Privacy Act: Systems of records,
[Federal Register: January 23, 1998 (Volume 63, Number 15)]
[Notices]
[Page 3549-3553]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr23ja98-41]
DEFENSE NUCLEAR FACILITIES SAFETY BOARD
Privacy Act; Systems of Records
AGENCY: Defense Nuclear Facilities Safety Board.
ACTION: Annual Notice of Systems of Records.
SUMMARY: The Board is publishing a description of the six systems of records it maintains under the Privacy Act of 1974, 5 U.S.C. 552a, as amended. Minor changes and corrections have been made in the description of each system of records.
FOR FURTHER INFORMATION CONTACT: General Counsel, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901, (202) 208-6387.
SUPPLEMENTARY INFORMATION: The Board currently maintains six systems of records under the Privacy Act. Each system is described below. DNFSB-1
SYSTEM NAME:
Personnel Security Files.
SECURITY CLASSIFICATION:
Unclassified materials.
SYSTEM LOCATION:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and applicants for employment with DNFSB and DNFSB contractors; consultants; other individuals requiring access to classified materials and facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel security folders and requests for security clearances, Forms SF 86, 86A, 87, 312, and DOE Forms 5631.18, 5631.29, 5631.20, and 5631.21. In addition, records containing the following information:
(1) Security clearance request information;
(2) Records of security education and foreign travel;
(3) Records of any security infractions;
(4) Names of individuals visiting DNFSB; and
(5) Employee identification files (including photographs) maintained for access purposes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Defense Authorization Act, Fiscal Year 1989 (amended the Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new Chapter 21--Defense Nuclear Facilities Safety Board).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
DNFSB--to determine which individuals should have access to classified material and to be able to transfer clearances to other facilities for visitor control purposes.
DOE--to determine eligibility for security clearances.
Other Federal and State agencies--to determine eligibility for security clearances.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
Paper records, magnetic disk, and computer printouts.
RETRIEVABILITY:
By name and social security number.
SAFEGUARDS:
Access is limited to employees having a need to know. Records are stored in locked file cabinets in a controlled access area in accordance with Board directives and Federal guidelines.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the ``General Records Schedules'' published by National Archives and Records Administration, Washington, DC. Records within DNFSB are destroyed by shredding or burning, as appropriate.
SYSTEM MANAGER(s) AND ADDRESS:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Attention: Facilities and Security Management Specialist.
NOTIFICATION PROCEDURE:
Requests by an individual to determine if DNFSB-1 contains information about him/her should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Required identifying information: Complete name, social security number, and date of birth.
RECORD ACCESS PROCEDURE:
Same as Notification procedure above, except individual must show official photo identification, such as driver's license, passport, or government identification before viewing records.
CONTESTING RECORD PROCEDURE:
Same as Record Access procedure.
RECORD SOURCE CATEGORIES:
Subject individuals, Questionnaire for Sensitive Positions (SF-86), agency files, official visitor logs, OPM Investigators, and DOE Personnel Security Branch.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None. DNFSB-2
SYSTEM NAME:
Administrative and Travel Files.
[[Page 3550]]
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and applicants for employment with DNFSB, including DNFSB contractors and consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records containing the following information:
(1) Time and attendance;
(2) Payroll actions, financial transactions, and deduction information requests;
(3) Authorizations for overtime and night differential;
(4) Credit cards and telephone calling cards issued to individuals and information pertaining to the use of such cards;
(5) Destination, itinerary, mode and purpose of travel;
(6) Date(s) of travel and all expenses;
(7) Passport number,
(8) Requests for advance of funds and vouchers, both TDY and local, with receipts;
(9) Travel authorizations;
(10) Employee relocation records;
(11) Name, home address, home telephone number, social security number and birth date;
(12) Employee parking permits;
(13) Employee public transit subsidy applications and vouchers; and
(14) Traveler profiles.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Defense Authorization Act, Fiscal Year 1989 (Amended the Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new Chapter 21--Defense Nuclear Facilities Safety Board).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
Treasury Department--To collect withheld taxes, print payroll checks, and issue savings bonds:
Internal Revenue Service--To process Federal income tax.
State and Local Governments--To process state and local income tax.
Office of Personnel Management--Retirement records and benefits.
Social Security Administration--Social Security records and benefits.
Department of Labor--To process Workmen's Compensation claims.
Department of Defense--Military Retired Pay Offices--To adjust Military retirement.
Financial Institutions--To credit accounts for deposits and/or allotments made through payroll deductions.
Health Insurance Carriers--To process insurance claims.
General Accounting Office--Audit--To verify accuracy and legality of disbursement.
Veterans Administration--To evaluate veteran's benefits to which the individual may be entitled.
States' Departments of Employment Security--To determine entitlement to unemployment compensation or other state benefits.
Travel Agencies--To process travel itineraries.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OR RECORDS IN THE SYSTEM: STORAGE:
Paper records, magnetic disk, and computer printouts.
RETRIEVABILITY:
By name and social security number