Office, 2597 B \3/4\
Road, Grand Junction, CO 81503.
U.S. Department of Energy, Richland Operations Office, P.O. Box 550
Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Former employees of companies that currently have or have had a
contract with the DOE including the National Nuclear Security
Administration (NNSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, employment history, earnings, medical history, and other
related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq., 50 U.S.C. 2401 et seq. and the Memorandum
of Understanding between the Department of Energy and the Department of
Health and Human Services, 56 FR 9701, March 7, 1991.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to verify employment of
contractor employees who have worked at a DOE facility or for a prime
management and operating contractor for the DOE to settle or pay claims
associated with their employment.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
2. A record from the system may be disclosed as a routine use to a
Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit. The Department must
deem such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any person possesses information pertaining to the
matter when it is necessary to obtain information or testimony relevant
to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) is
relevant to, and necessary for, the proceeding; (2) compatible with the
purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official
[[Page 1004]]
capacity or in any individual capacity where the Department or other
United States Government agency has agreed to represent the employee.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
6. A record from the system of records may be disclosed to a member
of Congress submitting a request involving the constituent when the
constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
7. A record from the system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry pursuant to Memoranda of Understanding between the Department
and the Department of Health and Human Services or its components.
8. A record from the system may be disclosed to contractors,
grantees, participants in cooperative agreements, collaborating
researchers, or their employees, in performance of health studies or
related health or environmental duties pursuant to their contracts,
grants, and cooperating or collaborating research agreements. In order
to perform such studies, the Department, its contractors, grantees,
participants in cooperative agreements, and collaborating researchers
may disclose a record to: Federal, State and local health and medical
agencies or authorities; subcontractors in order to determine a
subject's vital status or cause of death; health care providers to
verify a diagnosis or cause of death; or third parties to obtain
current addresses for participants in health-related studies, surveys,
and surveillance. All recipients of such records are required to comply
with the Privacy Act, to follow prescribed measures to protect personal
privacy, and to disclose or use personally identifiable information
only for the above described research purposes.
9. A record from this system may be disclosed to members of DOE
advisory committees, the Department of Health and Human Services
Advisory Committee on Projects Related to Department of Energy
Facilities, and to designated employees of Federal, State, or local
government or government-sponsored entities authorized to provide
advice to the DOE concerning health, safety, or environmental issues.
All recipients of such records are required to comply with the Privacy
Act, to follow prescribed measures to protect personal privacy, and to
disclose or use personally identifiable information only for the
purpose of providing advice to the DOE or to the Department of Health
and Human Services. All recipients of such records are required to
comply with the Privacy Act, to follow prescribed measures to protect
personal privacy and to disclose or use personally identifiable
information only for the purpose of providing advice to the DOE or to
the Department of Health and Human Services.
10. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
11. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity of this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored as paper records.
RETRIEVABILITY:
Records are retrieved by the name of the individual.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Contractor Human Resource
Management, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Human Resource Managers of the ``System
Locations'' listed above are the system managers for their respective
portions of the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
[[Page 1005]]
RECORD SOURCE CATEGORIES:
The employer of the subject individual.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-7
SYSTEM NAME:
Whistleblower Investigation, Hearings, and Appeals Records.
SECURITY CLASSIFICATION:
Classified and unclassified.
SYSTEM LOCATION(S):
Headquarters: U.S. Department of Energy, Office of Hearings and
Appeals, 1000 Independence Avenue, SW., Washington, DC 20585-1615.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of DOE including National Nuclear
Security Administration (NNSA) employees, contractors and
subcontractors whose complaints are received at the Office of Hearings
and Appeals pursuant to Title 10, Code of Federal Regulations, Part
708, and pursuant to Section 3164 of the National Defense Authorization
Act for FY 2000, Public Law 106-65, codified at 42 U.S.C. 7239.
CATEGORIES OF RECORDS IN THE SYSTEM:
Whistleblower reprisal complaints; names, social security numbers,
case numbers, work and home addresses and telephone numbers, job
titles, series, grade or pay levels; organization information;
supervisors' names and telephone numbers; copies of employee records
such as personnel actions, performance appraisals, pay and leave
records, and security clearance documents; management reports; witness
statements; affidavits; checklists; notes; reports of investigation;
and relevant correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 2201(b),
(c), (I), (p), 5814, 5815, 7251, 7254, 7255, 7257; 42 U.S.C. 7239.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to document and resolve
complaints made by employees of DOE and its contractors and
subcontractors who allege retaliation by their employer for disclosure
of information concerning danger to public or worker health or safety,
substantial violations of law, or gross mismanagement; for
participation in Congressional proceedings; or for refusal to
participate in dangerous activities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed to any source from
which additional information is requested when necessary to obtain
information relevant to the processing of a whistleblower complaint by
the Office of Hearings and Appeals. The source will be provided such
information from the system of records only to the extent necessary to
identify the individual, inform the source of the purpose(s) of the
request, and to identify the type of information requested.
2. A record from this system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of law
whether civil, criminal, or regulatory in nature, and whether or
arising by general statute or particular program pursuant thereto.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department or assisting in such representation; (2) others involved in
the matter, their representatives and assistants; and (3) any other
person possessing information pertaining to the matter, when it is
necessary to obtain information or testimony relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings, or discussion in open court) when such disclosure (1) is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the record; and (3) the
proceeding involves:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
5. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. Decisions, opinions, reports of investigation, orders and other
determinations signed by investigators, hearing officers or the
Director of the Office of Hearings and Appeals that are records
contained in this system of records may be published for the general
public, for precedential or educational purposes, in paper format and
electronically on the Office of Hearings and Appeals' Web site, the
current address of which is http://www.oha.doe.gov.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
[[Page 1006]]
RETRIEVABILITY:
Records are retrieved by complainant's name or other personal
identifier or case number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Hearings and Appeals, U.S. Department of
Energy, 1000 Independence Avenue, SW., Washington, DC 20585-1615.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The complainant; individuals and organizations that have pertinent
knowledge about the subject of the complaint; those authorized by the
complainant to furnish information; confidential informants; and
Congressional offices.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
The system is exempt under subsections 552a(k)(1), (2) and (5) of
the Privacy Act to the extent that information within the system meets
the criteria of those subsections of the Act. Such information has been
exempted from the provisions of subsections (c)(3); 5 U.S.C. 552a(d); 5
U.S.C. 552a(d) and (e)(1) of the Act; see the DOE Privacy Act
regulation at Title 10, Code Federal Regulations, Part 1008.
DOE-8
SYSTEM NAME:
Intergovernmental Personnel Act (IPA) Agreements.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE, Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, Office of Naval Reactors, Crystal City,
VA 22202.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are now, or have been, under an IPA agreement to or
from the DOE including the National Nuclear Security Administration
(NNSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, home and work addresses, social security number, home and
work telephone numbers, salary, and related correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. Chapter
33, Subchapter VI, and 5 CFR Part 334.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to provide a basis for
payments under the terms of the IPA agreements, provide employment
histories, and provide information for reports and program evaluations.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed to State and local
governments, institutions of higher education, Federally Funded
Research and Development Centers, or other ``eligible'' organizations
for the purpose of assigning prospective individuals for temporary
periods.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to
[[Page 1007]]
Department officers and employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member of Congress
with respect to the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
4. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as electronic media and paper records.
RETRIEVABILITY:
Records are retrieved by name or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director of Human Capital Management, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Human Capital Directors at the field locations
listed above under ``Systems Locations'' are the system managers for
their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual and current or prospective employer.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-9
SYSTEM NAME:
Members of DOE Advisory Committees.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of the Executive Secretariat,
1000 Independence Avenue, SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals who are members of DOE including the National
Nuclear Security Administration (NNSA) Advisory Committee.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, biographical information, home address and telephone number,
work address and telephone number, type of business or organizational
affiliation, present position with business or other organization,
number of years in present position, other related experience,
congressional district, and photographs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; and the Federal
Advisory Committee Act, 5 U.S.C. App. 2.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to keep a current
listing of advisory committee members.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise
[[Page 1008]]
and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of the Executive Secretariat, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, members of Congress, and public interest
groups.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-10
SYSTEM NAME:
Energy Employees Occupational Illness Compensation Program Act
Files.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION(S):
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
U.S. Department of Energy, 19901 Germantown Road, Germantown, MD
20874-1290.
U.S. Department of Energy, Albany Research Center, 1450 Queen
Avenue, SW., Albany, OR 97321.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Amarillo Site Operations, Highway 60,
FM2373, Amarillo, TX 79177.
U.S. Department of Energy, Bettis Atomic Power Laboratory, Bechtel
Bettis, Inc., 814 Pittsburgh McKeesport Blvd., West Mifflin, PA 15122-
0079.
U.S. Department of Energy, Office of Energy, Efficiency and
Renewable Energy, Boston Regional Office, John F. Kennedy, Federal
Bldg., Room 675, Boston, MA 02203-0002.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Office of Energy, Efficiency and
Renewable Energy, Denver Regional Office, 1617 Cole Blvd., MS-1721,
Golden, CO 80401.
U.S. Department of Energy, Fernald Environmental Management
Project, 7400 Wiley Road, Cincinnati, OH 45030.
U.S. Department of Energy, General Atomics Site Office, 3550
General Atomic Court, B-7, Room 119, San Diego, CA 92121.
U.S. Department of Energy, Golden Field Office, 1617 Cole Blvd.,
Golden, CO 80401.
U.S. Department of Energy, Hanford Environmental Health Foundation,
3080 George Washington Way, Richland, WA 99352.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Idaho National Engineering and
Environmental Laboratory, CF 690 MS 4149, Scoville, ID 83415.
U.S. Department of Energy, Kansas City Site Office, 2000 East 95th
Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Sandia Site Office, Pennsylvania &
H Street, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Knolls Atomic Power Laboratory, 2401
River Road, Niskayuna, NY 12309.
U.S. Department of Energy, Lawrence Berkeley National Laboratory, 1
Cyclotron Road, Berkeley, CA 94720.
U.S. Department of Energy, University of California, Livermore Site
Office, 7000 East Avenue, P.O. Box 808, L-1, Livermore, CA 94550.
U.S. Department of Energy, Livermore Site Office, Nevada Test Site,
University of California, P.O. Box 45, Mercury, NV 89023.
U.S. Department of Energy, Lockheed Idaho Technical Center, 765
Lindsay Blvd., Idaho Falls, ID 84303.
U.S. Department of Energy, The Office of Site Operations, 528 35th
Street, Los Alamos, NM 87545.
U.S. Department of Energy, NNSA Los Alamos National Laboratory, SM
30 Bikini Road, Los Alamos, NM 87545.
U.S. Department of Energy, Miamisburg Environmental Management
Project, 1 Mound Road, Miamisburg, OH 45343-0066.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Blvd., Golden, CO 80401-3393.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Nevada Test Site Mercury, Nevada,
Building 111, P.O. Box 677, Mercury, NV 89023-0677.
U.S. Department of Energy, Oak Ridge Institute for Science and
Education, 230 Warehouse Road, Bldg. 1916T2, Oak Ridge, TN 37830.
[[Page 1009]]
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Blvd., P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Paducah Site Office, 5600 Hobbs Road,
West Paducah, KY 42086.
U.S. Department of Energy, Philadelphia Regional Office, 1880 John
F. Kennedy Blvd., Suite 501, Philadelphia, PA 19103-7483.
U.S. Department of Energy, Portsmouth/Paducah Project Office, 3930
U.S. 23, Perimeter Road, Piketon, OH 45661.
U.S. Department of Energy, Radiological & Environmental Health
Laboratory, University of California, San Francisco, Box 0750, 3rd
Avenue & Parnassos Avenue, San Francisco, CA 94143-0750.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, NNSA Sandia Site Office, 1515 Eubank
Blvd., SE, Albuquerque, NM 87123.
U.S. Department of Energy, Savannah River Ecology Laboratory,
Drawer E, Aiken, SC 29802.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Seattle Regional Office, 800 Fifth
Avenue, Suite 3950, Seattle, WA 98104.
U.S. Department of Energy, Stanford Linear Accelerator Center, 2575
Sand Hill Road, Menlo Park, CA 94025.
U.S. Department of Energy, Stanford Site Office, 2575 Sand Hill
Road, B-41, MS: 8-A, Menlo Park, CA 94025.
U.S. Department of Energy, Stanford Synchrotron Radiology
Laboratory, Stanford University, PO Box 4349, MS 69, Stanford, CA
94025.
U.S. Department of Energy, Thomas Jefferson National Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, Waste Isolation Pilot Project Office, PO
Box 3090, Carlsbad, NM 88221.
U.S. Department of Energy, West Valley Demonstration Project, 10282
Rock Springs Road, West Valley, NY 14171-9799.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system of records covers individuals or their survivors who
claim benefits under the Energy Employees Occupational Illness
Compensation Program Act (EEOICPA). These individuals include, but are
not limited to, federal employees or survivors of federal employees,
employees or survivors of employees of the Department of Energy
including the National Nuclear Security Administration (NNSA), its
predecessor agencies, and their contractors and subcontractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records is created by DOE in response to requests
from the Department of Labor (DOL), the National Institute for
Occupational Safety and Health (NIOSH), and claimants for information
for the adjudication of claims. The records are compiled as part of
DOE's responsibilities under the EEOICPA.
The system may contain, but is not limited to, the following kinds
of records: claim forms filed by or on behalf of claimants or their
survivors seeking benefits under the EEOICPA; employment records;
exposure records; medical reports; personnel security questionnaires;
safety records or other incident reports, including but not limited to
area sampling data, accidental releases, explosions, spills, etc.; and
correspondence from individuals, the DOL, and the NIOSH.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Energy
Employees Occupational Illness Compensation Program Act of 2000, Public
Law 106-398.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are collected and maintained as needed by the Department
to comply with the provisions of the EEOICPA. These provisions of the
Act that govern DOE responsibilities with regard to providing
information to NIOSH, and to the DOL include: Sec. 734n(e), Sec.
738o(f), Sec. 7384q(d), Sec. 7384w-1(b) and Sec. 7385c-10(c) and
(d).
ROUTINE USERS OF THE RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
DOE contractors (past and present) in performance of their contracts,
and their officers and employees who have a need for the record in the
performance of their duties. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use to
DOE financial assistance recipients in performance of their financial
assistance agreements, and their officers and employees who have a need
for the record in the performance of their duties. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use to
other state and federal agencies or entities whose mission entails
reviewing or managing workers' compensation claims or administering
other benefits programs. Those provided information under this routine
use are subject to the same limitations applicable to Department
officers and employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to
members of a physician's panel(s) established to review and provide a
determination regarding whether the illness or death that is the
subject of an application for compensation arose out of and in the
course of employment by or for DOE. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use to
medical specialists in fields that include occupational medicine,
pulmonology, immunology, toxicology, dermatology, hematology/oncology,
rheumatology, neurology, neurotoxicology, psychiatry, psychology,
endocrinology, pathology, and any other specialty that the physicians
panel member(s) deem necessary to reach a conclusion in a case. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
6. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act.
[[Page 1010]]
Those provided information under this routine use are subject to the
same limitations applicable to Department officers and employees under
the Privacy Act.
7. A record from this system may be disclosed as a routine use to
the members and the staff of the DOE advisory committee established to
provide advice on workers' compensation issues, and the members and the
staff of an advisory board on Radiation and Worker Health required to
be established under the Energy Employees Occupational Illness
Compensation Program Act. All recipients of such records are required
to comply with the Privacy Act, to follow prescribed measures to
protect personal privacy, and to disclose or use personally
identifiable information only for the purpose of providing advice
relating to workers' compensation.
8. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants;
and (4) any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
9. A record from this system may be disclosed as a routine use to
the Department of Justice when DOE determines that an individual may be
eligible for compensation under the Radiation Exposure and Compensation
Act of 1990 (42 U.S.C. 2210, note, and as further clarified in 28 CFR
Part 79), a compensation program administered by the Department of
Justice.
10. A record from this system may be disclosed as a routine use to
the appropriate local, State or Federal agency when the record alone or
in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
11. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
12. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
13. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by the name of the individual and/or social
security number and/or at some locations by employee number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: U.S. Department of Energy, Chief, Health, Safety and
Security, Office of Health, Safety and Security, 1000 Independence
Avenue, SW., Washington, DC 20585.
Field Offices: The managers of the Office of Health, Safety and
Security of ``Systems Locations'' listed above are the system managers
for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' having jurisdiction over the
records for that site, as listed in the Correlation. The request should
include the requester's complete name, time period for which records
are sought, and the office location(s) where the requester believes the
records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures.
RECORD SOURCE CATEGORIES:
Records in this systems will be obtained from sources, including,
but not limited to the individual who is the subject of the records;
physicians and other medical professionals; medical institutions; state
and federal workers' compensation offices; family members of the
subject; attorneys representing the individual; individuals' employer,
including DOE and its contractors and subcontractors; medical
laboratories; other state and federal agencies.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
None.
[[Page 1011]]
DOE-11
SYSTEM NAME:
Emergency Operations Notification Call List.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, Office of Naval Reactors, Crystal City,
VA 22202.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Naval Reactors Field Office, Pittsburgh
Naval Reactors, P.O. Box 109, Pittsburgh, PA 15122.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Naval Reactors Field Office, Schenectady
Naval Reactors Office, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Department of Energy and National Nuclear Security Administration
senior officials, office directors, managers, key support staff, and
DOE contractors involved in DOE emergency management and operations
activities, Continuity of Government activities and Continuity of
Operations activities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, office telephone number, home telephone number, home address,
pager numbers, cellular phone numbers, and electronic mail addresses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 42, United States Code (U.S.C.), Section 7101 et seq.; 50
U.S.C. 2401 et seq.; The Homeland Security Act of 2002; and the
Homeland Security Presidential Directive-5 (HSPD-5), ``Management of
Domestic Incidents.''
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to create a list that will
enable 24 hour contact with DOE personnel and contractors in the event
of an emergency in order to marshal a coordinated, unified response to
catastrophic events that may impact DOE facilities or activities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
3. A record of this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement and litigation, and their representatives
and individuals assisting those representatives; (3) witness, potential
witness, or their representatives and assistants; and (4) any other
person who possesses information pertaining to the matter, when it is
necessary to obtain information or testimony relevant to the matter.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name of the individual.
SAFEGUARDS:
Paper records are maintained in a secure area and locked cabinets
and desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical security).
Passwords are protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
[[Page 1012]]
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters, Deputy Administrator for Defense Nuclear
Nonproliferation in the National Nuclear Security Administration, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-12
SYSTEM NAME:
Automated Materials and Property Systems (AMPS).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Germantown, 19901 Germantown Road,
Germantown, MD 20784-1290.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current DOE including National Nuclear Security Administration
(NNSA) Headquarters employees who purchase supply products at the three
Self Service Stores in the Washington, DC area and vicinity.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of DOE employee, badge number, organization, date of purchase,
quantity, and price.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7263, and
42 U.S.C. 5815G.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department for billing
purposes under the Working Capital Fund (WFC). The WCF issues bills to
Headquarters program offices for both stock and non stock supplies that
were purchased for use by employees to perform their duties.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system of records may be disclosed as a
routine use to DOE contractors in performance of their contracts, and
their officers and employees who have a need for the record in the
performance of their duties. Those provided information under this
routine use are subject to the same limitations applicable to DOE
officers and employees under the Privacy Act.
2. A record in this system of records may be disclosed as a routine
use to a member of Congress submitting a request involving the
constituent when the constituent has requested assistance from the
member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
3. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or badge number of the DOE
employee.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) ADDRESS:
Headquarters: Director, Assets Management and Support Services
Group, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notifications procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Sources of information for the system include: supplies and their
respective price lists that are purchased and placed into the supply
system for sale; purchases made by DOE employees; and the information
contained on the employee's badge.
SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-13
SYSTEM NAME:
Payroll and Leave Records.
[[Page 1013]]
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE, Suite 876, Atlanta, GA 30308.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Energy Efficiency and
Renewable Energy, Boston Regional Support Office, One Congress Street,
Room 1101, Boston, MA 02203-0002.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 N. Poplar, Suite 150, Casper, WY 82601.
U.S. Department of Energy, Naval Petroleum Reserves in California,
1601 New Stine Road, Suite 240, Bakersfield, CA 93309.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Scientific & Technical
Information, P.O. Box 62, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Philadelphia Regional Support Office,
1880 John F. Kennedy Boulevard, Suite 501, Philadelphia, PA 19103-7483.
U.S. Department of Energy, Pittsburgh Naval Reactors Office, P.O.
Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Seattle Regional Support Office, 800
Fifth Avenue, Suite 3950, Seattle, WA 98104.
U.S. Department of Energy, Schenectady Naval Reactors Office, P.O.
Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration (NNSA)
personnel and consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Time and attendance records, earning records, payroll actions,
deduction information requests, authorizations for overtime and night
differential, and Office of Personnel Management (OPM) retirement
records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Privacy Act of
1974, Public Law 93-579 (5 U.S.C. 552a); General Accounting Office
Policy and Procedures Manual; Personal Responsibility and Work
Opportunity Reconciliation Act, Public Law 104-193.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to document historical
information on employee wages, deductions, retirement benefits, and
leave.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the Department of Treasury to collect withheld taxes, process payroll
payments, and issue savings bonds.
2. A record from this system may be disclosed as a routine use to
the Internal Revenue Service to process Federal income tax payments and
tax levies.
3. A record from this system may be disclosed as a routine use to
state and local governments to process state and local income tax
deductions and court ordered child support or alimony payments.
4. A record from this system may be disclosed as a routine use to
OPM to establish and maintain retirement records and benefits.
5. A record from this system may be disclosed as a routine use to
the Thrift Savings Board to update Section 401K type records and
benefits.
6. A record from this system may be disclosed as a routine use to
the Social Security Administration to establish Social Security records
and benefits.
7. A record from this system may be disclosed as a routine use to
the Department of Labor to process workmen's compensation claims.
8. A record from this system may be disclosed as a routine use to
the Department of Defense to adjust military retirement.
9. A record from this system may be disclosed as a routine use to
financial institutions to credit net check deposits, savings
allotments, and discretionary allotments.
10. A record from this system may be disclosed as a routine use to
the employee unions to credit accounts for employees with union dues
deductions.
11. A record from this system may be disclosed as a routine use to
health insurance carriers to process insurance claims.
12. A record from this system may be disclosed as a routine use to
the General Accounting Office to verify accuracy and legality of
disbursement.
13. A record from this system may be disclosed as a routine use to
the Department of Veterans Affairs to evaluate veteran's benefits to
which the individual may be entitled.
14. A record from this system may be disclosed as a routine use to
States' departments of employment security to determine entitlement to
unemployment compensation or other State benefits.
15. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether
[[Page 1014]]
arising by general statute or particular program pursuant thereto.
16. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
17. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
18. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving the
constituent when the constituent has requested assistance from the
member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
19. A record from this system may be disclosed as a routine use to
the Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services, Federal Parent
Locator System (FPLS) and Federal Tax Offset System to locate
individuals and identify their income sources to establish paternity,
establish and modify orders of support, and for enforcement action.
20. A record from this system may be disclosed as a routine use to
the Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services, FPLS and Federal
Tax Offset System, for release to the Social Security Administration to
verify social security numbers in connection with the operation of the
FPLS by the Office of Child Support Enforcement.
21. A record from this system may be disclosed as a routine use to
the Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services, FPLS and Federal
Tax Offset System, for release to the Department of Treasury to
administer the Earned Income Tax Credit Program (Section 32, Internal
Revenue Code of 1986) and verify a claim with respect to employment in
a tax return.
22. A record from this system may be disclosed as a routine use to
the Defense Finance and Accounting Service (DFAS) so that DFAS may
perform payroll processing services for DOE. These services may include
the issuance of salary payments to employees and distribution of wages;
and the distribution of allotments and deductions to financial and
other institutions, many of which are through electronic funds
transfer.
23. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number, and/or
payroll number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Financial Accounting, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Directors, Office of Financial Accounting of the
DOE offices of the ``System Locations'' listed above are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, supervisors, timekeepers, official
personnel records, and the Internal Revenue Service.
SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-14
SYSTEM NAME:
Report of Compensation.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
[[Page 1015]]
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Naval Petroleum Reserves in California,
P.O. Box 11, Tupman, CA 93276.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 North Poplar, Suite 150, Casper, WY 82601.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Contractor employees of DOE, including National Nuclear Security
Administration (NNSA) contractor employees, performing and operating
onsite service work in the DOE-owned or controlled facilities,
including long-term architect-engineering and cost-reimbursement
construction contractor employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, job title, contractor, current salary meeting the threshold
level for reporting as specified in the respective contract, amount
reimbursed, and other compensation (actual and amount reimbursed).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to aid Managers of
Field Offices, Program Secretarial Officers and Headquarters Program
Managers in determining the reasonableness of compensation paid to top
level contractor employees and to monitor the growth of contractor
compensation at all levels.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as magnetic tape and paper records.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Contractor and Resource
Management, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
[[Page 1016]]
Field Offices: Field Directors, Office of Contractor and Resource
Management, of the ``System Locations'' listed above are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Contractor salary administrative personnel.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-15
SYSTEM NAME:
Intelligence-Related Access Authorization.
SECURITY CLASSIFICATION:
Classified and unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Intelligence, 1000
Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Livermore Site Office, 7000 East Avenue,
B-261, Livermore, CA 94551.
U.S. Department of Energy, Idaho National Engineering &
Environmental Laboratory Systems Analysis Facility, 2271 N. Boulevard,
Idaho Falls, ID 83403.
U.S. Department of Energy, Idaho Operations Office, 1955 Freemont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Service Center (Albuquerque), P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Nevada Site Office, P.O. Box 98518, Las
Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pacific Northwest National Laboratory,
Energy & Environmental Sciences Building (EESB), 3230 Q Avenue,
Richland, WA 99352.
U.S. Department of Energy, NNSA Sandia Site Office, Center for
National Security & Arms Control, Building 810W, Albuquerque, NM 87185.
U.S. Department of Energy, Remote Sensing Laboratory, EG&G/EM, 4600
N. Hollywood Blvd., Nellis AFB, Bldg 2211, Las Vegas, NV 89191-6403.
U.S. Department of Energy, NNSA Los Alamos National Laboratory,
Nonproliferation & National Security, TA-3, Building SM-43, Los Alamos,
NM 87544.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Special Technologies Laboratory, 5520
Elkwill Street, Santa Barbara, CA 93111.
U.S. Department of Energy, Lockheed Martin Energy Systems, P.O. Box
2003, Blair Road Oak Ridge, TN 37831-7312.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including National Nuclear
Security Administration (NNSA) employees, and contractor employees;
applicants for employment at DOE; individuals who may be assigned or
detailed to Federal positions at DOE; consultants to DOE.
CATEGORIES OF RECORDS IN THE SYSTEM:
The following information may be maintained in the system:
Results of background investigations, law enforcement records,
reports and files; reports on foreign contacts/travel; records, reports
and files received from other DOE elements and other Federal agencies
related to intelligence activities; polygraph examination records,
reports and videotapes of the polygraph session; eligibility evaluation
reports; and electronic mail stored on CD.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C., 2401 et seq.; The Atomic Energy
Act of 1954, as amended; 42 U.S.C. 7239; Executive Order 12333, United
States Intelligence Activities (December 4, 1981); Department of Energy
Procedures for Intelligence Activities, approved by the Attorney
General under Executive Order 12333 (October 19, 1992); Executive Order
12958, Classified National Security Information (April 17, 1995);
Executive Order 12968, Access to Classified Information (August 2,
1995); Presidential Decision Directive-61, U.S. Department of Energy
Counterintelligence Program, and DOE Order 5670.1A, Management and
Control of Foreign Intelligence.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to conduct eligibility
determinations, adjudications, revocations and appeals from denials and
revocations. Under DOE Order 5670.1A the Director of Intelligence is
directed to control access to and use of Sensitive Compartmented
Information (SCI) and other classified Intelligence information bearing
the Director, Central Intelligence (DCI) authorized control markings;
and approve access to SCI in compliance with DCI directives.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
2. A record from the system may be disclosed as a routine use to a
federal, state or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
3. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant
[[Page 1017]]
and necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) a witness, potential witness, or their representatives and
assistants, and any person possessing information pertaining to the
matter when it is necessary to obtain information or testimony relevant
to the matter, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit, to the extent that the information is relevant and necessary
to the requesting agency's decision on the matter.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to and necessary for, the proceeding; (2) compatible with the
purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
6. A record from this system may be disclosed as a routine use to
foreign governments in accordance with treaties, international
conventions, or executive agreements.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
8. A record from the system of records may be disclosed to a member
of Congress submitting a request involving the constituent when the
constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
9. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM.
STORAGE:
Records may be stored as paper records, electronic media, and
videotapes.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records and videotapes are maintained in locked cabinets.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), secured
for classified information and are password protected. Access is
limited to those whose official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Intelligence, U.S. Department of
Energy, Forrestal Building, 1000 Independence Avenue, SW., Washington,
DC 20585.
Field Offices: The Directors of Field Intelligence Elements of the
``System Locations'' listed above are the system managers for their
respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters Freedom
of Information Act and Privacy Act Group, U.S. Department of Energy.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where work is performed. In accordance with DOE's Privacy
Act regulation, proper identification is required before a request is
processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, present and former DOE employees and DOE
contractor employees; consultants; publicly available material; other
agencies within the Intelligence Community; other agencies within the
U.S. Government, other offices within the DOE; the FBI, and other
Federal, State and local law enforcement agencies; and sources
contacted during investigations.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt pursuant to (k)(1), (2) and (5) of the
Privacy Act, 5 U.S.C. 552a, to the extent that information within the
system meets the requirements of those subsections of the Act. To the
extent the information in this system of records is exempt pursuant to
5 U.S.C. 552a(k)(1), (2) and (5), the system has been further exempted
from subsections (c)(3) and (4), (d), (e)(1), (e)(4)(G) and (H) and (f)
of 5 U.S.C. 552a under the Privacy Act of 1974. See DOE's Privacy Act
Regulation at 10 CFR Part 1008.12.
[[Page 1018]]
DOE-16
SYSTEM NAME:
Federal Employee Subsidy Program Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE including National Nuclear Security
Administration (NNSA) employees, who participate in the child care
assistance program and the Transit Subsidy Program (Commuter Choice).
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Child Care Tuition Assistance-Program Application forms for
child care tuition assistance containing personal information,
including employee's (parent) name, social security number, grade, home
and work telephone numbers, home address, salary and total family
income, other child care subsidies, and each child's name and date of
birth; earnings statements; income tax returns. (2) Transit Subsidy
Program (Commuter Choice)--Application forms that contain personal
information, including employee's name, social security number, home
and work telephone numbers, home address, and method(s) and cost(s) of
commuting; and records of vouchers or payments distributed.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Child Care Tuition Assistance Program--Public Law 106-58, section
643 and E.O. 9397; Transit Subsidy Program (Commuter Choice)--
Transportation Equity Act of 1998, E.O. 13150, and 26 CFR Parts 1 and
602.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are used by the Department to determine eligibility for a
program, administer the program, make payments to child care providers
or providers of transportation and/or parking services, and/or
reimburse employees for transportation and/or parking expenses.
OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
local and state officials and child care providers in determining
eligibility for child care tuition assistance that is available through
their programs.
2. A record from this system may be disclosed as a routine use to a
panel of DOE employees to determine the amount of the child care
subsidy with names and social security numbers deleted.
3. A record from this system may be disclosed as a routine use to
other agency and/or public transportation officials when they assist in
administering the Department's transit subsidy program.
4. A record from this system may be disclosed to union officials
acting in their official capacity as a representative of the affected
employee under 5 U.S.C. Chapter 71.
5. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
6. A record from this system may be disclosed as a routine use for
the purpose to investigate, settle a claim, or prepare and conduct
litigation to (a) a person representing the Department or assisting in
such representation; (b) others involved in the matter, their
representatives, and persons assisting such persons; and (c) witnesses,
potential witnesses, their representatives and assistants, and any
other persons possessing information pertaining to the matter when it
is necessary to obtain information or testimony relevant to the matter.
7. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic data.
RETRIEVABILITY:
Records are retrieved by the name of the applicant or other
personal identifier, such as a social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic
[[Page 1019]]
records are controlled through established computer procedures within
DOE and its representatives and they are password protected. Access is
limited to those whose official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Headquarters: Director of Human Capital Management, U.S. Department
of Energy, 1000 Independence Ave, SW., Washington, DC 20585.
Field Offices: The Human Capital Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORD ACCESS PROCEDURES:
Same as Notification procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORDS PROCEDURES:
Same as Notification procedures above.
RECORD SOURCE CATEGORIES:
The applicant, and applicable management officials, child care
subsidy providers, transportation officials, and reports.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-17
SYSTEM NAME:
DOE Alert System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current DOE employees and contractor employees including National
Nuclear Security Administration (NNSA) employees, consultants, and
board members.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records include the name of the individual, work and home
electronic mail addresses, work and home telephone numbers, and pager
numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are used by the Department to alert those employees who
have requested and registered to be notified in the event of an
emergency at DOE or its facilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the
[[Page 1020]]
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by the name of the individual.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Headquarters: Director, Office of Safety and Health, Office of
Management and Administration, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORD ACCESS PROCEDURES:
Same as Notification procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORDS PROCEDURES:
Same as Notification procedures above.
RECORD SOURCE CATEGORIES:
The individual to whom the record pertains provides all information
maintained in the system.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-18
SYSTEM NAME:
Financial Accounting System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD, 20874.
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE., Suite 876, Atlanta, GA 30308.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office Energy Efficiency and Renewable
Energy, Boston Regional Support Office, One Congress Street, Room 1101,
Boston, MA 021144-2021.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 N. Poplar, Suite 150, Casper, WY 82601.
U.S. Department of Energy, Naval Petroleum Reserves in California,
1601 New Stine Road, Suite 240, Bakersfield, CA 93309.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Scientific & Technical
Information, P.O. Box 62, Oak Ridge, TN 37831.
U.S. Department of Energy, Philadelphia Regional Support Office,
1880 John F. Kennedy Boulevard, Suite 501, Philadelphia, PA 19103-7483.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Seattle Regional Support Office, 800
Fifth Avenue, Suite 3950, Seattle, WA 98104.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees, former employees, current and former contractor
employees, vendors and others who are either due money from or owe
money to DOE including the National Nuclear Security Administration
(NNSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, date of birth, employment date,
gender, tax payer identification number; amount owed and services or
goods received; amounts due; underpayments, overpayments and, or other
accounting information; invoice number; servicing bank name and
address; account number; amount and status of claim; history of claim,
including collection actions taken.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; the GAO Policy and
Procedures Manual; Statement of Federal Financial Accounting Standards
published by the
[[Page 1021]]
Government Accountability Office and the Office of Management and
Budget; Debt Collection Improvement Act of 1996, 31 U.S.C. 3512; 5
U.S.C. 5701-09; Federal Property Management Regulations 101-107;
Treasury Financial Manual; Executive Order 12009; and Executive Order
9397.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to substantiate
obligations and payments to individuals for goods and services received
by the agency and to record and manage the Department's accounts
receivables.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the appropriate local, state or Federal agency when that record alone
or in conjunction with other information, indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
thereto.
2. A record from this system may be disclosed as a routine use to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
3. A record from the system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any other person who possesses information pertaining
to the matter, when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use to
other federal agencies, consumer reporting agencies for acquiring
credit information, and collection agencies to aid in the collection of
outstanding debts owed to the Federal Government.
5. A record from this system may be disclosed as a routine use to
Defense Manpower Data Center, Department of Defense, the United States
Postal Service, and other federal, state, or local agencies to identify
and locate, through computer matching, individuals indebted to DOE who
are receiving federal salaries or benefit payments. Information from
the match will be used to collect the debts by voluntary repayment, by
administrative offset, or by salary offset procedures.
6. A record from the system may be disclosed as a routine use to
the Internal Revenue Service (1) to collect the debt by offset against
the debtor's tax refunds under the Federal Tax Refund Offset Program,
and (2) to obtain the mailing address of a taxpayer to collect a debt
owed to the DOE. Subsequent disclosure by DOE to a consumer reporting
agency is limited to the purpose of obtaining a commercial credit
report on the particular taxpayer. The mailing address information will
not be used for any other DOE purpose or disclosed by DOE to another
federal, state, or local agency which seeks to locate the same
individual for its own debt collection purpose.
7. A record from the system may be disclosed as a routine use to
the Department of Treasury for the purpose of administrative offset and
debt recovery under section 31001 (m)(1) of the Debt Collection
Improvement Act of 1996 (Pub. L. 104-134).
8. A record of this system may be disclosed as a routine use to the
Department of Treasury for the purpose of paying creditors for services
or goods provided to the Department.
9. A record from this system may be disclosed as a routine use to a
``consumer reporting agency'' as defined by the Fair Credit Reporting
Act, 15 U.S.C. 1681a(f), or the Federal Claims Collections Act of 1966,
31 U.S.C. 3701(a)(3), in accordance with 31 U.S.C. 3711(f).
10. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those individuals provided information under this routine
use are subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
11. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving the
constituent when the constituent has requested assistance from the
member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
12. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, electronic media and
magnetic tapes.
RETRIEVABILITY:
Records are retrieved by name, taxpayer identification number,
voucher, invoice, or payment reports.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of the Chief Financial Officer, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
[[Page 1022]]
Field Offices: The field Chief Financial Officers at the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individual, contracting officer, and accounting records.
SYSTEM EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-21
SYSTEM NAME:
Asset Readiness Management System (ARMS).
SECURITY CLASSIFICATION:
Classified and Unclassified.
SYSTEM LOCATION(S):
Headquarters: U.S. Department of Energy, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Federal employees including DOE and National Nuclear Security
Administration (NNSA) employees, military personnel, and contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
The following information may be maintained in the system: Name,
home address, home and work telephone numbers, e-mail address, social
security number, employee number, date of hire, DOE badge number,
security clearance number, date of birth, tourist passport number,
official passport number, education level, blood type, immunization
record, and other medical information.
AUTHORITY OF MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Homeland Security
Presidential Directive 5 (HSPD-5), ``Management of Domestic
Incidents,'' The Homeland Security Act of 2002, Public Law 107-296, 116
Stat. 2135 (Nov. 25, 2002), Robert T. Stafford Disaster Relief and
Emergency Assistance Act, Public Law 106-390, 114 Stat. 1552--1575
(October 30, 2000).
PURPOSE:
For those records described in Categories of Records in the System,
such records are maintained and used by the Office of Emergency
Response to quantify, monitor, and track readiness of and deploy
personnel and equipment as part of a coordinated Federal government
response to an emergency involving nuclear and/or radiological
materials.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
officials of the Federal Bureau of Investigation, Department of
Defense, Nuclear Regulatory Commission, Environmental Protection
Administration, National Aeronautics Space Administration, Department
Homeland Security, and Department of State who have been approved as
agents by NNSA Office of Emergency Response for purposes of managing
and assessing state of readiness, to obtain visas for official foreign
travel, and to provide information to gain access to incident areas
controlled by one or more U.S. government agencies under the National
Response Plan.
2. A record from this system may be disclosed as a routine use to a
DOE contractor employee who has been approved as an agent by NNSA
Office of Emergency Response in performance of the contract. Those
provided information under this routine use are subject to the same
limitations applicable to DOE officers and employees under the Privacy
Act.
3. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
4. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records will be stored as electronic records in a computer
database.
RETRIEVABILITY:
Records are retrieved by name, employee number, e-mail address,
work telephone number, and/or home telephone number.
SAFEGUARDS:
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Passwords are known only by the system
administrator and users of the system. Access is limited to those whose
official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Headquarters: U.S. Department of Energy, Director, Office of
Emergency Response, National Nuclear Security Administration, 1000
Independence Avenue, SW., Washington, DC 20585.
[[Page 1023]]
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name and time period for which records are sought.
RECORD ACCESS PROCEDURES:
Same as Notification Procedures above. In accordance with the DOE
Privacy Act regulation, proper identification is required before the
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual and site training records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
None.
DOE-23
SYSTEM NAME:
Property Accountability System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Southeastern Area Power Administration,
2 S. Public Square, Elberton, GA 30635-2496.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration (NNSA)
employees, and contractor employees authorized to be custodians of
controlled DOE equipment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Item description, date of purchase, acquire date, purchase price,
purchase order number, vendor and manufacturer, model/serial/license
number, property tag identification, status/date, condition of
property, operation number, high risk field, disposal code, responsible
officer, the name and employee identification and position numbers of
employees assigned equipment, account numbers, organization,
organization code, and location.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Federal Property
and Administrative Services Act of 1949, Section 202(b), 40 U.S.C.
483(b); and 41 CFR 109, Federal Property Management Regulation (FPMR),
Subchapter E, Part 109.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE (a) to provide
inventories to satisfy other Federal Procurement Management Regulation
requirements; (b) to maintain a record of location of emergency
equipment; (c) to control equipment assignments authorized under union
contracts; (d) to provide management information necessary for the
budgeting and allocation of equipment; and (e) to provide evidence of
assignment, location, and value in the event that government property
is stolen.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
any law enforcement agency as needed to provide evidence of assignment,
location, and value in the event that Government property is stolen.
2. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any other person who possess information pertaining to
the matter when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
5. A record from the system may be disclosed as a routine use to a
Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
6. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which
[[Page 1024]]
the Department collected the information.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
8. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving the
constituent when the constituent has requested assistance from the
member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
9. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by tag number, license number, custodian
name, employee identification number, position number, accounting
information, catalog number, contract number, make, model, security
logon identification, serial number, and/or storage location.
SAFEGUARDS:
Paper records and microfilm are maintained in secured areas and/or
maintained in locked cabinets and desks. Electronic records are
controlled through established DOE computer center procedures
(personnel screening and physical security), and they are password
protected. Passwords are protected. Access is limited to those whose
official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Management, U.S. Department of
Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Managers of the ``System Locations'' listed
above are the system managers for their respective portions of the
system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Information in this system comes from the Payroll/Personnel system
application, various internal forms, accountable property
representative and employees, data processing personnel, and supply
officers.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-24
SYSTEM NAME:
Land Records System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208
U.S. Department of Energy, Southwestern Power Administration: One
West Third Street, Tulsa, OK 74103
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals from whom or to whom Southwestern Power Administration,
Western Area Power Administration and Bonneville Power Administration
have acquired or given interests in land.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individual, agency, and/or company names; description of land
tract, type of agreement; rights granted or received; history of the
transaction, and IRS Form 1099 information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the DOE to track and manage
land rights information resulting from property right acquisitions,
licenses, transfer, exchanges, permits, outgrants, encroachments and
disposals in support of Southwestern Power Administration, Western
Power Administration and Bonneville Power Administration construction
and maintenance programs, right-of-way tracking for transmission line
vegetation management, and line maintenance.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department or assisting in such representation; (2) others involved in
the matter, their representatives and persons assisting such persons;
and (3) witnesses, potential witnesses, their representatives and
assistants, and any other persons possessing information
[[Page 1025]]
pertaining to the matter when it is necessary to obtain information or
testimony relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
4. A record from the system may be disclosed as a routine use to
the Internal Revenue Service to provide notification of individuals who
have received payment exceeding $600 on any one land right transaction.
5. A record from the system may be disclosed as a routine use to
the Department of Justice to provide support of land right condemnation
actions.
6. A record from the system may be disclosed as a routine use to
courts and attorneys for the purpose of land right settlement disputes
or litigation.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
8. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
9. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by line identification, personal
identification, cross referenced by name of landowner, grantee, or
grantor.
SAFEGUARDS:
Paper records and microfilm are maintained in locked cabinets and
desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical security),
and they are password protected. Access is limited to those whose
official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Field Offices: The Managers and Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Privacy Act Officer at the
Power Administrations identified above under ``System Locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Information in this system comes from individual landowners,
grantees, or grantors; agency officials; and State and local
authorities.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None
DOE-25
SYSTEM NAME:
U.S. Commuter Locator and Parking Space Information System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
Headquarters: U.S. Department of Energy, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All DOE including National Nuclear Security Administration (NNSA)
employees, and contractor employees who apply as members of a car pool
or van pool for parking spaces managed and controlled by DOE under the
general direction of the General Services Administration.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of driver and car or van pool members, Federal service
computation date, payroll and other assigned number, office address and
telephone number, home addresses, home telephone numbers, make and year
of
[[Page 1026]]
automobile, State of registration, tag number of vehicles, number of
days per week in the car pool or van pool, and other car pooling or van
pooling information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Executive Order
12778; DOE HQ 0344.1 Parking.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to maintain information of
existing car pools, van pools, and other categories of parking, in
order to keep a current record on employees who commute to work.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the Council of Governments for commuter connections.
2. A record from this system may be disclosed as a routine use to
individuals seeking to car pool or van pool operating from their
community or residential area.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, location of parking assignment, home
address, assigned number, and/or license number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Building Operations, Office of Management,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Individual car poolers and van poolers.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-26
SYSTEM NAME:
Official Travel Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE, Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves
in
[[Page 1027]]
Colorado, Utah, and Wyoming, 907 North Poplar, Suite 150, Casper, WY
82601.
U.S. Department of Energy, Naval Petroleum Reserves in California,
28950 Highway 119, P.O. Box 11, Tupman, CA 93276.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who travel or relocate at the expense of DOE including
the National Nuclear Security Administration (NNSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, social security number,
authorization number, travel itinerary, mode and purpose of travel,
advance amount, expenses claimed, amounts reimbursed, charge card
account numbers, residential sales records, and receipts.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 301; 5
U.S.C. Chapter 57; Policy and Procedures Manual for Guidance of Federal
Agencies, Titles 3 and 4; Federal Travel Regulation; Federal Property
Management Regulations 101-41; Department of Energy Order DOE 1500.2A,
Travel Policy and Procedures.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to document official
domestic and foreign travel and relocation expenditures and to support
reimbursement of allowable expenses.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the U.S. Treasury for payment of claim.
2. A record from this system may be disclosed as a routine use to
the U.S. General Accounting Office for audit and verification of
accuracy and legality of disbursements.
3. A record from this system may be disclosed as a routine use to
the Internal Revenue Service for notification regarding taxable
reimbursements.
4. A record from this system may be disclosed as a routine use to
the General Services Administration for audit of transportation
services.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
6. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicate a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
7. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number, and/or
travel authorization number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Chief Financial Officer, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The field Chief Financial Officers of the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
[[Page 1028]]
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above.
Records are generally kept at locations where the work is
performed. In accordance with the DOE Privacy Act regulation,
identification is required before a request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Individual travelers, supervisors, Government travel offices, and
finance office standard references.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-27
SYSTEM NAME:
Foreign Travel Management System (FTMS).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Germantown, 19901 Germantown Road,
Germantown, MD 20874-1290.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE employees including National Nuclear Security Administration
(NNSA) and contractor employees authorized to travel to foreign
countries on official business.
CATEGORIES OF RECORDS IN THE SYSTEM:
Traveler's name and social security number, background data
relating to proposed foreign travel; authorization number, travel
itinerary; expenses; and summary report following completion of travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. Chapter 3,
Section 301; 5 U.S.C. Chapter 57; Federal Travel Regulation; Department
of Energy Order 1500.2A, ``Travel Policy and Procedures''; Department
of Energy Order DOE 551.1A, ``Official Foreign Travel''.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to document all official
foreign travel, by DOE employees and contractor employees, approvals
and expenditures.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the General Services Administration for verification of transportation
services.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use to
the Department of State for purpose of obtaining foreign country
clearance for the traveler.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number, and/or
travel authorization number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (Personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposals authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
U.S. Department of Energy, Director, Office of Security Operations,
1000 Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as notification procedures above. Paper records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, identification is required before a request
is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification procedures above.
RECORD SOURCE CATEGORIES:
Individual travelers, supervisors, and travel offices.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[[Page 1029]]
DOE-28
SYSTEM NAME:
General Training Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Amarillo Site Operations, P.O.
Box 30030, Amarillo, TX 79120-0030.
U.S. Department of Energy, Atlanta Support Office, 730 Peachtree,
NE., Suite 876, Atlanta, GA 30308.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Bonneville Power Administration, Lower
Columbia Area, 1500 NE. Irving Street, Portland, OR 97232.
U.S. Department of Energy, Bonneville Power Administration, Puget
Sound Area, 201 Queen Ann Avenue, N., Suite 400, P.O. Box C-19030,
Seattle, WA 98109-1030.
U.S. Department of Energy, Bonneville Power Administration, Snake
River Area, 101 West Poplar, Walla Walla, WA 99362.
U.S. Department of Energy, Bonneville Power Administration, Upper
Columbia Area, Room 561, U.S. Court House, W. 920 Riverside Avenue,
Spokane, WA 99201.
U.S. Department of Energy, Office of Energy Efficiency and
Renewable Energy, Boston Support Office, One Congress Street, Room
1101, Boston, MA 02114-2021.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, Dayton Area Office, P.O. Box 66,
Miamisburg, OH 45342-0066.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Kansas City Site Office, P.O. Box
410202, Kansas City, MO 64141-0202.
U.S. Department of Energy, Kansas City Support Office, 911 Walnut
Street, Room 1411, Kansas City, MO 64106.
U.S. Department of Energy, NNSA Sandia Site Office. P.O. Box 5400,
Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, University of California, NNSA Los
Alamos National Laboratory, P.O. Box 1663, Los Alamos, NM 87545.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road, East, New Orleans, LA 70123.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, New York Support Office, 26 Federal
Plaza, Room 3437, New York, NY 10278-0068.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Scientific and Technical
Information, P.O. Box 62, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Energy Efficiency and
Renewable Energy, Philadelphia Support Office, 1880 John F. Kennedy
Blvd., Ste 501, Philadelphia, PA 19103-7483.
U.S. Department of Energy, Pittsburgh Naval Reactors Office, Idaho
Branch Office, P.O. Box 2469, Idaho Falls, ID 83403-2469.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
U.S. Department of Energy, Western Area Power Administration,
Billings Area Office, P.O. Box 35800, Billings, MT 59107-5800.
U.S. Department of Energy, Western Area Power Administration,
Loveland Area Office, P.O. Box 3700, Loveland, CO 80539-3003.
U.S. Department of Energy, Western Area Power Administration, Salt
Lake City Area Office, P.O. Box 11606, Salt Lake City, UT 84147-0606.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All DOE employees including National Nuclear Security
Administration (NNSA) employees and contractor employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name; resume; assigned number; occupational series; training
requests and authorizations; grade; organization; date of birth; social
security number; home address and telephone number; special interest
area, education completed; course name; justification for attending the
course; direct and indirect costs of training; coded information
dealing with purpose, type, source of training; training evaluations;
course evaluation forms; training examinations; training attendance
records; lesson plans; training assignment sheets; reading assignment
sheets; position qualification statement; self study sheet; position
descriptions; accounting records; and quarterly training report.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Nuclear Waste
Policy Act of 1982 (Pub. L. 97-425); Nuclear Waste Policy Amendment Act
of 1987 (Pub. L. 100-203); Government Employees Training Act of 1958;
and 5 CFR Parts 410 and 412.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to document
planning, completion, funding and effectiveness of employee training
and
[[Page 1030]]
development. Appropriate local, state and federal agencies use certain
records maintained in this system to ensure Departmental compliance
with other regulatory requirements.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
Federal agencies, including the Office of Personnel Management, for
purposes of determining eligibility or suitability for training and as
source documents for training reports; to training institutions that
personnel have requested to attend; and to other federal agencies as
necessary for payment of training.
2. A record from this system may be disclosed as a routine use to
state and local governments, the Nuclear Regulatory Commission (NRC),
and other federal agencies that conduct research, investigations, or
audits to determine whether DOE and contractor personnel satisfy
quality assurance requirements for activities necessary to obtain a
license from the NRC for the construction, operation and closing of a
nuclear waste repository and/or a Monitored Retrievable Storage
facility. These activities also will include research and development,
site characterization, transportation, waste packaging, handling,
design, maintenance, performance confirmation, inspection, fabrication,
and development and production of repository waste forms.
3. A record from this system may be disclosed as a routine use to
federal, state or local government officials where the regulatory
program being implemented is applicable to the DOE or contractor
program and requires that such access be provided for the conduct of
the regulatory agencies' activities. Those provided information under
this routine use are subject to the same limitations applicable to DOE
officers and employees under the Privacy Act.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member concerning the
subject of the record; the member must provide a copy of the
constituent's request for assistance.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the record.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Training and Human Resource Development,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585-0702.
Field Offices: The Directors, Training and Human Resource
Development of the ``System Locations'' listed above are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individuals and their supervisors.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-31
SYSTEM NAME:
Firearms Qualification Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, Wet Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Argonne National Laboratory-West, P.O.
Box 2528, Idaho Falls, ID 83403-2528.
[[Page 1031]]
U.S. Department of Energy, Brookhaven National Laboratory, 24 S.
Upton Road, Building 50, Upton, NY 11973.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Nonproliferation and National Security
Institute, Building 30132, Kirtland Air Force Base, Albuquerque, NM.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Amarillo Site Office, Highway 60 FM2373,
Amarillo, TX 79177.
U.S. Department of Energy, Kansas City Site Office, P.O. Box
410202, 2000 E. 95th Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, NNSA Sandia Site Office, 1515 Eubank
Blvd., S.E., Albuquerque, NM 87123.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration (NNSA)
Federal and contractor employees who are required to conduct and/or to
maintain firearms qualification, training, and proficiency activities
in the performance of their regular duties.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records of an individual's annual qualification scores; social
security numbers, approvals of arming authority and issue of Security
Police Officer and Federal Officer Credentials and firearms
accountability and maintenance records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained to document DOE protective force firearms
programs information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
2. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit. The Department must
deem such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
4. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any person possesses information pertaining to the
matter when it is necessary to obtain information or testimony relevant
to the matter.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) compatible with the
purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
7. A record from the system of records may be disclosed to a member
of Congress submitting a request involving the constituent when the
constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
8. A record from the system of records may be disclosed to
training, administrative, and operations personnel of local law
enforcement agencies in the performance of their regular duties in
order to process and to maintain documentation for protective force
personnel who have been commissioned as reserve officers or deputies.
9. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
[[Page 1032]]
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Directors of the ``System Locations''
listed above are the system managers for their respective portions of
this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE
Privacy Act regulation, identification is required before a request is
processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Arming and arrest credential notifications and firearm
qualifications results from individuals and training personnel.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-33
SYSTEM NAME:
Personnel Medical Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Amarillo Site Operations, P.O.
Box 30030, Amarillo, TX 79120-0030.
U.S. Department of Energy, Ashtabula Area Office, P.O. Box 579,
Ashtabula, OH 44005-0579.
U.S. Department of Energy, Bartlesville Project Office, 220 North
Virginia Avenue, P.O. Box 1398, Bartlesville, OK 74003.
U.S. Department of Energy, Battelle Columbus Laboratories, 505 King
Avenue, Room A-496 Columbus, OH 43201.
U.S. Department of Energy, Batavia Area Office, P.O. Box 2000,
Batavia, IL 60510.
U.S. Department of Energy, Bettis Atomic Power Laboratory, P.O. Box
79, Pittsburgh, PA 15122-0079.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, Dayton Area Office, P. O. Box 66,
Miamisburg, OH 45342-0066.
U.S. Department of Energy, EG&G Mound Applied Technologies, P.O.
Box 3000, Miamisburg, OH 45343-3000.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Fernald Environmental Restoration
Management Corporation, P.O. Box 398704, Cincinnati, OH 45239-8704.
U.S. Department of Energy, Fernald Field Office, 7400 Willey Road,
Cincinnati, OH 45030.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Grand Junction Office, 2597 B 3/4 Road,
Grand Junction, CO 81503.
U.S. Department of Energy, Hanford Environmental Health Foundation,
3080 George Washington Way, Richland, WA 99352.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Kansas City Site Office, P.O. Box
410202, Kansas City, MO 64141-0202.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, NNSA Sandia Site Office, P.O. Box 5400,
Albuquerque, NM 87185-5400.
U.S. Department of Energy, Knolls Atomic Power Laboratory, P.O. Box
1072, Schenectady, NY 12301.
U.S. Department of Energy, Livermore Site Office, P.O. Box 808,
Livermore, CA 94551.
U.S. Department of Energy, Lawrence Berkeley Laboratory, One
Cyclotron Road, Building 26, Room 143, Berkeley, CA 94720.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc., Y-
12 Plant, P.O. Box 2009 Oak Ridge, Tennessee 37831-8103.
[[Page 1033]]
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc., K-
25 Plant, P.O. Box 2003 Oak Ridge, TN 37831-7422.
U.S. Department of Energy, MK Ferguson of Oak Ridge Company, P.O.
Box 2011, Oak Ridge, TN 37831-2011.
U.S. Department of Energy, National Energy Technology Center,
(Morgantown) 3610 Collins Ferry Road, Morgantown, WV 26507-0080.
U.S. Department of Energy, National Energy Technology Center
(Pittsburgh), P. O. Box 10940, Pittsburgh, PA 15236-0940.
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Boulevard, Golden, CO 80401-3393.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 N. Poplar, Suite 150 Casper, WY 82601.
U.S. Department of Energy, Naval Petroleum Reserves in California,
28590 Highway 119, P.O. Box 11, Tupman, CA 93276.
U.S. Department of Energy, Naval Reactors Representative Office,
Naval Base Branch Post Office, General Delivery, Charleston Naval
Shipyard, Charleston, SC 29408-5615.
U.S. Department of Energy, Naval Reactors Representative Office,
P.O. Box 7021, Groton, CT 06340.
U.S. Department of Energy, Naval Reactors Representative Office,
Mare Island Naval Shipyard P.O. Box 2053, Vallejo, CA 94592.
U.S. Department of Energy, Naval Reactors Representative Office,
Newport News Shipbuilding & Dry Dock Company, P.O. Box 973, Newport
News, VA 23607.
U.S. Department of Energy, Naval Reactors Representative Office,
Norfolk Naval Shipyard P.O. Box 848, Portsmouth, VA 23705-0848.
U.S. Department of Energy, Naval Reactors Representative Office,
Pearl Harbor Naval Shipyard P.O. Box 128, Pearl Harbor, HI 96860.
U.S. Department of Energy, Naval Reactors Representative Office,
Portsmouth Naval Shipyard Naval Base Branch, P.O. Box 2008, Portsmouth,
NH 03801-2008.
U.S. Department of Energy, Naval Reactors Representative Office,
Puget Sound Naval Shipyard Substation, P.O. Box 1A, Bremerton, WA
98314.
U.S. Department of Energy, Nevada Test Site Mercury, Mercury, NV
89023.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Phoenix Area Office, P.O. Box 6457,
Phoenix, AZ 85005.
U.S. Department of Energy, Plasma Physics Laboratory, James
Forrestal Campus, Princeton University, P.O. Box 451, Princeton, NJ
08543.
U.S. Department of Energy, Portsmouth Site Office, P.O. Box 700,
Piketon, OH 45661.
U.S. Department of Energy, Radiological and Environmental Sciences
Laboratory, 785 DOE Place, Idaho Falls, ID 83402.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Rocketdyne--Rockwell Aerospace, 6633
Canoga Avenue, P.O. Box 7922, Department 056 EA08, Canoga Park, CA
91309-7922.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Stanford Linear Accelerator Center, P.O.
Box 4349, Stanford, CA 94309.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Weldon Spring Site Remedial Action
Project, 7295 Highway 94 South, St. Charles, MO 63304.
U.S. Department of Energy, West Valley Nuclear Service Company,
Inc., P.O. Box 191, MS: F, West Valley, NY 14171.
U.S. Department of Energy, Waste Isolation Pilot Project Office,
P.O. Box 3090, Carlsbad, NM 88221.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Present and former DOE including National Nuclear Security
Administration (NNSA) employees, and DOE contractor employees. This
system includes in-patients at Kadlec Hospital, Richland, WA, prior to
September 9, 1956.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, medical histories on contractor
employees resulting from medical examination; in cases of injury,
description of injury occurrence and treatment; medical records of
periodic physical examinations and psychological testing, blood donor
program records, audiometric testing, routine first aid, and other
visits; hospital in-patients at Kadlec Hospital; records on the results
of workplace and medical monitoring of individuals for exposure to
chemical and physical agents (not covered in DOE-35) and related work
history data, including drug testing information and results;
contractor employee-completed health questionnaires not resulting from
a medical examination; information from the contractor employee's
private medical doctor or other health care providers, such as
hospitals or laboratories not generated from workplace medical
examinations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Atomic Energy Act of 1954, (42 U.S.C. 2051a), section 31a; Economy
Act of 1932, as amended, (31 U.S.C. section 1535); 42 U.S.C. 7101 et
seq.; 50 U.S.C. 2401 et seq.; and DOE Order 440.1.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to: (a) Provide
data necessary for proper medical evaluations, diagnosis, treatment and
care; (b) provide an accurate medical history, including job and/or
hazard exposure documentation and health monitoring in relation to
health status and claims of the individual; (c) provide a method for
evaluating quality of health care rendered and job-health protection
including engineering protection provided, protective equipment,
workplace monitoring, and medical examinations monitoring required by
the Occupational Safety Health Administration (OSHA) or by good
practice; (d) provide data for health hazard evaluations, epidemiologic
studies and public health activities; (e) ensure that all relevant,
necessary, accurate, and timely data are available to support any
medically-related employment decisions affecting the subject of the
records, including decisions pertaining to the fitness-for-duty and
disability retirement; (f) document possible re-employment rights under
statutes governing that program; (g) document employee's reporting of
on-the-job injuries or unhealthy or unsafe working conditions,
including the reporting of such conditions to the OSHA and actions
taken by the agency or by the employing agency; and (h) ensure proper
and accurate operation of the agency's employee drug testing program
under Executive Order 12564.
[[Page 1034]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
physicians, the U.S. Department of Labor, various state departments of
labor and industry groups, and contractors to: (a) Ascertain
suitability of an employee for job assignments with regard to health;
(b) provide benefits under federal programs or contracts; and (c)
maintain a record of occupational injuries or illnesses and the
performance of regular diagnostic and treatment services to patients.
2. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
3. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
4. A record from this system of records may be disclosed to a
federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to be
compatible with the purpose for which the Department collected the
information.
5. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
7. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving the
constituent when the constituent has requested the subject matter of
the record. The member of Congress must provide a copy of the
constituent's request for assistance.
8. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry pursuant to Memoranda of Understanding between the Department
and the Department of Health and Human Services or its components.
9. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements,
collaborating researchers, or their employees, when conducting health
studies or related health or environmental duties pursuant to their
contracts, grants, and cooperating or collaborating research
agreements. In order to conduct such studies, the Department, its
contractors, grantees, participants in cooperative agreements, and
collaborating researchers may disclose a record to Federal, State and
local health and medical agencies or authorities; to subcontractors in
order to determine a subject's vital status or cause of death; to
health care providers to verify a diagnosis or cause of death; or to
third parties to obtain current addresses for participants in health-
related studies, surveys and surveillance. All recipients of such
records are required to comply with the Privacy Act, to follow
prescribed measures to protect personal privacy, and to disclose or use
personally identifiable information only for the above described
research purposes.
10. A record from this system may be disclosed as a routine use to
members of DOE advisory committees, the Department of Health and Human
Services Advisory Committee on Projects Related to Department of Energy
Facilities and to designated employees of Federal, State, or local
government or government-sponsored entities authorized to provide
advice to the Department concerning health, safety or environmental
issues. All recipients of such records are required to comply with the
Privacy Act, to follow prescribed measures to protect personal privacy,
and to disclose or use personally identifiable information only for the
purpose of providing advice to the Department or to the Department of
Health and Human Services.
11. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
12. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
13. A record from this system may be disclosed as a routine use
when (1) it is
[[Page 1035]]
suspected or confirmed that the security or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Chief, Health, Safety and Security Officer, Office of
Health, Safety and Security, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Health, Safety and Security Officers of ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The individual who is the subject of the record, physicians,
medical institutions, Office of Workers Compensation Programs, military
retired pay systems records, Federal civilian retirement systems,
Office of Personnel Management retirement life insurance and health
benefits records system, and the personnel management records systems
of the Office of Personnel Management.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-34
SYSTEM NAME:
Employee Assistance Program (EAP) Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office, Idaho
Branch Office, P.O. Box 2469, Idaho Falls, ID 83403-2469.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Amarillo Site Operations,
Highway 60 FM2372, Amarillo, TX 79120.
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE., Suite 876, Atlanta, GA 30308.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Boston Regional Office, JFK Federal
Building, Room 675 Boston, MA 02203-0002.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Fernald Field Office, 7400 Willey Road,
Cincinnati, OH 45030.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, The Office of Site Operations, 2000 E
95th Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Scientific and Technical
Information, P.O. Box 62, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Superconducting Super
Collider, 2550 Beckleymeade Avenue, MS 1020, Dallas, TX 75237-3946.
U.S. Department of Energy, Environmental Management Consolidated
Business Center, 250 E. Fifth Street, Suite 500, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
[[Page 1036]]
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE including National Nuclear Security
Administration (NNSA) employees, and contractor employees who have
contacted a service provider and have received counseling and/or have
been referred for assistance.
CATEGORIES OF RECORDS IN THE SYSTEM:
(a) Employee profile--name; social security number; work and home
addresses, and work, cellular, and home telephone numbers; job title
and grade level; employee identification number; organization;
supervisor's name and telephone number; sex; race; marital status;
spouse and family members' names; name, address, and telephone number
of any previously seen counselor or treatment facility; security
clearance; (b) interest inventory and/or psychological test results;
(c) issue(s) inventory; (d) case notes; (e) consent/release forms; (f)
correspondence, including referrals to community resources and/or
treatment facilities; and (g) medical and/or psychological reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Public Law 91-616,
Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970; Public Law 102-142, The Omnibus
Transportation Employee Testing Act of 1991; 5 U.S.C. 301, 7901, and
7904; 5 CFR Part 792; and 15 U.S.C. 764.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to document
employees seeking assistance on personal or work-related issues.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
2. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, if the employee is suspected of child, spousal, or
elder abuse.
3. A record from this system may be disclosed as a routine use to
any person or entity to the extent necessary to prevent an imminent or
potential crime which directly threatens loss of life or serious bodily
injury.
4. A record from this system may be disclosed as a routine use to
qualified personnel for the purpose of conducting scientific research,
management audits, financial audits, or program evaluation, but such
personnel may not identify, directly or indirectly, any individual
patient in any report, or otherwise disclose patient identities in any
manner.
5. A record from this system may be disclosed as a routine use to
the Department of Justice or other appropriate Federal agencies in
defending claims against the United States, when the claim results from
action against an individual based upon the individual's behavior, or
mental or physical condition, or is alleged to have arisen because of
activities of any Federal agency in connection with the individual.
6. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
7. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving the
constituent when the constituent has requested the subject matter of
the record. The member of Congress must provide a copy of the
constituent's request for assistance.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: (Federal Employees) Director of Human Capital
Management, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585. (Contractor Employees) Director, Office of
Health, Safety and Security, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: (Federal Employees) The Human Capital Directors of
the ``System Locations'' listed above are the system managers for their
respective portions of this system. (Contractor Employees) The
Environment, Safety and Health Managers listed above are the system
managers for their respective portion of this system.
[[Page 1037]]
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE
Privacy Act regulation, identification is required before a request is
processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject employee, employee's supervisor(s), employee assistance
program coordinator, staff of the applicable servicing personnel
office, staff of the applicable personnel security office, and
therapists or institutions providing treatment.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-35
SYSTEM NAME:
Personnel Radiation Exposure Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Amarillo Site Office, P.O. Box 30030,
Amarillo, TX 79120-0030.
U.S. Department of Energy, Bettis Atomic Power Laboratory, P.O. Box
79, Pittsburgh, PA 15122-0079.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, Dayton Area Office, P.O. Box 66,
Miamisburg, OH 45342-0066.
U.S. Department of Energy, EG&G Mound Applied Technologies, P.O.
Box 3000, Miamisburg, OH 45343-3000.
U.S. Department of Energy, Fernald Environmental Restoration
Management Corporation, P.O. Box 398704, Cincinnati, OH 45239-8704.
U.S. Department of Energy, Fernald Field Office, 7400 Willey Road,
Cincinnati, OH 45030.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Grand Junction Project Office, 2597 B 3/
4 Road, Grand Junction, CO 81503.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Inhalation Toxicology Research
Institute, P.O. Box 5890, Albuquerque, NM 87185.
U.S. Department of Energy, Kansas City Site Office, 2000 E 9th
Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Sandia Site Office, P.O. Box 5400,
Albuquerque, NM 87185-5400.
U.S. Department of Energy, Knolls Atomic Power Laboratory, P.O. Box
1072, Schenectady, NY 12301.
U.S. Department of Energy, Livermore Site Office, P.O. Box 808,
Livermore, CA 94551.
U.S. Department of Energy, Lawrence Berkeley Laboratory, One
Cyclotron Road, Building 26, Room 143, Berkeley, CA 94720.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc., Y-
12 Plant, P.O. Box 2009, Oak Ridge, TN 37831-8103.
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc., K-
25 Plant, P.O. Box 2003, Oak Ridge, TN 37831-7422.
U.S. Department of Energy, MK Ferguson of Oak Ridge Company, P.O.
Box 2011, Oak Ridge, TN 37831-2011.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Institute for Petroleum and
Energy Research, BDM-Oklahoma, Inc., P.O. Box 2565, Bartlesville, OK
74005.
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Boulevard, Golden, CO 80401-3393.
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves,
907 N. Poplar, Suite 150, Casper, WY 82601.
U.S. Department of Energy, Naval Petroleum Reserves in California,
P.O. Box 11, Tupman, CA 93276.
U.S. Department of Energy, Naval Reactors Representative Office,
Naval Base Branch Post Office, General Delivery, Charleston Naval
Shipyard, Charleston, SC 29408-5615.
U.S. Department of Energy, Naval Reactors Representative Office,
P.O. Box 7021, Groton, CT 06340.
U.S. Department of Energy, Naval Reactors Representative Office,
Mare Island Naval Shipyard, P.O. Box 2053, Vallejo, CA 94592.
U.S. Department of Energy, Naval Reactors Representative Office,
Newport News Shipbuilding & Dry Dock Company, P.O. Box 973, Newport
News, VA 23607.
U.S. Department of Energy, Naval Reactors Representative Office,
Norfolk Naval Shipyard, P.O. Box 848, Portsmouth, VA 23705-0848.
U.S. Department of Energy, Naval Reactors Representative Office,
Pearl Harbor Naval Shipyard, P.O. Box 128, Pearl Harbor, HI 96860.
U.S. Department of Energy, Naval Reactors Representative Office,
Portsmouth Naval Shipyard, Naval Base Branch, P.O. Box 2008,
Portsmouth, NH 03801-2008.
U.S. Department of Energy, Naval Reactors Representative Office,
Puget Sound Naval Shipyard Substation, P.O. Box 1A, Bremerton, WA
98314.
[[Page 1038]]
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-98518.
U.S. Department of Energy, Nevada Test Site Mercury, Mercury, NV
89023.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center, 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Boulevard, P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Phoenix Area Office, P.O. Box 6457,
Phoenix, AZ 85005.
U.S. Department of Energy, Portsmouth Site Office, P.O. Box 700,
Piketon, OH 45661.
U.S. Department of Energy, Princeton Area Office, P.O. Box 102,
Princeton, NJ 08542.
U.S. Department of Energy, Radiological and Environmental Sciences
Laboratory, 850 Energy Drive, Idaho Falls, ID 83402.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Rocketdyne--Rockwell Aerospace, 6633
Canoga Avenue, P.O. Box 7922, Department 056 EA08, Canoga Park, CA
91309-7922.
U.S. Department of Energy, NNSA Sandia Site Office, P.O. Box 5800,
Albuquerque, NM 87115.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Stanford Linear Accelerator Center, P.O.
Box 4349, Stanford, CA 94309.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Weldon Spring Site Remedial Action
Project, 7295 Highway 94 South, St. Charles, MO 63304.
U.S. Department of Energy, West Valley Nuclear Service Company,
Inc., 10282 Rock Springs Road, P.O. Box 191, MS: F, West Valley, NY
14171.
U.S. Department of Energy, Waste Isolation Pilot Project Office,
P.O. Box 3090, Carlsbad, NM 88221.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE employees including National Nuclear Security Administration
employees, and contractor employees, and any other persons having
access to certain DOE facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
DOE contractor personnel and other individuals' radiation exposure
records, social security numbers, and other records, in connection with
registries of uranium, transuranic, or other elements encountered in
the nuclear industry.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department for the purpose
of monitoring and recording levels of radiation exposure to individuals
working or visiting DOE facilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the Department of the Navy to monitor radiation exposure of Naval and
other personnel.
2. A record from this system may be disclosed as a routine use to
the Nuclear Regulatory Commission to monitor radiation exposure of DOE
and its contractors and consultants, contractors from other agencies
who have been exposed to ionizing radiation during nuclear testing, and
to conduct epidemiological studies of radiation effects on individuals
so identified.
3. A record from this system may be disclosed to the Department of
Defense for the purpose of identifying DOD and DOD-contractor personnel
exposed to ionizing radiation during nuclear testing and for conducting
epidemiological studies of radiation effects on individuals so
identified.
4. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry pursuant to Memoranda of Understanding between the Department
and the Department of Health and Human Services or its components.
5. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements, and
collaborating researchers, or the employees of these parties, in
performance of health studies or related health or environmental duties
pursuant to their contracts, grants, and cooperating or collaborating
research agreements. In order to perform such studies, the Department,
its contractors, grantees, participants in cooperative agreements, and
collaborating researchers may disclose a record to Federal, State and
local health and medical agencies or authorities; to subcontractors in
order to determine a subject's vital status or cause of death; to
health care providers to verify a diagnosis or cause of death; or to
third parties to obtain current addresses for participants in health-
related studies, surveys and surveillance. All recipients of such
records are required to comply with the Privacy Act, to follow
prescribed measures to protect personal privacy, and to disclose or use
personally identifiable information only for the above described
research purposes.
6. A record from this system may be disclosed as a routine use to
members of DOE advisory committees, the Department of Health and Human
Services Advisory Committee on Projects Related to Department of Energy
Facilities and to designated employees of Federal, State, or local
government or government-sponsored entities authorized to provide
advice to the Department concerning health, safety or environmental
issues. All recipients of such records are required to comply with the
Privacy Act, to follow prescribed measures to protect personal privacy,
and to disclose or use personally identifiable information only for the
purpose of providing advice to the Department or to the Department of
Health and Human Services.
7. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to
[[Page 1039]]
Department officers and employees under the Privacy Act.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
10. A record from this system of records may be disclosed to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from a member with respect to
the subject matter of record. The member of Congress must provide a
copy of the constituent's request for assistance.
11. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm and electronic
media.
RETRIEVABILITY:
Records are retrieved by name, alphanumeric code, and/or social
security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Chief Health, Safety and Security Officer, Office of
Health, Safety and Security, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Managers and Directors of the ``System
Locations'' listed above are the records are maintained are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, accident-incident investigations, film
badges, dosimetry records, and previous employee records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-38
SYSTEM NAME:
Occupational and Industrial Accident Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, San Point
Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Amarillo Site Office, Pantex Plant, P.O.
Box 1086, Amarillo, TX 79105.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Carbondale Mining Research Center, P.O.
Box 2587, Carbondale, IL 62901.
U.S. Department of Energy, Clinch River Breeder Reactor Plant
Project, P.O. Box U, Oak Ridge, TN 37830.
U.S. Department of Energy, Dayton Area Office, P.O. Box 66,
Miamisburg, OH 45342.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC),
[[Page 1040]]
250 E. Fifth Street, Suite 500, Cincinnati, OH 45202.
U.S. Department of Energy, Environmental Measurements Laboratory,
376 Hudson Street, New York, NY 10014.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Idaho Branch Office, P.O. Box 2469,
Idaho Falls, ID 8340.
U.S. Department of Energy, Kansas City Site Office, 2000 E 95th
Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, Knolls Atomic Power Laboratory, P.O. Box
1072, Schenectady, NY 12301.
U.S. Department of Energy, NNSA Los Alamos Site Office, P.O. Box
5800, Los Alamos, NM 87544.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Naval Petroleum Reserve, P.O. Box 11,
Tupman, CA 93276.
U.S. Department of Energy, Nevada Test Site, Mercury, NV 89023.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Puerto Rico Area Office, P.O. Box BB,
San Juan, PR 00935.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Sandia Area Office, P. O. Box 5800,
Albuquerque, NM 87115.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Shippingport Branch Office, P. O. Box
11, Shippingport, PA 15077.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road, East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration (NNSA)
employees, contractor employees, and any other persons having access to
DOE facilities who have had accidents on DOE facilities. Also
individuals involved in accidents with employees or contractor
employees or other persons having access to DOE facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, accident/incident information,
occupational injury and illness experience, property damage experience,
and motor vehicle accidents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department of
Energy Organization Act; Federal Tort Claims Act, 28 U.S.C. 2671-2680;
Military Personnel and Civilian Employees Claims Act, 31 U.S.C. 240-
243; Executive Order 12009.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to monitor and
record information about DOE employees, contractor employees, and other
persons, who have had accidents on DOE facilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
physicians, the Department of Labor, various State departments of labor
and industry groups, and contractors who use information to: (a)
Ascertain suitability of an employee for job assignments with regard to
health (b) provide benefits under Federal programs or contracts, and
(c) maintain a record of occupational injuries or illnesses and the
performance of regular diagnostic and treatment services to patients.
2. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
6. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction
[[Page 1041]]
with other information, indicates a violation or potential violation of
law whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program pursuant thereto.
7. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
10. A record from this system may be disclosed as a routine use to
DOE contractor personnel, grantees, and cooperative agreement holders
of components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health, the National
Center for Environmental Health of the Center for Disease Control and
Prevention, and the Agency for Toxic Substances and Disease Registry
when conducting epidemiological studies, or public health activities as
required by law performed and pursuant to a Memorandum of Understanding
between the Department of Health and Human Services or its components.
Those provided information under this routine use are subject to the
same limitations applicable to Department officers and employees under
the Privacy Act.
11. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements, and
collaborating researchers, or the employees of these parties, when
conducting health studies or related health or environmental duties
pursuant to their contracts, grants, and cooperating or collaborating
research agreements. In order to conduct the studies, the Department,
its contractors, grantees, participants in cooperative agreements, and
collaborating researchers may disclose a record to federal, state and
local health and medical agencies or authorities; to subcontractors in
order to determine a subjects vital status or cause of death; to health
care providers to verify a diagnosis or cause of death; or to third
parties to obtain current addresses for participants in health-related
studies, surveys and surveillances. All recipients of such records are
required to comply with the Privacy Act, to follow prescribed measures
to protect personal privacy, and to disclose or use personally
identifiable information only for the above described research purpose.
Those provided information under this routine use are subject to the
same limitations applicable to Department officers and employees under
the Privacy Act.
12. A record from this system of records may be disclosed to
members of DOE advisory committees, the Department of Health and Human
Services Advisory Committee on Project Related to Department of Energy
Facilities and to designated employees of Federal, State, or local
government or government-sponsored entities authorized to provide
advice to the Department concerning health, safety, or environmental
issues. Those provided information under this routine use are subject
to the same limitations applicable to Department officers and employees
under the Privacy Act.
13. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
14. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Passwords are known only by the system manager.
Access is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Chief, Health, Safety and Security Officer, Office of
Health, Safety and Security, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Health, Safety and Security Officers of field
locations listed above under ``System Location(s)'' are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the
[[Page 1042]]
request should be directed to the Privacy Act Officer for the site that
has jurisdiction over the ``System Location'' as listed in the
Correlation. The request should include the requester's complete name,
time period for which records are sought, and the office location(s)
where the requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The individual who is the subject of the record, physicians,
medical is institutions, Office of Workers Compensation Programs,
military retired pay system records, Federal civilian retirement
systems, retirement life insurance and health benefits records system
of the Office of Personnel Management, and the personnel management
records systems of the Office of Personnel Management.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-41
SYSTEM NAME:
Legal Files (Claims, Litigation, Criminal Violations, Patents, and
Others).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bartlesville Energy Technology Center,
P.O. Box 1398, Bartlesville, OK 74003.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Grand Forks Energy Technology Center,
P.O. Box 8213, University Station, Grand Forks, ND 58201.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Los Alamos Site Office, 528 35th Street,
Los Alamos, NM 87544.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All persons identified in files maintained by the Office of General
Counsel, which includes attorneys at all DOE offices including National
Nuclear Security Administration (NNSA), from which information is
retrieved by name or other personal identifier, including: Litigants
and other claimants against the Department and its contractors
asserting matters including, but not limited to, personal injury,
property damage or infringement (including intellectual property),
contract violation and harms resulting from employer-employee
relationships; persons who are the subjects of claims by the DOE, such
as persons who may have violated criminal laws, DOE regulations and
contracts with the DOE and persons against whom the DOE considered
asserting such claims; DOE's contractors and potential contractors;
persons holding copyrights and issued patents pertaining to the DOE's
activities; DOE employees, subject to garnishment or assignments; and
DOE employees and contractor employees who use Alternative Dispute
Resolution (ADR).
CATEGORIES OF RECORDS IN THE SYSTEM:
Records concerning legal matters include, but are not limited to,
documents pertaining to: (1) Litigation and all other claims against,
and by, the DOE and its contractors, which have been assigned to the
Office of General Counsel; (2) DOE contracts; (3) issued patents and
copyright matters; (4) records pertaining ADR. Litigation and claim
records may, among others, include correspondence, pleadings such as
complaints, answers, and motions; depositions, court orders and briefs.
Records in this system also may include accident reports, inspection
reports, investigation reports, audit reports, personnel files,
contracts, consultant agreements, reports pertaining to criminal
matters of interest to the DOE, Personnel Security Review Board
documents, medical records, photographs, telephone records, patents and
related documents, correspondence, and memoranda.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to settle claims
and prepare for litigation and resolve disputes.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to: (1) A person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3) a
witness, potential
[[Page 1043]]
witness, or their representatives and assistants, and any other person
who possesses information pertaining to the matter, when it is
necessary to obtain information or testimony relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, case name, claim name, or assigned
identifying number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Deputy General Counsel, Office of the General
Counsel, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Chief Counsels of the ``System Locations''
listed above are the system managers for their respective portions of
this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
[[Page 1044]]
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals, inspection reports, other agencies, Office of
General Counsel attorneys, other agency officers and staff,
contractors, investigators, and auditors.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under subsection (k)(1), (k)(2), and (k)(5)
of the Privacy Act, to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act; see the DOE Privacy Act regulation at Title 10, Code
of Federal Regulations, Part 1008.
DOE-43
SYSTEM NAME:
Personnel Security Files.
SECURITY CLASSIFICATION:
Unclassified and classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for DOE including National Nuclear Security
Administration (NNSA) employment; DOE employees including assignees and
detailees, agents and consultants with the DOE, DOE contractors and
subcontractors, and DOE access permittees processed for DOE access
authorizations for access to classified matter or special nuclear
materials; other Federal agency contractor and subcontractor applicants
for employment, and their employees, detailees, agents, and consultants
processed for DOE access authorizations; and other individuals
processed for DOE access authorizations as determined by the Secretary.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, date and place of birth, social security number, citizenship
status, grade, organization, employer(s), initial investigation and
reinvestigation history; and access authorization history; the formal
request(s) and justification(s) for access authorization processing;
security forms, fingerprint cards, and acknowledgments completed by the
individual for both the initial investigation and reinvestigation;
results of pre-employment checks (if required); request(s) and
approval(s) for issuance of a security badge(s); report of
investigation provided by an agency which has previously conducted an
investigation of the individual for employment or security clearance
purposes; approvals for classified visits; photographs; security
infraction reports; security termination statement(s), foreign travel
document; letters of interrogatory, personnel security interview
transcripts or summaries, and/or audio tapes of the interviews, and
evaluations of the interviews; reports of hospitalization or treatment
for a mental condition or substance abuse, including information
provided by an Employee Assistance Program provider; reports of DOE-
sponsored mental evaluations conducted by competent medical
authorities; reports of security violations; public record information
to include law enforcement, financial, divorce, bankruptcy, name change
and other court information or reports and copies of information
appearing in the media; security advisory letters; information
concerning citizenship status, foreign contacts, and spouse and/or
individual(s) with whom the individual resides; administrative review
processing data; justifications for participation in sensitive DOE
activities and/or for Sensitive Compartmented Information access
approval; results of required testing for participation in sensitive
DOE activities; documents concerning Interim Access Authorization
processing or processing under Section 145b of the Atomic Energy Act of
1954, as amended; written evaluations of reported derogatory
information; credit check results; copies of correspondence to and from
the individual concerning the items above and copies of inter- and
intra-agency correspondence concerning the items above; and any other
material relevant to the individual's DOE access authorization or
special authorization eligibility or processing and, for DOE employees,
suitability for Federal employment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 10 CFR Part 710,
Subpart A; Executive Orders 10450 and 12968; 5 CFR Part 732; DOE O
474.4 Safeguards and Security Program of 8-26-05; DOE M 470.4-5,
Personnel Security, of 08-26-05 and Director of Central Intelligence
Directive 6/14 of 6-20-00.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department as an official
record of all information gathered and evaluated to determine an
individual's initial and continued DOE access authorization eligibility
and, if applicable, an individual's eligibility for participation in
DOE sensitive activities or for access to Sensitive Compartmented
Information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
competent medical authority who, under a formal agreement for payment
of services with the local DOE personnel security element, conducts
evaluations under Title 10, Code of Federal Regulations, Part 710, to
determine whether an individual has an illness or mental condition of a
nature which causes, or may cause, a significant defect in judgment or
reliability, or is alcohol dependent or suffering from alcohol abuse.
2. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or
[[Page 1045]]
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant, or other
benefit. The Department must deem such disclosure to be compatible with
the purpose for which the Department collected the information.
3. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
6. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
A record may be stored as paper records, microfiche, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or assigned DOE file number
(alphanumeric code).
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the ``System Locations''
listed above are the system managers for their respective portions of
this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Documents completed and/or furnished by subject; Department of
Energy; Office of Personnel Management; Federal Bureau of
Investigation; Defense Security Service; medical professionals; and
confidential sources.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under subsection (k)(1), (k)(2), and (k)(5)
of the Privacy Act to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act. See the Department's Privacy Act regulation at Title
10, Code of Federal Regulations, Part 1008.
DOE-44
SYSTEM NAME:
Special Access Authorization for Categories of Classified
Information.
SECURITY CLASSIFICATION:
Classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Amarillo Site Office, Highway 60 FM2373,
Amarillo, TX 79120.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Kansas City Site Office, 2000 E 95th
Street, Kansas City, MO 64141-3202.
[[Page 1046]]
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, NNSA Sandia Site Office, 1515 Eubank
Avenue, Albuquerque, NM 87123.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE and National Nuclear Security Administration
employees, current and former DOE contractor employees, and employees
of other Federal agencies authorized access to special categories of
classified information and compartmentalized DOE facilities and/or
areas.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names of individuals, social security numbers, letters and
memoranda, and status reports relating to authorized access to special
categories of classified information and compartmentalized DOE
facilities and/or areas.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 301;
Atomic Energy Act of 1954, as amended; Department of Energy
Organization Act, including authorities incorporated by reference in
Title of the Department of Energy Organization Act; DOE M 471.2-4,
Executive Order 12333; Executive Order 12968; Federal Personnel Manual,
Chapters 731 and 736.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to verify individuals who
are authorized access to special categories of classified information
and compartmentalized DOE facilities and/or areas.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use to
other federal agencies or departments for determining individuals who
have access to classified information generated by these agencies.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member of Congress
with respect to the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
A record may be stored as paper records, microfiche, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records and microfiche are maintained in locked General
Services Administration approved security containers. Electronic
records are controlled through established DOE computer center
procedures (personnel screening and physical security), and they are
locked in General Services Administration approved security containers.
Access is limited to those whose official duties require access to the
records on a strict need-to-know basis.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the ``System Locations''
listed above are the system managers for their respective portions of
this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, present and former DOE employees and
contractor employees; publicly available material; other agencies
within the Intelligence
[[Page 1047]]
Community; other offices and elements within DOE; and other Federal
agencies and official records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under subsection (k)(1) of the Privacy Act to
the extent that information within the System meets the criteria of
those subsections of the Act. Such information has been exempted from
the provisions of subsections (c)(3),and (e)(1) of the Act. See the
Department's Privacy Act regulation at Title 10, Code of Federal
Regulations, Part 1008.
DOE-45
SYSTEM NAME:
Weapon Data Access Control System (WDACS).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
Headquarters: U.S. Department of Energy, l000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Amarillo Site Office, P.O. Box 30030,
Amarillo, TX 79120-0030.
U.S. Department of Energy, The Office of Kansas City Site
Operations, P.O. Box 410202, Kansas City, MO 64141-0202.
U.S. Department of Energy, Miamisburg Area Office, P.O. Box 66,
Miamisburg, OH 45342-0066.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Scientific and Technical
Information, P.O. Box 62, Oak Ridge, TN 37831.
U.S. Department of Energy, NNSA Sandia Site Office, Albuquerque,
P.O. Box 5800, Albuquerque, NM 87185-5800.
U.S. Department of Energy, NNSA Sandia Site Office, P.O. Box 969,
Livermore, CA 94551-0969.
U.S. Department of Energy, NNSA Sandia Site Office, Tonopah Test
Range, P.O. Box 871, Tonopah, NV 89049.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, University of California, Livermore Site
Office, 7000 East Avenue, P.O. Box 808, Livermore, CA 94550.
U.S. Department of Energy, University of California, NNSA Los
Alamos National Laboratory, P.O. Box 1663, Los Alamos, NM 87545.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration, Department
of Defense (DOD), and other Government agency employees, contractors,
and consultants requiring access to classified weapons information and/
or DOE nuclear weapons program facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, date of birth, citizenship, employer,
type of clearance, number and date of clearance, categories of
information requested and authorized, locations to be visited and dates
of visit, purpose of visit, point of contact, Government agency
certifying need-to-know, and classified mail/shipping addresses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained by the Department to document all persons
who have been authorized access to nuclear weapon information through a
visit to one of the DOE Nuclear Weapons Complex facilities or to
receive classified data via a classified mail/shipping channel.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use to a
member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member of Congress
with respect to the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
3. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as microfiche, paper records, or electronic
media.
RETRIEVABILITY:
Records are retrieved by social security number and/or name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Deputy Administrator, NNSA, U.S. Department of
Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Managers and Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address
[[Page 1048]]
identified above under ``System Locations.'' For records maintained by
Laboratories or Field Site Offices, the request should be directed to
the Privacy Act Officer for the site that has jurisdiction over the
``System Location'' as listed in the Correlation. The request should
include the requester's complete name, time period for which records
are sought, and the office location(s) where the requester believes the
records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The individuals, DOE, DOD, and other Government agencies, and their
contractors.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-46
SYSTEM NAME:
Administrative Review Files.
SECURITY CLASSIFICATION:
Unclassified and classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 1099, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals processed for or granted DOE access authorization who
are subsequently processed under 10, CFR Part 710 for denial or
revocation of access authorization. These individuals may be applicants
for employment; employees including assignees and detailees; agents,
and consultants with the DOE including National Nuclear Security
Administration (NNSA); DOE and NNSA contractors and subcontractors, and
DOE access permittees. Other Federal agencies' applicants for
employment, and their employees, assignees, detailees, agents,
consultants, contractors, and subcontractors. Other individuals as
determined by the Secretary of Energy.
CATEGORIES OF RECORDS IN THE SYSTEM:
Transcript of the hearing convened under 10 CFR Part 710 procedures
(when an individual does not avail himself/herself of the right to a
hearing under 10 CFR Part 710 procedures, his/her DOE Personnel
Security File [see DOE-43, Personnel Security File] becomes the basis
of the administrative record); exhibits submitted by the DOE and the
respondent to the Hearing Officer for inclusion in the administrative
record; the Hearing Officer's opinion; decisions rendered by the
Manager, Chief, Health, Safety, and Security Officer, and/or the Appeal
Panel; evidence submitted by the DOE or the respondent subsequent to
the closing of the administrative record; correspondence to and from
the individual (and his/her counsel or representative) related to the
conduct of proceedings; intra-agency correspondence related to the
conduct of proceedings; and information concerning reconsideration of
the case.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 10 CFR Part 710,
Subpart A; Executive Order 12968; DOE O 470.4, Safeguards and Security
Program, of 8-26-05, and DOE M 470.4-5, Personnel Security, of 08-26-
05.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to maintain an
official administrative record of 10 CFR Part 710 proceedings that are
conducted to determine an individual's DOE access authorization
eligibility.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
1. A record from this system may be disclosed to competent medical
authority who, under a formal agreement for payment of services with
the local DOE personnel security element, conducts evaluations under
Title 10, Code of Federal Regulations, Part 710, to determine whether
an individual has an illness or mental condition of a nature that
causes, or may cause, a significant defect in judgment or reliability,
or is alcohol dependent or suffering from alcohol abuse.
2. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of an access authorization, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
3. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
6. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with
[[Page 1049]]
treaties, international conventions, or executive agreements
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES OR STORING, RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, audio tape, video tape,
microfiche and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or assigned DOE file number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the ``System Locations''
listed above are the system managers for their respective portions of
the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The individual's Personnel Security File, and DOE staff.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under subsections (k)(1), (k)(2), and (k)(5)
of the Privacy Act, to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act; see the Department's Privacy Act regulation at Title
10, Code of Federal Regulations, Part 1008.
DOE-48
SYSTEM NAME:
Security Education and/or Infraction Reports.
SECURITY CLASSIFICATION:
Classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Amarillo Site Office, Highway 60 FM2373,
Amarillo, TX 79120.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Kansas City Site Office, 2000 E. 95th
Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, NNSA Sandia Site Office, Pennsylvania &
H Street, Albuquerque, NM 87185-5400.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration employees
and DOE contractor employees possessing DOE access authorizations.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, records of security education briefings, and investigative
and summary reports of security infraction incidents.
[[Page 1050]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to inform
individuals of their responsibilities for protecting classified matter,
and the procedures established by the Department to ensure authorized
disclosure.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to be
compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper files and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the ``System Locations''
above are the system managers for their respective portions of this
system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where
[[Page 1051]]
the requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Training officers, security personnel, individual's supervisor, and
local, State, and Federal authorities.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-49
SYSTEM NAME:
Security Communications File.
SECURITY CLASSIFICATION:
Classified and Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who communicated verbal, electronic, written or
telephonic expressions of interest about DOE including National Nuclear
Security Administration (NNSA) personnel, facilities or activities in a
manner that causes security concerns.
CATEGORIES OF RECORDS IN THE SYSTEM:
Threat communications received from individuals as well as
individuals who have been identified from articles in the news media as
being potential threats to DOE officials, DOE employees and DOE
contractor employees. Also includes name, social security number, date
of birth, other personal identifiers, profiles and informational
reports on any of the individuals who may have made threats against DOE
personnel or property.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq., 50 U.S.C. 2401 et seq., and the
implementing directive of E.O. 12958.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to maintain a database and
profiles of all individuals who have made threats of any kind, and
through any medium, against DOE officials, DOE employees, DOE
contractor employees, DOE facilities and/or DOE buildings.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
2. A record from the system may be disclosed as a routine use to a
federal, state or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
3. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter. The Department must deem such
disclosure to be compatible with the purpose for which the Department
collected the information.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
5. A record from the system of records may be disclosed to a member
of Congress submitting a request involving the constituent when the
constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's request for assistance.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfiche, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name, social security number, date of
birth, and/or other miscellaneous personal identifiers.
SAFEGUARDS:
Paper records are maintained in locked General Services
Administration approved security containers. Electronic records are
controlled through established DOE computer center procedures
(personnel screening and physical security), and they are password
protected. Access is limited to those whose official duties require
access to the records on a strict need-to-know basis and other law
enforcement authorities, as applicable.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
U.S. Department of Energy, Director, Office of Security Operations,
1000 Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of
[[Page 1052]]
records contains information about him/her should be directed to the
U.S. Department of Energy, Headquarters, Privacy Act Officer. The
request should include the requester's complete name, time period for
which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, complainants, witnesses, agency files and
records, official Federal, State, or local records, and publicly
available material.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under subsections (k)(1), (k)(2), and (k)(5)
of the Privacy Act, to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act; see the Department's Privacy Act regulation at Title
10, Code of Federal Regulations, Part 1008.
DOE-50
SYSTEM NAME:
Human Reliability Program Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors Office, P.O. Box 109, Pittsburgh, PA 15122-
0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors Office, P.O. Box 1069, Schenectady, NY
12301.
U.S. Department of Energy, NNSA Amarillo Site Office (Pantex), P.O.
Box 30030, Amarillo, TX 79120.
U.S. Department of Energy, NNSA Kansas City Site Office, 2000 E 9th
Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Livermore Site Office, P.O. Box
808, Livermore, CA 94551.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 89193-8518.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, NNSA Office of Secure Transportation,
NA-121, P.O. Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Sandia Site Office, P.O. Box 5800,
Albuquerque, NM 87115.
U.S. Department of Energy, NNSA Y-12 Site Office, P.O. Box 2050,
Oak Ridge, TN 37831-8009.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Department of Energy, including National Nuclear Security
Administration, and contractor employees performing work that affords
both technical knowledge and access to assembled nuclear explosives or
certain nuclear weapon components and assigned to, or applying for a
position that: (1) Affords access to Category I Special Nuclear
Material (SNM) or has responsibility for transportation or protection
of Category I quantities of SNM; (2) involves nuclear explosive duties
or has responsibility for working with, protecting, or transporting
nuclear explosives, nuclear devices, or selected components; (3)
affords access to information concerning vulnerabilities in protective
systems when transporting nuclear explosives, nuclear devices, selected
components, or Category I quantities of SNM; or (4) affords the
potential to significantly impact national security or cause
unacceptable damage and has been approved as an HRP position.
CATEGORIES OF RECORDS IN THE SYSTEM:
Results of medical examination; employment review; credit/consumer
reports; data pertaining to access authorizations (clearances);
training records pertaining to individual's duties involving assembled
nuclear explosives or certain nuclear weapon components; employee name;
department division; job title; L-code (mail code); telephone number;
pager number; employee number; and social security number;
Acknowledgement and Agreement to Participate in the Human Reliability
Program (HRP) Form; Authorization and Consent to Release Human
Reliability Program (HRP) Records in Connection with HRP Form; Refusal
of Consent Form; Human Reliability Program (HRP) Alcohol Testing Form;
Human Reliability Program (HRP) Certification Form; random alcohol
testing results; drug test results and information related to substance
abuse; results from the Office of Hearings and Appeals relating to a
safety certification issue; psychological evaluations; and polygraph
results.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
41 U.S.C. 2165; 42 U.S.C. 2201; 42 U.S.C. 5814-5815; 42 U.S.C. 7101
et seq.; 50 U.S.C. 2401 et seq.; E.O. 10450, 3 CFR 1949-1953 as
amended; E.O. 10865, 3 CFR 1959-1963, as amended; and 10 CFR 712,
Personnel Assurance Program.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to ensure that
individuals assigned to nuclear explosive duties do not have emotional,
mental, or physical incapacities that could result in a threat to
nuclear explosive safety. This is done through a continuous evaluation
process that identifies individuals whose judgment or reliability may
be impaired by physical or mental/personality disorders, alcohol abuse,
use of illegal drugs or the abuse of legal drugs or other substances,
or any condition or circumstance that may be a security or safety
concern.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and
[[Page 1053]]
assistants, and any other person who possesses information pertaining
to the matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who
are acting in an official capacity, or in any individual capacity where
the Department or other United States Government agency has agreed to
represent the employee.
3. A record from this system of records may be disclosed to a
federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to be
compatible with the purpose for which the Department collected the
information.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicate a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
7. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper files and electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number and/or
employee number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Chief, Health, Safety and Security Officer, Office of
Health, Safety and Security, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: The HRP certifying official, or his or her designee
of the ``System Locations'' listed above are the system managers for
their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at 10 CFR Part 1008, a request by an individual to determine if a
system of records contains information about him/her should be directed
to the U.S. Department of Energy, Headquarters, Privacy Act Officer, or
the Privacy Act Officer at the appropriate address identified above
under ``System Locations.'' For records maintained by Laboratories or
Field Site Offices, the request should be directed to the Privacy Act
Officer for the site that has jurisdiction over the ``System Location''
as listed in the Correlation. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The individual, medical records, occupational training records, and
HRP program and personnel security records. Information also may be
obtained from the supervisor, site occupational medical director, and
the management official when completing the Human Reliability Program
Certification.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-51
SYSTEM NAME:
Employee and Visitor Access Control Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
[[Page 1054]]
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Amarillo Site Office, Highway 60 FM2373,
Amarillo, TX 79177.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Kansas City Site Office, 2000 E.
95th Street, Kansas City, MO 64141-3202.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, NNSA Sandia Site Office, Pennsylvania &
H Street, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE including National Nuclear Security Administration (NNSA)
employees, DOE and NNSA contractor employees and other individuals
seeking access to DOE facilities and classified records.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records of individuals visiting DOE facilities, employees'
identification files, and photographs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to track and
control individuals accessing Departmental facilities and classified
information areas.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
4. Records from this system may be disclosed to Department of
Defense contractors and National Aeronautics and Space Administration
to authorize access to classified information and areas.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper files and electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Passwords are known only by the system manager.
Access is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office Security Operations, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Security Officers of the ``System Locations''
listed above are the system managers for their respective portions of
this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act
[[Page 1055]]
regulation, proper identification is required before a request is
processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individual, Department of Defense, DOE offices and
contractors, National Aeronautics and Space Administration, and other
Government agencies.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-52
SYSTEM NAME:
Access Control Records of International Visits, Assignments, and
Employment at DOE Facilities and Contractor Sites.
SECURITY CLASSIFICATION:
Classified and Unclassified.
SYSTEM LOCATION(S):
The centralized data system is located at NNSA Los Alamos National
Laboratories.
U.S. Department of Energy, Headquarters, Office of Security and
Emergency Operations, Office of Foreign Visits and Assignments, 1000
Independence Avenue, Washington DC 20585.
U.S. Department of Energy, Albany Research Center 1450 Queen
Avenue, SW., Albany, OR 97321.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Amarillo Site Office, Highway 60 FM
2373, Amarillo, TX 79120.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97232.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Dayton Area Office, P.O. Box 66,
Miamisburg, OH 45342-0066.
U.S. Department of Energy, Environmental Measurements Laboratory,
201 Varick Street, 5th Floor, New York, NY, 10014-4811.
U.S. Department of Energy, Fernald Field Office, 7400 Willey Road,
Cincinnati, OH 45030.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Grand Junction Office 2597 V 3/4th Road,
Grand Junction, CO 81503.
U.S. Department of Energy, General Atomics, P.O. Box 85608, San
Diego, CA 92186.
U.S. Department of Energy, Hanford Environmental Health Foundation,
3080 George Washington Way, Richland, WA 99352.
U.S. Department of Energy, Idaho National Engineering Laboratory,
850 Energy Drive, Idaho Falls, ID 83401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Kansas City Site Office, 2000 E.
95th Street, Kansas City, MO 64141-3202.
U.S. Department of Energy NNSA Sandia Site Office, Pennsylvania & H
Street, Albuquerque, NM.
U.S. Department of Energy, NNSA Lawrence Berkeley Laboratory, 1
Cyclotron Road Berkeley, CA 94720.
U.S. Department of Energy, NNSA Livermore Site Office, 700 East
Avenue, P.O. Box 808, L-1, Livermore, CA 94551.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, NNSA Los Alamos National Laboratory,
University of California, SM 30 Bikini Road, Los Alamos, NM
87545.
U.S. Department of Energy, Miamisburg Area Office, 1 Mound Road,
Miamisburg, OH 45342.
U.S. Department of Energy, National Energy Technology Center
(Pittsburgh), P.O. Box 10940, 626 Corchans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office,1617 Cole Blvd., Golden, CO 80401.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Oak Ridge National Laboratory, Bethel
Valley Road, Oak Ridge, TN, 37831.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center, (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati,
OH 45202.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Boulevard P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. 550,
Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Scientific and Technical Information,
175 Oak Ridge Turnpike, Oak Ridge, TN 37830.
U.S. Department of Energy, Stanford Linear Accelerator Center, 2575
Sand Hill Road, Menlo Park, CA 94205.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East New Orleans, LA 70123.
U.S. Department of Energy, Thomas Jefferson National Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, University of Rochester, 250 East River
Road, Rochester, NY 14623.
U.S. Department of Energy, Waste Isolation Pilot Plant, 4021
National Parks Highway, Carlsbad, NM 88220.
U.S. Department of Energy, West Valley Project Office, P.O. Box
191, West Valley, NY 14171.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All non-U.S. citizens seeking access to DOE facilities,
laboratories, contractor sites, or DOE including National Nuclear
Security Administration (NNSA) sponsored events for unclassified
purposes to include employees of DOE or DOE contractors; prospective
DOE or DOE contractor employees; employees of other U.S. Government
agencies or their contractors of universities, of companies
(professional or service staff), or of other institutions; foreign
students at U.S. institutions; officials or other persons employed by
foreign governments or other foreign institutions who may or may not be
involved in cooperation under international agreements; permanent
resident aliens; representatives or agents of foreign national
governments seeking access to DOE facilities, laboratories, or
contractor sites or DOE-sponsored events for purposes of high-level
protocol; national security; International Atomic Energy Agency, or
international relations.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal data: Full name (including Also Known As (A.K.A.'s),
visitor request number, gender, place of birth, city and country, date
of birth, country(ies) of citizenship, date of last visit to country of
citizenship, passport number and passport, expiration date, immigration
status, type of visa and
[[Page 1056]]
expiration date, country of current residence and how long at current
residence, language interpretation needs, work phone, e-mail and fax,
name of current employer, place of work, street, city, state, zip code,
country; position title or description of requesters duties. Visit/
Assignment Request Information: Date of request, purpose of request
(including subjects to be discussed or researched and specific
activities involved); requesters current whereabouts, (i.e., is
proposed visitor currently in the US), specific visa status and
purpose, (i.e., exchange visitor (J-1) Visa), time duration of proposed
visit, assignment or activity (desired start and end dates),
identification of specific international agreement(s) or delegations
related to the proposed request, name, organization, telephone number
of DOE contact, name of financial sponsor, cost if sponsor is other
than DOE. Visit/Assignment Facility Information: Name, location and
room number of facility or organization to be accessed during visit/
assignment, name of the host responsible for the visit/assignment,
host's telephone number, building and room numbers, number of days on
site, visit assignment relationship to program, subject codes, subjects
to be discussed or statement of research, determination of computer
access, and sensitive subject designation. Visit/Assignment Program
Information and Remark: Designation of high level protocol visit, cost
to DOE, visit or assignment purpose code, purpose and justification of
visit assignment including benefits to DOE program(s) and certification
of DOE mission advancement, technology transfer determination, name of
requesting official or contractor, title and organization of requesting
officer, signature of requesting official or contractor, date signed,
name of site manager and local headquarters approving official, title
and organization of local headquarters approving official, signature(s)
of site field, headquarters approving official, date signed and
remarks, the kind of business or organization of assignee's employer
(e.g. government, company, Laboratory, university), education
background of requestor including college or university training with
degrees and dates conferred; field of research, and family members who
will accompany or join the applicant later). Management Reviews and
Approvals: Level, type or topic of review, name of reviewer and or
approval authority(ies), the date of the review approval, and remarks.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to document,
track, manage, analyze, and or report on foreign visit and assignment
access to DOE facilities including Headquarters, Field Offices,
National Laboratories, and Contractor Sites.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A records from this system may be disclosed as a routine use to
Department of Defense contractors responsible for security controlling
access to sensitive information and sensitive equipment, and sensitive
property areas.
2. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements,
collaborating researchers, or their employees, in performance of
national security, international visit and assignment, or foreign
access related responsibilities.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system of records may be disclosed as a
routine use to members of the DOE Advisory committees and interagency
boards charged with responsibilities pertaining to international visits
and assignments and/or national security.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfiche, and electronic
media.
[[Page 1057]]
RETRIEVABILITY:
Records are retrieved by name and/or other personal identifiers.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters, Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, Washington, DC 20585.
Field Offices: The Security Directors of the ``System Locations''
listed above are system managers for their respective portions of this
system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Foreign national individuals requesting access to DOE facilities
including contractor sites, reports from federal investigation
agencies, DOE Office of Counterintelligence, Department of State,
Department of Defense, and Immigration and Naturalization Service.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-53
SYSTEM NAME:
Access Authorization for ADP Equipment.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Energy Information
Administration, 1000 Independence Avenue, SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Users of the Energy Information Administration computer system,
including DOE and National Nuclear Security Administration employees
and contractor employees and other authorized users of the system.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, employer, citizenship, user identification number, office
address and telephone number, organizational code, computer usage
figures, data accessed, and other management-related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; OMB Circular A-71;
Department of Commerce Federal Information Processing Standards
Publications (FIPS PUBS) on computer security; GSA Procurement
Regulations Amendment 155, adding Section 1-1.327.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the EIA to identify EIA
computer users and control access to EIA computer and information
resources. The information is frequently reviewed and updated to ensure
records are current and accurate.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
3. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as electronic media.
RETRIEVABILITY:
Records are retrieved by name and/or user identification number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration
[[Page 1058]]
(NARA) General Records Schedule and DOE record schedules that have been
approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Administrator, Energy Information Administration, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individual, with some information assigned by the ITG
Staff.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-54
SYSTEM NAME:
Investigation Files of the Inspector General.
SECURITY CLASSIFICATION:
Unclassified and classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Subjects of an investigation, witnesses in an investigation,
sources of investigative information, investigative personnel, and DOE
employees including National Nuclear Security Administration employees
and other individuals involved in an Office of Inspector General
investigation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Criminal, civil, and administrative investigative records and
files.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Inspector
General Act of 1978, as amended, 5 U.S.C. App. 3.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department in furtherance
of the responsibilities of the Inspector General. These
responsibilities include conducting and supervising investigations
relating to Departmental programs and operations; promoting economy,
efficiency, and effectiveness in the administration of such programs
and operations, and preventing and detecting fraud and abuse in such
programs and operations. The records are used in investigations of
individuals and entities suspected of having committed illegal or
unethical acts. The records also are used in any resulting criminal
prosecutions, civil proceedings, or administrative actions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OR USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to be
compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their
[[Page 1059]]
contracts, and their officers and employees who have a need for the
record in the performance of their duties. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
9. A record from this system of records may be disclosed as a
routine use to authorized officials within Offices of Inspectors
General listed in the Inspector General Act of 1978, the Department of
Justice, the Federal Bureau of Investigation, or the U.S. Marshals
Service, as necessary, for investigative qualitative assessment
reviews.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper and electronic media.
RETRIEVABILITY:
Records are retrieved by name of subject(s), case number, title of
investigative report, name of complainant, name of subject(s), and/or
names of witnesses.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Classified information is maintained in locked
General Services Administration approved class 6 security containers.
Access is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Inspector General for Investigations, U.S. Department of
Energy, Headquarters, 1000 Independence Avenue, SW., Washington, DC
20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals; individuals and organizations that have
pertinent knowledge about the subject; those authorized by the
individual to furnish information; confidential informants; the
Department of Justice; Federal Bureau of Investigation (FBI); and other
Federal, State, and local agencies.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under (j)(2) of the Privacy Act to the extent
that the information within the system meets the criteria of those
subsections of the Act. Such information has been exempted from the
provisions of subsections: (c)(3) and (4), (d)(1), (2), (3), and (4),
(e)(1), (2), and (3), (e)(4)(G) and (H), (e)(5) and (8), (f), (g) of
the Act; see the Department's Privacy Act regulation at Title 10, Code
of Federal Regulations, Part 1008.
This system is exempt under (k)(1), (k)(2), and (k)(5) of the
Privacy Act, to the extent that information within the System meets the
criteria of those subsections of the Act. Such information has been
exempted from the provisions of subsections (c)(3), (d), and (e)(1),
(e)(4)(G), (H) and (f) of the Act; see the Department's Privacy Act
regulation at Title 10, Code of Federal Regulations, Part 1008.
DOE-55
SYSTEM NAME:
Freedom of Information and Privacy Act (FOIA/PA) Requests for
Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Grand Forks Energy Technology Center,
P.O. Box 8213, University Station, Grand Forks, ND 58201.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road, Morgantown, WV 26507-0940.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
[[Page 1060]]
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals requesting copies of records from DOE including the
National Nuclear Security Administration (NNSA) under the provisions of
the FOIA and the Privacy Act (PA) of 1974.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, and telephone number; description or identification
of records requested, furnished and/or denied; FOIA and PA division
employee assigned responsibility for processing request; dates of
request and actions; interim and final actions taken on request;
persons or offices assigned actions on requests; copy of records
requested, furnished and/or denied; fee data, including payment
delinquencies; final determinations of appeals; name/title of officials
responsible for denial of records; and case notes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Freedom of
Information Act 5 U.S.C. 552, and the Privacy Act of 1974, 5 U.S.C.
552a.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to record,
control, and determine the status of FOIA and PA requests; produce
statistical reports; and as a data source for management information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
1. A record from this system of records may be disclosed to another
federal agency when consultation or referral is required to process
requests.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper, microfiche, video, audio, and
electronic media.
RETRIEVABILITY:
Records are retrieved by name of requester and/or assigned request
control number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Freedom of Information Act and Privacy Act Office,
Office of Information Resources, U.S. Department of Energy, 1000
Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Freedom of Information Act and Privacy Act
Officers of the ``Systems Locations'' listed above are the system
managers for their respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
[[Page 1061]]
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification procedures above.
RECORD SOURCE CATEGORIES:
Individuals requesting copies of records and individuals
responsible for processing and/or making determination on requests.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-56
SYSTEM NAME:
Congressional Constituent Inquiries.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585; U.S. Department of Energy.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Cincinnati, OH 45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have requested assistance from their Congressional
Representative, and the member of Congress who corresponded with the
Department of Energy including the National Nuclear Security
Administration on behalf of the constituent.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name and address of constituent and date of letter by a member of
Congress on behalf of the constituent; materials forwarded by a member
of Congress; and DOE response.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to record
Congressional inquiries on behalf of constituents, to ensure proper
document control of the response, and to record the Department's
responses to such inquiries.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
another federal agency when consultation or referral is required to
process requests.
2. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
3. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
4. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
7. A record from this system may be disclosed as a routine use when
(1) it is
[[Page 1062]]
suspected or confirmed that the security or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic records.
RETRIEVABILITY:
Records are retrieved by name of constituent and/or name of member
of Congress.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: The Executive Secretariat, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585
Field Offices: The Managers or Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individual, member of Congress, and the author of the DOE
response.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-57
SYSTEM NAME:
Congressional Profiles.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Alaska Power Administration, San Point
Way, NE., Seattle, WA 98115.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bartlesville Energy Technology Center,
P. O. Box 1398, Bartlesville, OK 74003.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Grand Forks Energy Technology Center,
P.O. Box 8213, University Station, Grand Forks, ND 58201.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, NNSA Los Alamos Site Office, 528 35th
Street, Los Alamos, NM 87544.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgan town, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations, Office, P.O.
Box A, Aiken, SC 29801
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current members of Congress.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, picture from Congressional Yellow Book, personal background
obtained from published sources, demographic information by state or
district, committee assignments, and information about energy interests
obtained from published sources, information from member's office,
abstracts from Congressional Record, committee hearings and other
public sources.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department of
Energy Organization Act; Executive Order 12009.
[[Page 1063]]
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to maintain
biographical data on all members of Congress, including a list of their
sensitive energy issues or energy related legislation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
2. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Secretary for Congressional and Intergovernmental
Affairs, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers or Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Published sources, committee hearings, and the members' offices.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-58
SYSTEM NAME:
General Correspondence Files of the Office of the Secretary, Deputy
Secretary and Under Secretary of Energy.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of Congress, representatives of organizations, and other
federal and state agencies and the general public.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address of correspondent, copies of correspondence from
individuals, and copies of the agency response. This is the portion of
DOE including National Nuclear Security Administration (NNSA)
correspondence files that relates to correspondence with individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to document and
manage information from or to correspondents outside of DOE and to
ensure proper document control of the DOE response.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
[[Page 1064]]
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name of correspondent or assigned control
number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: The Executive Secretariat, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals and drafter of DOE response.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-59
SYSTEM NAME:
Mailing Lists for Requesters of Energy-Related Information.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons requesting DOE energy-related information.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name and address of the subject individual; some mailing lists may
also indicate specific interests of publications requested by the
individual.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department of
Energy Organization Act; Executive Order 12009.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to distribute
DOE related material to DOE employees, DOE contractors, and others
requesting information from DOE.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
3. A record from this system may be disclosed as a routine use when
(1) it is
[[Page 1065]]
suspected or confirmed that the security or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfiche and electronic
media.
RETRIEVABILITY:
Records are retrieved by record identification and code number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: U.S. Department of Energy, Director, Print Media and
Mail Services Group, 1000 Independence Avenue, SW., Washington, DC
20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, generally as the result of a request for
information by that individual.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-60
SYSTEM NAME:
General Correspondence Files.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26507.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Naval Reactors, Crystal City,
VA 22202.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals communicating with organizational elements of DOE.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of general correspondence submitted to the Heads of the
Departmental Program Offices and Heads of the Department Field Offices
that may include name, address, telephone number, organization, date of
birth, and supporting documentation, and copies of the agency response
letters and documentation required to prepare the response.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE:
For those records described in Categories of Records in the System,
such records are maintained and used by organizational elements of DOE
to document and manage information from or to correspondents outside of
DOE and to ensure proper document control of the DOE response.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the
[[Page 1066]]
purpose of an investigation, settlement of claims, or the preparation
and conduct of litigation to (1) persons representing the Department in
the investigation, settlement or litigation, and to individuals
assisting in such representation; (2) others involved in the
investigation, settlement, and litigation, and their representatives
and individuals assisting those representatives; (3) witness, potential
witness, or their representatives and assistants, and any other person
who possesses information pertaining to the matter, when it is
necessary to obtain information or testimony relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicate a violation or potential
violation of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: The Office Directors for their respective offices.
Field Offices: The Managers and Directors of the ``System
Locations'' listed above are the system managers for their respective
portions of the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals and drafter of DOE response.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-61
SYSTEM NAME:
Census of High Energy Physicists.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, 19901 Germantown Road, Germantown, MD
20874-1290.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Scientists and graduate students in the field of high energy
physics including DOE and National Nuclear Security Administration
employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, date of birth, education, employment history, research
activities, and technical specialties.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
[[Page 1067]]
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to provide a
database for statistical and demographic studies of the high energy
physics research community.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
physicists, research organizations, and various Government
organizations engaged in supporting physics research to obtain
information for statistical and demographic purposes, on individuals
and institutions engaged in high energy physics research.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
3. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
4. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as electronic media.
RETRIEVABILITY:
Records are retrieved by name of individual.
SAFEGUARDS:
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Director for High Energy and Nuclear Physics, Office of
Science, U.S. Department of Energy, 19901 Germantown Road, Germantown,
MD 20874-1290.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-62
SYSTEM NAME:
Historical Files--Published Information Concerning Selected Persons
in the Energy Field.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Selected senior staff officials of the Manhattan Project, Atomic
Energy Commission, Nuclear Regulatory Commission, Energy Research and
Development Administration, DOE including the National Nuclear Security
Administration, and other selected individuals prominent in the energy
field.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of selected person, newspaper and magazine articles, press
releases, announcements, and speeches.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to record,
historical records of the DOE and predecessor agencies, including the
Atomic Energy Commission, Federal Energy Administration, and the Energy
Research and Development Administration. Records are used to prepare
histories in responding to informational inquiries from DOE officials
and members of the public.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
members of the public and the media when responding to requests for
information.
2. A record from the system may be disclosed as a routine use to
another federal agency when consultation or referral is required to
process requests.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to
[[Page 1068]]
Department officers and employees under the Privacy Act.
4. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
of this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Historian, History and Heritage Resources, Office of the
Executive Secretariat, U.S. Department of Energy, 1000 Independence
Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
DOE press releases, DOE News Clips (a daily compilation of energy
related newspaper and magazine articles), and other published sources.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-63
SYSTEM NAME:
Personal Identity Verification (PIV) Files.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATIONS/OFFICES:
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Ames Site Office, 9800 S. Cass Avenue,
Argonne, IL 60439.
U.S. Department of Energy, Ames Laboratory, 311 TASF, Ames, IA
50011-3020.
U.S. Department of Energy, Argonne Site Office, 9800 S. Cass
Avenue, Argonne, IL 60439.
U.S. Department of Energy, Argonne National Laboratory, 9700 S.
Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Berkeley Site Office, 1 Cyclotron Road,
Berkeley, CA 94720.
U.S. Department of Energy, NNSA Service Center, P.O. Box 5400,
Albuquerque, NM 87185-5400.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208-3621.
U.S. Department of Energy, Brookhaven Site Office, 53 Bell Avenue,
Building 464, Upton, NY 11973.
U.S. Department of Energy, Brookhaven National Laboratory, P.O. Box
5000, Upton, NY 11973-5000.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center, 250 E. 5th Street, Suite 500, Cincinnati, OH 45202.
U.S. Department of Energy, Fermi National Accelerator Laboratory,
P.O. Box 500, Batavia, IL 60510-0500.
U.S. Department of Energy, Fermi Site Office, P.O. Box 2000,
Batavia, IL 60510-0500.
U.S. Department of Energy, General Atomics, 3550 General Atomics
Court, San Diego, CA 92121.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Grand Junction Office, 2597 B 3/4 Road,
Grand Junction, CO 81503.
U.S. Department of Energy, Idaho National Laboratory, P.O. Box
1625, Idaho Falls, ID 83415.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Lawrence Berkeley National Laboratory, 1
Cyclotron Road, Berkeley, CA 94720.
U.S. Department of Energy, National Energy Technology Laboratory-
ARC, 1450 Queen Avenue SW., Albany, OR 97321.
U.S. Department of Energy, National Energy Technology Laboratory-
Fairbanks, 2175 University Avenue South, Suite 201, Fairbanks, AK
99709.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road, P.O. Box 880 Morgantown, WV
26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Tulsa), One West Third Street, Suite 1400 Tulsa, OK 74103-3519.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Boulevard, Golden CO 80401.
U.S. Department of Energy, Oak Ridge Institute of Science and
Education, 130 Badger Avenue, Oak Ridge, TN 37831.
[[Page 1069]]
U.S. Department of Energy, Oak Ridge National Laboratory, P.O. Box
2008, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pacific Northwest National Laboratory,
P.O. Box 999, K1-46, Richland, WA 99352.
U.S. Department of Energy, Pacific Northwest Site Office, P.O. Box
350, MS K 8-50, Richland, WA 99354.
U.S. Department of Energy, Portsmouth/Paducah Project Office, 1017
Majestic Drive, Suite 200 Lexington KT 40513.
U.S. Department of Energy, Princeton Plasma Physics Laboratory,
P.O. Box 451, Princeton, NJ 08543.
U.S. Department of Energy, Princeton Site Office, P.O. Box 102,
Princeton, NJ 08042.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29802.
U.S. Department of Energy, Savannah River Site Office, P.O. Box A,
Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Stanford Linear Accelerator Center, 2575
Sand Hill Road, MS 75, Menlo Park, CA 94025.
U.S. Department of Energy, Stanford Site Office, 2575 Sand Hill
Road, MS 8-A Menlo Park, CA 94025.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East New Orleans, LA 70123-3401.
U.S. Department of Energy, Thomas Jefferson Site Office, 12000
Jefferson Avenue, Newport News, VA 23606.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied for a DOE PIV credential under the PIV
process.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records maintained in this system of records include all
documents submitted during application for the PIV credential or copies
of those documents, and any resulting investigative, adjudicative,
appeal, or reciprocity documentation. The PIV information contained in
the records includes the applicant's name, social security number, date
of birth, place of birth, signature, status as Federal or contractor
employee or prospective employee, and sponsor's or employer's name,
address, and telephone number. The records are the PIV credential
request submitted by the applicant's sponsor and may include depending
on the applicant's history and actions any of the following: copies of
identity source documents; data from source documents used to
positively identify the applicant; copies of applicant's photograph;
copies of the applicant's background investigation forms [e.g.,
Standard Form 85 (SF 85), Questionnaire for Non-Sensitive Positions; SF
85P, Questionnaire for Public Trust Positions; SF 86, Questionnaire for
National Security Positions; SF 87, Fingerprint Chart; FD-258,
Fingerprint Card; Optional Form 306 (OF 306), Declaration for Federal
Employment; SF 171, Application for Federal Employment; OF 612,
Optional Application for Federal Employment; a resume or similar
document]; adjudication documents; verification of previous
adjudication decision by DOE or another Federal agency; disposition of
applicant's PIV processing; correspondence and related documents to and
from other Federal agencies for reciprocity purposes; and appeal
documents. The above information will be used to positively identify
individuals and determine the eligibility of those individuals for
access to DOE facilities in accordance with HSPD-12.
Note: Executive Order 10450 Section 9(c) stipulates that reports
and other investigative material and information that originated
from the background investigation (BI) will remain the property of
the investigative agency that conducted the investigation. DOE
Privacy Act Officers will forward requests for BI results to the
agency that conducted the investigation. The requester will be
notified of the referral.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq., 50 U.S.C. 2401 et seq., 5 U.S.C. 552a (the
Privacy Act of 1974), Homeland Security Presidential Directive 12,
``Policy for a Common Identification Standard for Federal Employees
Contractors,'' August 27, 2004, and Title 5, Code of Federal
Regulation, Parts 5 and 736.
PURPOSES:
For those records described in Categories of Records in the System,
such records are maintained and used by DOE to determine the
eligibility of individuals for a PIV credential that provides access to
DOE owned or leased facilities in accordance with HSPD-12.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing DOE
in the investigation, settlement or litigation, and to individuals
assisting in such representation; (2) others involved in the
investigation, settlement, and litigation, and their representatives
and individuals assisting those representatives; (3) witness, potential
witness, or their representatives and assistants, and any other person
who possesses information pertaining to the matter, when it is
necessary to obtain information or testimony relevant to the matter.
2. A record from this system may be disclosed as a routine use to
the Department of Justice when: (a) DOE or any component thereof; or
(b) any employee of DOE in his or her official capacity; or (c) any
employee of DOE in his or her individual capacity where DOE or the
Department of Justice has agreed to represent the employee; or (d) the
Federal Government, is a party to litigation or has an interest in such
litigation, and after careful review, DOE determines that the records
are both relevant and necessary to the litigation and the use of such
records by the Department of Justice is therefore deemed by DOE to be
for a purpose compatible with the purpose for which DOE collected the
records.
3. A record from this system may be disclosed as a routine use to a
court or adjudicative body in a proceeding when: (a) DOE or any
component thereof; (b) any employee of DOE in his or her official
capacity; (c) any employee of DOE in his or her individual capacity
where DOE or the Department of Justice has agreed to represent the
employee; or (d) the Federal Government is a party to litigation or has
an interest in such litigation and, after careful review, DOE
determines that the records are both relevant and necessary to the
litigation and the use of such records is therefore deemed by DOE to be
for a purpose that is compatible with the purpose for which DOE
collected the records.
4. A record from this system may be disclosed as a routine use to a
federal, state, local, foreign, tribal, or other public authority that
the system of records contains information relevant to the retention of
an employee, the retention of a security clearance, the letting of a
contract, or the issuance or retention of a license, grant, or other
[[Page 1070]]
benefit. No disclosure will be made unless the information has been
determined to be sufficiently reliable to support a referral to another
office within DOE or to another Federal agency for criminal, civil,
administrative personnel or regulatory action.
5. Except for self-admissions of illegal use of drugs or drug
activity on questionnaire Forms SF 85, SF 85P, and SF 86, when a record
on its face, or in conjunction with other records, indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rule, or order issued
pursuant thereto, a routine use disclosure may be made to the
appropriate public authority, whether Federal, foreign, State, local,
or tribal, or otherwise, responsible for enforcing, investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation, or order issued pursuant thereto, if
the information disclosed is relevant to any enforcement, regulatory,
investigative or prosecutorial responsibility of the receiving entity.
6. A record from this system may be disclosed as a routine use to a
member of Congress or to a Congressional staff member in response to an
inquiry of the Congressional office made at the written request of the
constituent about whom the record is maintained. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system may be disclosed as a routine use to
DOE contractors in the performance of their contracts, and their
officers and employees who have a need for the record in the
performance of their duties. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use to
the National Archives and Records Administration for records management
inspections under 44 U.S.C. 2904 and 2906.
9. A record from this system may be disclosed as a routine use to
any source or potential source from which the information is requested
in the course of an investigation concerning the retention of an
employee or other personnel action (other than hiring), or the
retention of a security clearance, contract, grant, license, or other
benefit, to the extent necessary to identify the individual, inform the
source of the nature and purpose of the investigation, and to identify
the type of information requested.
10. A record from this system may be disclosed as a routine use to
a Federal, State, or local agency, or other appropriate entities or
individuals, or through established liaison channels to selected
foreign governments, in order to enable an intelligence agency to carry
out its responsibilities under the National Security Act of 1947, as
amended, the CIA Act of 1949, as amended, Executive Order 12333 or any
successor order, applicable national security directives, or classified
implementing procedures approved by the Attorney General and
promulgated pursuant to such statutes, orders, or directives.
11. A record from this system may be disclosed as a routine use to
notify another Federal agency, or verify whether, a PIV credential is
no longer valid.
12. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper files and/or electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number, or unique
PIV file number.
SAFEGUARDS:
Paper records, when not in use, are maintained in a combination-
locked cabinet or safe, or in an equally secure area. Electronic
records are controlled through established DOE cyber security
directives or procedures, and they are password protected. Both paper
and electronic records are protected by screening the personnel who
have regular access to them and by physically protecting the locations
where they are kept. Access to paper or electronic records is limited
to those whose official duties require access to the records and who
have a need-to-know. Data from the system of records that is personally
identifiable information which may be electronically transmitted is
protected by encryption.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are in the National
Archives and Records Administration (NARA) General Records Schedule and
in supplemental DOE record schedules that have been approved by NARA.
SYSTEM MANAGERS AND ADDRESSES:
Headquarters: Director, Office of Health, Safety and Security, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the System Locations listed
with their addresses above are the system managers for their respective
portions of the system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act
at Title 10, Code of Federal Regulations (CFR), Part 1008, a request by
an individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or to the Privacy Act Officer at the
appropriate location identified under System Locations above. For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation at 10 CFR 1008, proper identification is
required before a request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
[[Page 1071]]
RECORD SOURCE CATEGORIES:
Documents completed or furnished by the applicant; Department of
Energy; Office of Personnel Management; Federal Bureau of
Investigation; other Federal agencies.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-66
SYSTEM NAME:
Power Sales to Individuals.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
U.S. Department of Energy, Western Area Power Administration, 1800
South Rio Grand, Montrose, CO 81401.
U.S. Department of Energy, Colorado River Storage Region, 257
E200S, Suite 475, Salt Lake City, UT 84111.
U.S. Department of Energy, Desert Southwest Region, 615 S. 43rd
Avenue, Phoenix, AZ 85009.
U.S. Department of Energy, Rocky Mountain Region, 5555 E.
Crossroads Boulevard, Loveland, CO 80538-8986.
U.S. Department of Energy, Sierra Nevada Region, 114 Parkshore
Drive, Folsom, CA 95630-4710.
U.S. Department of Energy, Upper Great Plains Region, 2900 4th
Avenue North, Billings, MT 59101-1266.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals purchasing power from the Western Area Power
Administration.
CATEGORIES OF RECORDS IN THE SYSTEM:
Executed contracts, agreements, amendments, extensions, and related
correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq., and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to bill
individuals for sale of purchase power.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper files and/or electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks. Access
is
[[Page 1072]]
limited to those whose official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Administrator, Western Area Power Administration, U.S. Department
of Energy, P.O. Box 3402, Golden, CO 80401.
Regional Offices: The Directors of the ``System Locations'' listed
above are the system managers for their respective locations.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above.
Records are generally kept at locations where the work is
performed. In accordance with the DOE Privacy Act regulation, proper
identification is required before a request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-71
SYSTEM NAME:
The Radiation Accident Registry.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Those persons accidentally exposed to acute dose of ionizing
radiation as defined by exposure dose criteria agreed to by DOE
including the National Nuclear Security Administration (NNSA) and the
Nuclear Regulatory Commission (NRC) by an interagency agreement. The
dose criteria established by this agreement include one or more of the
following: Greater than or equal to 25 REM (Roentgen Equivalent in Man)
to the whole body, active blood forming organs or gonads; greater than
or equal to 600 REM to skin of the whole body or extremities; greater
than or equal to 75 REM to other tissues or organs from an external
source; and greater than or equal to 1/2 NCRP maximum permissible organ
burden internally; all those medical administrations of radioisotopes
that result in a dose or organ burden equal to or greater than those
given above.
CATEGORIES OF RECORDS IN THE SYSTEM:
Official accident reports including reports of those accidents that
have occurred within the jurisdiction of the NRC and have been
transferred to the DOE for the Accident Registry according to the DOE/
NRC agreement; names, addresses, social security numbers, date of
birth, and sex; medical records compiled at the time of the accident
(such records include physician and hospital records, diagnostic and
laboratory test reports, radiographs, EKGs, and radiation exposure
report); medical records of illnesses, examinations, including routine
follow-up examinations, and investigations that have occurred since the
radiation exposure; photographs or facsimiles of radiation-induced
injuries; search and contact information for registrants not identified
and/or located; consent to release information forms completed by
registrants; death certificates; anecdotal information; and
correspondence relating to the accident and/or the individuals
involved.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; DOE Order 5500.2B,
Emergency Categories, Classes, and Notification and Reporting
Requirements, April 30, 1991; 42 U.S.C. 7274i. Program to monitor
Department of Energy workers exposed to hazardous and radioactive
substances.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to provide a
current record of radiation accidents; to identify specific populations
for use in epidemiological and clinical studies; and to conduct medical
surveillance during the lifetime of the registrants.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
2. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry to facilitate health hazard evaluations, epidemiological
studies, or public health activities required by law pursuant to a
Memoranda of Understanding between the Department and the Department of
Health and Human Services or its components. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
3. A record from this system of records may be disclosed as a
routine use to DOE contractors, grantees, participants in cooperative
agreements, and collaborating researchers, or the employees of these
parties, in performance of health studies or related health or
environmental duties pursuant to their contracts, grants, and
cooperating or collaborating research agreements; federal, state and
local health and medical agencies or authorities; to subcontractors in
order to determine a subject' s vital status or cause of death; to
health care providers to verify a diagnosis or cause of death; or to
third parties to obtain current addresses for participants in health-
related studies, surveys and surveillances. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE advisory
[[Page 1073]]
committees, the Department of Health and Human Services Advisory
Committee on Projects Related to Department of Energy Facilities and to
designated employees of federal, state, or local government or
government-sponsored entities authorized to provide advice to the
Department concerning health, safety, or environmental issues. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
5. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
8. A record from this system of records may be disclosed to foreign
governments or international organizations, in accordance with
treaties, international conventions, or executive agreements.
9. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, U.S. Department of Energy, Office of Science, Oak Ridge
Office, P.O. Box 2001, Oak Ridge, TN 37831.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
RECORD SOURCE CATEGORIES:
The individual, medical records, physicians, medical institutions,
and reports of incident/accident/accident investigations from private
and public sources, radiation dosimetry records, security clearance
records, and employment records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-72
SYSTEM NAME:
The DOE Radiation Study Registry.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
[[Page 1074]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Present and former employees, DOE contractor employees, including
employees of the National Nuclear Security Administration (NNSA)
predecessor agencies and organizations, including the Manhattan
District, U.S. Atomic Energy Commission, and Energy Research and
Development Administration; and present and former civilian employees
in the DOE Naval Reactor Program who received a whole body exposure of
ionizing radiation equal to or in excess of 5 REM in any 1 year.
CATEGORIES OF RECORDS IN THE SYSTEM:
Rosters of names of individuals meeting the above criteria for
inclusion in the Registry submitted through the DOE field operation
officers from DOE owned and operated facilities and sites. In addition
to names of such individuals, these rosters include social security
number or other identifying information, sex, race, date of birth, date
and/or place of death, first date of hire, last date of termination,
continuity of hire, year in which they received first dose greater than
or equal to 5 REM, actual radiation doses in excess of 5 REM, and total
career radiation exposure dose.
Original or copied lifetime medical records from plant and private
physicians and hospitals including routine physical examinations,
reports of diagnostic and laboratory tests, radiographs, EKGs, etc., or
abstracted portions of such records as are required for the purposes of
this study.
Contact information for registrants who are no longer employed at
qualified sites or who are deceased.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; DOE Order 5500.2B,
Emergency Categories, Classes, and Notification and Reporting
Requirements, April 30, 1991; 42 U.S.C. 7274i.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to identify
specific populations for use in epidemiological and clinical studies;
and to conduct medical surveillance during the lifetime of the
registrants.
ROUTINE USES OF THE RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
3. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry to facilitate health hazard evaluations, epidemiological
studies, or public health activities required by law pursuant to a
Memoranda of Understanding between the Department and the Department of
Health and Human Services or its components. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE advisory committees, the Department of
Health and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities and to designated employees of Federal,
State, or local government or government-sponsored entities authorized
to provide advice to the Department concerning health, safety, or
environmental issues. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
7. A record from this system of records may be disclosed as a
routine use to the United States Enrichment Corporation and its
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties subject to the same limitations applicable to DOE officers and
employees under the Privacy Act at the following sites: (1) Portsmouth
Gaseous Diffusion Plant at Piketon, Ohio, and (2) Paducah Site Office
at Paducah, Kentucky.
8. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the
[[Page 1075]]
Department of Justice, and other Federal agencies and their components,
designated by the President to implement the Federal compensation
program established by the Energy Employees Occupational Illness
Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF THE RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, U.S. Department of Energy, Office of Science, Oak Ridge
Office, P.O. Box 2001, Oak Ridge, TN 37831.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
RECORD SOURCE CATEGORIES:
The individual, medical records, physicians, medical institutions,
and reports of incident/accident/accident investigations from private
and public sources, radiation dosimetry records, security clearance
records, and employment records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-73
SYSTEM NAME:
The US-DTPA Registry.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Science, Oak Ridge Office, P.
O. Box 2001, Oak Ridge, TN 37831.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are or suspected of internal contamination with
transuranic elements and have received diethylene triamine pentaacetic
acid (DTPA) in the calcium or zinc form during the course of chelation
therapy. Administration of the agent DTPA is limited to physicians who
are co-investigators with the DOE contractor staff on the Investigative
New Drug License of the Food and Drug Administration.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records compiled by the physician administering DTPA in the
event of an exposure that was known to have or was suspected of having
caused transuranic contamination internally requiring chelation therapy
with DTPA. These records include a description of the exposure, the
results of serial bioassays and investigations conducted to evaluate
the level of internal contamination and the efficacy of subsequent
chelation by DTPA.
Name, social security numbers or other identifiers and vital status
of treated persons. The name and address of the individual's last known
private physicians are included in the DTPA Registry to facilitate the
search and contact of individuals; medical records of illnesses,
examinations, including routine follow-up examinations, and
investigations that have occurred since the initial administration of
DTPA; and death certificate.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7274i.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to provide a
current record of individuals treated with DTPA. To identify by
epidemiological methods any long-term effects associated with DTPA
therapy; and to provide information to Food and Drug Administration in
accordance with the Investigative New Drug licenses and issuances,
epidemiological and clinical studies; and to conduct medical
surveillance during the lifetime of the registrants.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING, CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request
[[Page 1076]]
involving the constituent when the constituent has requested assistance
from the member with respect to the subject matter of the record. The
member of Congress must provide a copy of the constituent's request for
assistance.
3. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and Disease
Registry to facilitate health hazard evaluations, epidemiological
studies, or public health activities required by law pursuant to
Memoranda of Understanding between the Department and the Department of
Health and Human Services or its components. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE Advisory Committees, the Department of
Health and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities, and to designated employees of
Federal, State, or local government or government-sponsored entities
authorized to provide advice to the Department concerning health,
safety, or environmental issues. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
8. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. Those provided information under this routine use
are subject to the same limitations applicable to Department officers
and employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those providing
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, U.S. Department of Energy, Office of Science, Oak Ridge
Office, P.O. Box 2001, Oak Ridge, TN 37831.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act
[[Page 1077]]
Officer at the appropriate address identified above under ``System
Locations.'' For records maintained by Laboratories or Field Site
Offices, the request should be directed to the Privacy Act Officer for
the site that has jurisdiction over the ``System Location'' as listed
in the Correlation. The request should include the requester's complete
name, time period for which records are sought, and the office
location(s) where the requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
RECORD SOURCE CATEGORIES:
The individual, medical records, physicians, medical institutions,
and reports of incident/accident/accident investigations from private
and public sources, radiation dosimetry records, security clearance
records, and employment records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-75
SYSTEM NAME:
Call Detail Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pittsburgh Naval Reactors, P.O. Box 109,
Pittsburgh, PA 15122.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of DOE including employees of the National Nuclear
Security Administration (NNSA) and those employees of other Federal
agencies and contractors who are located on the DOE premises and who
have assigned station numbers in the on-premises telecommunications
system.
CATEGORIES OF RECORDS IN THE SYSTEM:
Originating and terminating call data records relating to use of
DOE telephones, including calling station number; date, time call
originated, duration of call, and called number; directory records
indicating assignment of telephone numbers to employees; and records
relating to location of telephones. Reports may be generated from
stored call detail records and may include, but are not limited to,
station usage summaries, trunk usage summaries, traffic and network
busy hour studies, on-net and off-net pricing, exception reports, bill
certification, and cost allocation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to help manage
and control the costs of operating the Department's telephone systems.
To this end, the program will collect information about the use of the
agency's telephone system for local, long distance, and other toll
calls and may attempt to assign responsibility to an individual person
for particular calls. The information also assists the Department in
choosing more efficient and cost effective ways of communicating; in
making decisions about acquiring hardware, software, and services; and
in developing management strategies for more efficient use of existing
telecommunications capabilities. Other uses are to deter use of the
telephone systems for unofficial purposes, and to recover the cost of
unofficial calls.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
representatives of the General Services Administration who are
conducting records management inspections under the authority of 44
U.S.C. 2904 and 2906.
2. A record from this system may be disclosed as a routine use to
``consumer reporting agencies'' as defined in the Fair Credit Reporting
Act, 15 U.S.C. 2904 and 2906.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicate a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
4. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain
[[Page 1078]]
information or testimony relevant to the matter.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
6. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
7. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
8. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
9. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
10. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
11. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, microfilm, and electronic
media.
RETRIEVABILITY:
Records are retrieved by individual telephone extension number.
SAFEGUARDS:
Paper and microfilm records are maintained in locked cabinets and
desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical security),
and they are password protected. Access is limited to those whose
official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Information Management, U.S.
Department of Energy, 19901 Germantown Road, Germantown, MD 20874.
Field Offices: The Managers and Directors of the ``System
Locations'' listed above are the system managers for their respective
locations.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Categories include telephone assignment records; call detail
listings; results of administrative inquiries relating to assignment of
responsibility for placement of special local and long-distance calls.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-77
SYSTEM NAME:
Physical Fitness Test Records.
SECURITY CLASSIFICATION:
Unclassified.
[[Page 1079]]
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), P.O. Box 880, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE contractor employees (armed uniformed guards).
CATEGORIES OF RECORDS IN THE SYSTEM:
Record of individual's ability to complete the physical fitness
test as set forth in applicable DOE directives.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to record
physical fitness tests of DOE Federal and contractor employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and
[[Page 1080]]
persons who are reasonably necessary to assist in connection with the
Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Security Operations, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Security Officers of the ``System Locations''
listed above are the system managers for their respective portions.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters Freedom
of Information Act and Privacy Act Group, U.S. Department of Energy, or
the Privacy Act Officer at the appropriate address identified above
under ``System Locations.'' For records maintained by Laboratories or
Field Site Offices, the request should be directed to the Privacy Act
Officer for the site that has jurisdiction over the ``System Location''
as listed in the Correlation. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
RECORD SOURCE CATEGORIES:
The subject individual, physicians, and persons administering the
tests.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-81
SYSTEM NAME:
Counterintelligence Administrative and Analytical Records and
Reports.
SECURITY CLASSIFICATION:
Classified and unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Headquarters, Office of Intelligence,
1000 Independence Avenue, SW., Washington, DC 20585;
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
Cass Ave., Argonne, IL 60439.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Livermore Site Office, P.O. Box 808, L-
062, Livermore, CA 94551.
U.S. Department of Energy, Lockheed Martin Idaho Technology, P.O.
Box 1625, M/S 2800, Idaho Falls, ID 83415-2800.
U.S. Department of Energy, NNSA Los Alamos National Laboratory,
Mail Station 5000, P.O. Box 1663, Los Alamos, NM 87545.
U.S. Department of Energy, Martin Lockheed Energy Systems, P.O. Box
2009, Oak Ridge, TN 37831-8107.
U.S. Department of Energy, Pantex Plant, Bldg 11-54, P.O. Box
30020, Amarillo, TX 79177.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pacific Northwest Laboratory, 902
Battelle Blvd., P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, NNSA Sandia National Laboratory, P.O.
Box 969, M/S 9020, Livermore, CA 94551-0969.
U.S. Department of Energy, NNSA Sandia National Laboratory, Org
7400, P.O. Box 5800, M/S 0173, Albuquerque, NM 87185.
U.S. Department of Energy, Westinghouse Hanford Co., P.O. Box 1970,
Richland, WA 99352.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including employees of the
National Nuclear Security Administration (NNSA), contractor employees,
and consultants; persons suspected of violating DOE regulations or
laws; and, where there are indications of contact with a current or
former DOE employee, contractor employee or consultant, persons who are
reasonably believed to be officers or employees of, or otherwise acting
for or on behalf of, a foreign power; members of an organization
reasonably believed to be owned or controlled directly or indirectly by
a foreign power; reasonably believed to be targets, hostages, or
victims of international terrorist organizations; or reasonably
believed to be engaged in or about to engage in clandestine
intelligence activities, sabotage, assassinations, or international
terrorist activities involving DOE programs, personnel, facilities,
information or materials.
CATEGORIES OF RECORDS IN THE SYSTEM:
Analytical, training and investigative records, reports and files;
travel reports; reports on foreign contacts; records, reports and files
received from other DOE elements and other Federal agencies.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Federal Personnel
Manual, Chapters 731 and 736.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department in furtherance
of the responsibilities of the Office of Counterintelligence (OCI),
which include analysis of the foreign intelligence threat; conducting
administrative inquiries and investigations to identify and neutralize
[[Page 1081]]
the foreign intelligence threat to classified and sensitive DOE
programs, personnel, information and activities; reporting on foreign
contacts and travel, including briefings and debriefings; conducting
counterintelligence investigations and producing intelligence on
hostile and foreign intelligence entities; counterintelligence related
training; and other activities relating to OCI's responsibilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the Federal Bureau of Investigation when such records indicate a
violation or probable violation of the law.
2. A record from this system may be disclosed as a routine use to
other counterintelligence agency components with whom the Office of
Counterintelligence is preparing joint analysis of counterintelligence-
related threats which may impact the Department.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
5. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
6. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
8. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
9. A record from this system of records may be disclosed to foreign
governments or international organization in accordance with treaties,
international conventions, or executive agreements.
10. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
11. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by name, social security number or other
personal identifying data.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Office of Counterintelligence, Analytical
Division, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Directors of Field Intelligence Elements of the
``System Locations'' listed above are the system managers for their
respective portions.
[[Page 1082]]
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
RECORD SOURCE CATEGORIES:
The subject individual; present and former DOE employees and
contractor employees; publicly available material; other agencies
within the Intelligence Community; other offices and elements within
DOE; the FBI, and other Federal, State and local law enforcement
agencies; sources contacted during administrative inquiries and
investigations; and official records.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under (k)( 1), (k)(2), and (k)(5) of the
Privacy Act to the extent that information within the system meets the
criteria of those subsections of the Act. Such information has been
exempted from the provisions of subsections (c)(3), and (4), (d), and
(e)(1), (e)(4)(G) and (H) and (f) of the Act; See the DOE Privacy Act
regulation at Title10, Code of Federal Regulations, Part 1008.
DOE-82
SYSTEM NAME:
Grant and Contract Records for Research Projects, Science
Education, and Related Activities.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Applicant/Grantee organization; Principal Investigator, i.e.,
the scientist or other individual designated by the applicant or
proposer to direct the project; Senior Personnel, i.e., scientists or
other individuals designated by the applicant or proposer to perform
work on the project; Certifying Representative, i.e., the business
representative having the authority to accept the obligation to comply
with DOE including the National Nuclear Security Administration terms
and conditions if DOE makes a grant or contract award. (2) DOE
officials DOE Project Officer, i.e., the individual who is responsible
for the review and evaluation of the application or proposal and the
monitoring of a resulting grant or contract; DOE Program Official,
i.e., the individual who is responsible for review and approval of
applications or proposals for funding; DOE Budget Official, i.e., the
individual who is responsible for certifying funds availability for
approved applications or proposals; DOE Contracting Officer or Contract
Specialist, i.e., individuals who are responsible for awarding and
administering grants or contracts. (3) Merit/Peer Reviewer, i.e., the
individual (Federal or non-Federal) who provides a written review or
evaluation of the application or proposal to the DOE Project Officer.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grant applications, contract proposals, technical reviews by peer
reviewer, records of grant and contract awards, financial data, social
security number, and any other pertinent information needed for the
tracking or approval of a grant or contract.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to track and
monitor the receipt, review, and disposition of grant applications and
contract proposals from universities, non-profit organizations, large
and small businesses, other Federal agencies, State and local
governments, individuals, and DOE national laboratories seeking Federal
financial support for research projects, training, and related
activities. The system also tracks and monitors funding authorizations
and associated financial data.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
expert peer reviewers selected by DOE for their expertise in specific
research areas to evaluate the application or proposal in accordance
with established evaluation criteria.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to
an applicant's principal investigator, sponsored programs office,
business office, or similar element, via electronic media for the
purpose of checking the status of its grant applications or contract
proposals which have been submitted to DOE for support. Safeguards will
be employed on a case by case basis to allow access only to authorized
persons having a need to know.
5. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the
[[Page 1083]]
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
Records are retrieved by application or proposal number, project
number, award number, name of applicant or awardee, name of principal
investigator, social security number, name of peer reviewer, DOE
project officer, or budget and reporting classification code.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Grants and Contracts Division, Office of Resource
Management, Office of Science, U.S. Department of Energy, Washington,
DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures.
RECORD SOURCE CATEGORIES:
Grant applications and contract proposals.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-83
SYSTEM NAME:
Allegation-Based Inspection Files of the Office of Inspector
General.
SECURITY CLASSIFICATION:
Unclassified and classified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Inspector General,
Headquarters, 1000 Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Office of Inspector General, P.O. Box
5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Office of Inspector General, Building
703-41A, Aiken, SC 29802.
U.S. Department of Energy, Office of Inspector General, P.O. Box
2254, Livermore, CA 94551.
U.S. Department of Energy, Office of Inspector General, P.O. Box
2001, Room 502, Oak Ridge, TN 37831.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are the subjects of inspections or inquiries
concerning allegations or complaints, individuals who have pertinent
knowledge about the inspection or inquiry including DOE employees and
National Nuclear Security Administration employees, individuals
authorized to furnish information, confidential informants,
complainants, Office of Inspector General inspections personnel, and
other individuals involved in these inspections.
CATEGORIES OF RECORDS IN THE SYSTEM:
Inspection files predicated on allegations or complaints and which
identify subjects or sources of information by name. Inspections
performed relate to sensitive allegations of wrongdoing received
concerning certain individuals, including agency employees, or other
persons or entities with some relationship to the agency. Allegations
include, but are not limited to, abuse of authority; misuse of
government time, property, or position; conflicts of interest;
whistleblower reprisal; or other non-criminal violations of law, rules,
or regulations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Inspector
General Act of 1978, as amended, 5 U.S.C. App. 3.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department in furtherance
of the responsibilities of the Inspector General. These
responsibilities include evaluating the effectiveness and efficiency of
an operation, determining compliance with laws and regulations,
evaluating Departmental program operations and results, preventing and
detecting fraud and abuse in such programs and operations, and assuring
the investigation of complaints by contractor employees alleging
retaliation for making disclosures protected under 10 CFR Part 708 and
41 U.S.C. Sec. 265.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their
[[Page 1084]]
components, who is acting in an official capacity, or in any individual
capacity where the Department or other United States Government agency
has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to foreign
governments or international organizations in accordance with treaties,
international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper, microfilm, and electronic media.
RETRIEVABILITY:
Records are retrieved by name of individual involved, case number,
report title, or subject matter.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Deputy Inspector General for Inspections, U.S. Department of
Energy, Room 5B-250, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Inspector General of the ``System Locations''
listed above are the system managers for their respective locations.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals; individuals and organizations that have
pertinent knowledge about a subject individual or corporate entity;
those authorized by an individual to furnish information; confidential
informants; and Federal Bureau of Investigation (FBI) and other
Federal, State, and local entities.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt under (k)(1) and (k)(2) of the Privacy Act to
the extent that information within the System meets the criteria of
those subsections of the Act. Such information has been exempted from
the provisions of subsections (c)(3), (d), and (e)(1), (e)(4)(G) and
(H) and (f) of the Act; See the DOE Privacy Act regulation at Title 10,
Code of Federal Regulations, Part 1008.
DOE-84
SYSTEM NAME:
Counterintelligence Investigative Records.
SECURITY CLASSIFICATION:
Classified and unclassified.
SYSTEM LOCATION(S):
Records maintained in DOE-84, except those pertaining to polygraph
examinations and the analysis of electronic communications, will be
stored at the following locations:
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P.O.
5400, Albuquerque, NM 87185-5400.
[[Page 1085]]
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Livermore Site Office, 7000 East Avenue,
P.O. Box 808, Livermore, CA 94551.
U.S. Department of Energy, Lockheed Idaho Technical Center, 765
Lindsay Boulevard, Idaho Falls, ID 83403.
U.S. Department of Energy, NNSA Los Alamos Site Office, M/S B-236,
P.O. Box 1663, Los Alamos, NM 87545.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Blvd., P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, NNSA Sandia National Laboratory--
Albuquerque, P.O. Box 5400, Albuquerque, NM 87185-5800.
U.S. Department of Energy, NNSA Sandia National Laboratory--
California, P.O. Box 969, Livermore, CA 94551.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
Records maintained in DOE-84 in connection with DOE administered
counterintelligence-scope polygraph examinations, will be maintained
only at the following locations:
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, DOE Test Center, Albuquerque, NM 87106.
Records maintained in DOE-84 in connection with the DOE electronic
communications analysis will be maintained only at the following
locations:
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, Office of Science--Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Idaho National Laboratory, 2525 N.
Freemont Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Blvd., P.O. Box 999, Richland, WA 99352.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including employees of the
National Nuclear Security Administration (NNSA) and contractor
employees; applicants for employment at DOE; individuals who may be
assigned or detailed to Federal positions at DOE; consultants to DOE;
any user of electronic communications systems at the DOE facilities;
persons suspected of violating DOE regulations or criminal laws;
individuals who voluntarily request a polygraph examination in order to
respond to questions that have arisen in the context of a
counterintelligence investigation; and those individuals who are (a)
reasonably believed to be officers or employees of, or otherwise acting
for or on behalf of, a foreign power; (b) members of an organization
reasonably believed to be owned or controlled directly or indirectly by
a foreign power; (c) reasonably believed to be targets, hostages, or
victims of international terrorist organizations; or (d) reasonably
believed to be engaged or about to engage in clandestine intelligence
activities, sabotage, assassinations, or international terrorist
activities involving DOE programs, personnel, facilities, information,
or materials and have made personal or impersonal contact with a
current or former DOE employee, contractor employee or consultant.
CATEGORIES OF RECORDS IN THE SYSTEM:
Law enforcement records, reports and files; reports on foreign
contacts; records, reports and files received from other DOE elements
and other Federal agencies related to intelligence activities;
counterintelligence evaluation records; polygraph examination records;
reports and videotapes of the polygraph session; and electronic mail
stored on electronic media.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Atomic Energy
Act of 1954, as amended; National Defense Authorization Act of Fiscal
Year 2000 Public Law 106-65; the Employee Polygraph Protection Act,
Public Law 100-347; 29 U.S.C. 2006(b)(1)(B); the Electronic
Communications Privacy Act, Public Law 99-508, 18 U.S.C. 2510 et seq.;
Executive Order 12333, United States Intelligence Activities (December
4, 1981); Department of Energy Procedures for Intelligence Activities,
approved by the Attorney General under Executive Order 12333 (October
19, 1992); Executive Order 12958, Classified National Security
Information (April 17, 1995); Executive Order 12968, Access to
Classified Information (August 2, 1995); and Presidential Decision
Directive-61.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to conduct
counterintelligence investigations. The records in this system also
will be used by the Office of Intelligence and Counterintelligence when
participating in joint law enforcement counterintelligence-related
investigations with the FBI or other Federal law enforcement agencies
or components thereof in order to detect and prevent foreign
intelligence threats directed at or involving DOE classified and
sensitive information, materials, programs, facilities, personnel, and
other Department resources. Finally, the records in this system are
collected and maintained by the Office of Counterintelligence in order
to fulfill its statutory responsibilities under Section 3154 of the
National Defense Authorization Act for Fiscal Year 2000.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
an appropriate Federal, State, local or foreign agency when a record
within this system of records, alone or in conjunction with other
information, indicates a violation or potential violation of law
whether civil, criminal, or regulatory in nature, and whether arising
by general statute of particular program pursuant thereto.
2. A record from this system of records may be disclosed, as a
routine use, to a federal, state or local agency that maintains
relevant information to obtain information relevant to a Department
decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit. The Department must
deem such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed to a federal agency
to facilitate the requesting agency's decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to the
extent that the information is relevant
[[Page 1086]]
and necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
4. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. The contractor and its officers receiving information
under this routine use are subject to the same limitations applicable
to DOE officers and employees under the Privacy Act.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
6. A record from this system may be disclosed as a routine use when
(1) it is suspected or confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise there is a risk of harm to economic or property
interests, identity theft or fraud, or harm to the security integrity
if this system or other systems or programs (whether maintained by the
Department or another agency or entity) that rely upon the compromised
information; and (3) the disclosure is made to such agencies, entities,
and persons who are reasonably necessary to assist in connection with
the Department's efforts to respond to the suspected or confirmed
compromise and prevent, minimize, or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records, electronic media, and
videotapes.
RETRIEVABILITY:
Records are retrieved by name, e-mail address, and/or social
security number.
SAFEGUARDS:
Paper records and videotapes are maintained in locked cabinets.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), secured
for classified information and are password protected. Access is
limited to those whose official duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Counterintelligence, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Directors of Field Intelligence Elements of the
``System Locations'' listed above are the system managers for their
respective portions of this system.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures above.
RECORD SOURCE CATEGORIES:
The subject individual, present and former DOE employees and DOE
contractor employees, applicants for employment, individuals assigned
or detailed to Federal positions at DOE, and consultants; any user of a
DOE electronic communications system; publicly available material;
other agencies within the Intelligence Community; other offices within
the DOE; the FBI, and other Federal, State and local law enforcement
agencies; and sources contacted during investigations.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
This system is exempt pursuant to subsections (j)(2) and (k)(1),
(2) and (5) of the Privacy Act, 5 U.S.C. 552a, to the extent that
information within the system meets the requirements of those
subsections of the Act. Under subsection (j)(2) of the Privacy Act,
this system has been exempted from subsections (c)(3) and (4), (d),
(e)(1), (2), and (3), (e)(4)(G) and (H), (e)(8), (f) and (g) of 5
U.S.C. 552a. See DOE the Privacy Act Regulation at 10 CFR Part 1008.12.
To the extent the information in this system of records is exempt
pursuant to 5 U.S.C. 552a(k)(1), (2) and (5), the system has been
further exempted from subsections (c)(3), (d), (e)(1), (e)(4)(G) and
(H) and (f) of 5 U.S.C. 552a under the Privacy Act of 1974. See the DOE
Privacy Act Regulation at 10 CFR Part 1008.12(b).
DOE-86
SYSTEM NAME:
Human Radiation Experiments Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Human Radiation Experiments,
1000 Independence Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Coordination and Information Center,
3084 S. Highland St., Las Vegas, NV 89109.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who participated in the organizing, conducting, and
financing of the Human Radiation Experiments and environmental releases
of radiation described in Executive Order 12891, 59 Fed. Reg. 2935
(January 20, 1994). Records are also maintained on persons who were
subjects of the experiments or were affected by the releases.
Generally, the records pertain to persons in the following categories:
(1) Former and current employees of the DOE, including the National
Nuclear Security Administration, its predecessor agencies and their
contractors and subcontractors; (2) members of the public; (3) persons
exposed to radiation as a result of proximity to nuclear facilities or
the intentional or accidental release of radiation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records pertaining to the planning, organizing, financing,
conducting,
[[Page 1087]]
effects and results of experiments and environmental releases, gathered
from DOE, its predecessor agencies and their contractors and
subcontractors. Such records include correspondence, memoranda,
published and unpublished reports, notes, logs, proposals, contracts,
minutes of meetings of the Atomic Energy Commission and its advisory
committees and subcommittees dealing with radiation, correspondence
with members of the public, transcripts of interviews of persons
associated with the organizing, financing and conducting of the
experiments, reports of Congressional hearings, personal notes, diaries
and papers, archival collections, interagency memoranda and agreements,
consent forms, medical and laboratory reports, transcripts of medical
conferences, and newspaper and magazine articles.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7151; 42
U.S.C. 2201 and 42 U.S.C. 5813 and 5817.
PURPOSE(S):
For those records described in Categories of Records in the System,
the purpose of this system of records is to assist members of the
public in piecing together their own (or immediate family) history of
possible involvement in government-sponsored radiation experiments.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the Advisory Committee on Human Radiation Experiments to perform its
assigned task of evaluating the scientific and ethical aspects of the
Human Radiation Experiments and environmental releases. A record from
this system of records may be disclosed to that Committee to provide it
with information concerning experiments or releases of radiation that
were sponsored, financed or conducted by DOE, its predecessors, or
other Federal agencies, and their contractors and subcontractors. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
2. A record from this system may be disclosed as a routine use
pertaining to another federal agency if it appears from the record, or
other available information, that the other federal agency conducted
the Human Radiation Experiment or environmental release or that
referral to the other Federal agency is appropriate for remedial
purposes.
3. A record from this system may be disclosed as a routine use to
DOE contractors and subcontractors conducting epidemiological,
industrial safety or hygiene studies to ascertain or determine: (a) How
radiation exposure effects the health and well-being of individuals or
groups of individuals; and (b) the risks of working with, or being in
proximity to, nuclear equipment, devices and facilities and how such
risks may be ameliorated. Those provided information under this routine
use are subject to the same limitations applicable to Department
officers and employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to
the Centers for Disease Control and Prevention, other Federal and State
health agencies, and federal and state agencies involved with
industrial or employee safety to be used for epidemiological or
industrial safety or hygiene studies to ascertain or determine: (a) How
radiation exposure effects the health and well-being of individuals or
groups of individuals; and (b) the risks of working with, or being in
proximity to, nuclear equipment, devices and facilities, and how such
risks may be ameliorated.
5. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
7. A record from the system may be disclosed as a routine use to a
federal, state, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
8. A record from this system of records may be disclosed to a
federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the purpose
for which the Department collected the information.
9. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
10. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent when
the constituent has requested assistance from the member with respect
to the subject matter of the record. The member of Congress must
provide a copy of the constituent's request for assistance.
11. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the
[[Page 1088]]
same limitations applicable to Department officers and employees under
the Privacy Act.
12. A record from this system of records may be disclosed to
officials and contractor personnel of the Agency for Toxic Substances
and Disease Registry in carrying out that agency's authorized
activities at DOE's facilities pursuant to Section 104(I) of the
Comprehensive Environmental Response, Compensation, and Liability Act.
13. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other Federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
14. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as paper records and electronic media.
RETRIEVABILITY:
The records are retrieved by name or other personal identifier as
dictated by the needs of the particular researcher.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
U.S. Department of Energy, Director, Office of Human Radiation
Experiments, 1000 Independence Avenue, SW., Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy
Act, at Title 10, Code of Federal Regulations, Part 1008, a request by
an individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer. The request should include the
requester's complete name, time period for which records are sought,
and the office location(s) where the requester believes the records are
located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures.
RECORD SOURCE CATEGORIES:
Persons conducting or otherwise having a role in the organization
and financing of experiments or releases, present and former DOE and
predecessor agency contractors and subcontractors, physicians, medical
records, dosimetry records, subject individuals, DOE and its
predecessor agency officials and operating offices.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
DOE-88
SYSTEM NAME:
Epidemiologic and Other Health Studies, Surveys, and Surveillances.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
U.S. Department of Energy, Office of Health, Safety and Security,
Office of Health and Safety, Germantown, MD 20874-1290. Portions also
may be located with contractors, other entities involved in conducting
or managing health studies, surveys, and surveillances, or other
Department offices listed below:
U.S. Department of Energy, Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585.
U.S. Department of Energy, NNSA Service Center Albuquerque, P. O.
Box 5400, Albuquerque, NM 87185-5400.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Bonneville Power Administration, P. O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office, 9800
South Cass Avenue, Argonne, IL 60439.
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 250 E. Fifth Street, Suite 500, Cincinnati, OH
45202.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road, Morgantown, WV 26507-0880.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), P.O. Box 10940, 626 Cochrans Mill Road, Pittsburgh, PA
15236.
U.S. Department of Energy, NNSA Nevada Site Office, P.O. Box 98518,
Las Vegas, NV 89193-8518.
U.S. Department of Energy, Office of Science, Oak Ridge Office,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Boulevard, P.O. Box 999, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Office of Repository Development, P.O.
Box 364629, North Las Vegas, NV 89036-8629.
[[Page 1089]]
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration,
Williams Tower One, One West Third Street, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road, East New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Data about individuals who were included in any authorized
epidemiologic or other health study, survey, or surveillance. Such
persons include current and former employees of the Department,
including the National Nuclear Security Administration, its predecessor
agencies, and their contractors and subcontractors, as well as other
individuals included in health studies, surveys, and surveillances
pertaining to any potential health hazard (including electromagnetic
fields) associated with energy production, transmission, or use.
Accordingly, persons having access, or in proximity, to the
Department's facilities, persons involved in or effected by energy
production activities, and members of the general population selected
as control groups also may be included.
CATEGORIES OF RECORDS IN THE SYSTEM:
Specific types of records collected and maintained are determined
by the needs of the individual study, survey, or surveillance. Examples
include, but are not limited to, questionnaires, demographic
information, work history, medical and reproductive history, birth
data, radiation and other exposure history, laboratory test results,
data from prior studies, surveys, and surveillances, alcohol and
tobacco use history, and illness absence information. Information may
be collected directly from individuals, as well as extracted as
necessary from personnel files and lists, training files, medical
records, legal case files, bioassay records, industrial hygiene files,
payroll and leave records, radiation and other hazard exposure records,
occupational and industrial accident records, employee insurance
claims, personnel security clearance questionnaires, personnel
assurance program records, and related sources.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7151 and
7297; 42 U.S.C. 2201(c), 2201(I)(3), 5813 and 5817.
PURPOSE(S):
For those records described in Categories of Records in the System,
such records are maintained and used by the Department to conduct
epidemiological and other health studies, surveys and surveillances,
conducted by the Department and the Department of Health and Human
Services performing studies for the Department, their contractors,
grantees, and collaborating researchers. The health studies pertain to
individual and aggregate population health risks from exposures to
radiation, or other chemical, physical, or biological hazards that may
occur or may have occurred as a result of the Department's, or its
predecessor agencies' operations, or as a result of energy production,
transmission, or use. Individually identifiable information does not
appear in published epidemiological studies or other published health
studies, surveys, and surveillances. However, the system will contain
records compiled in completing published and unpublished studies,
surveys, and surveillances from which information is retrieved by name
or other personal identifier.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health, the National
Center for Environmental Health of the Centers for Disease Control and
Prevention, and the Agency for Toxic Substances and Disease Registry
pursuant to a Memoranda of Understanding between the Department and the
Department of Health and Human Services or its components. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
2. A record from this system of records may be disclosed as a
routine use to contractors, grantees, participants in cooperative
agreements and collaborating researchers, or the employees of these
parties, when conducting health studies or related health or
environmental duties pursuant to their contracts, grants, and
cooperating or collaborating research agreements. In order to perform
such studies, the Department, its contractors, grantees, participants
in cooperative agreements, and collaborating researchers may disclose a
record: To federal, state, and local health and medical agencies or
authorities; to subcontractors in order to determine a subject's vital
status or cause of death; to health care providers to verify a
diagnosis or cause of death; or to third parties to obtain current
addresses for participants in health-related studies, surveys and
surveillances. All recipients of such records are required to comply
with the Privacy Act, to follow prescribed measures to protect personal
privacy, and to disclose or use personally identifiable information
only for the above described research purposes. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
3. A record from this system of records may be disclosed to members
of Department advisory committees, the Department of Health and Human
Services Advisory Committee on Projects Related to Department of Energy
Facilities, and to designated employees of federal, state, or local
government, or government-sponsored entities, authorized to provide
advice to the Department concerning health, safety, or environmental
issues. All recipients of such records are required to comply with the
Privacy Act, to follow prescribed measures to protect personal privacy,
and to disclose or use personally identifiable information only for the
purpose of providing advice to the Department or to the Department of
Health and Human Services. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
4. A record from this system of records may be disclosed as a
routine use, to DOE contractors in performance of their contracts, and
their officers and employees who have a need for the record in the
performance of their duties subject to the same limitations applicable
to DOE officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and
[[Page 1090]]
litigation, and their representatives and individuals assisting those
representatives; (3) witness, potential witness, or their
representatives and assistants, and any other person who possesses
information pertaining to the matter, when it is necessary to obtain
information or testimony relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to, and necessary for, the proceeding; (2) is compatible with
the purpose for which the Department collected the records; and (3) the
proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the Department,
or other United States Government agencies and their components, who is
acting in an official capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
represent the employee.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state or federal agency when records alone or in
conjunction with other information, indicates a violation or potential
violation of law whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program pursuant
thereto.
8. A record from this system may be disclosed to Department of
Health and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
9. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement holders
of the Department of Labor, the Department of Health and Human
Services, the Department of Justice, and other federal agencies and
their components, designated by the President to implement the Federal
compensation program established by the Energy Employees Occupational
Illness Compensation Program Act, for the purpose of assisting in the
adjudication or processing of a claim under that Act. Those provided
information under this routine use are subject to the same limitations
applicable to Department officers and employees under the Privacy Act.
10. A record from this system may be disclosed as a routine use
when (1) it is suspected or confirmed that the security or
confidentiality of information in the system of records has been
compromised; (2) the Department has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
integrity if this system or other systems or programs (whether
maintained by the Department or another agency or entity) that rely
upon the compromised information; and (3) the disclosure is made to
such agencies, entities, and persons who are reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed compromise and prevent, minimize, or remedy such
harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records may be stored as microfilm, paper records, and electronic
media.
RETRIEVABILITY:
Records are retrieved by name, study/surveillance-assigned control
number, social security number, or other personal identifier, as
dictated by the needs of the particular researcher.
SAFEGUARDS:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and they
are password protected. Access is limited to those whose official
duties require access to the records.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Illness and Injury Prevention Programs, U.S.
Department of Energy, 19901 Germantown Road, Germantown, MD 20874-1290.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
at Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the U.S. Department of Energy,
Headquarters, Privacy Act Officer, or the Privacy Act Officer at the
appropriate address identified above under ``System Locations.'' For
records maintained by Laboratories or Field Site Offices, the request
should be directed to the Privacy Act Officer for the site that has
jurisdiction over the ``System Location'' as listed in the Correlation.
The request should include the requester's complete name, time period
for which records are sought, and the office location(s) where the
requester believes the records are located.
RECORDS ACCESS PROCEDURES:
Same as Notification Procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
CONTESTING RECORD PROCEDURES:
Same as Notification Procedures.
RECORD SOURCE CATEGORIES:
Subject individual and the individual's employer, including DOE and
its predecessor agencies and their contractors and subcontractors.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. E8-31316 Filed 1-8-09; 8:45 am]
BILLING CODE 6450-01-P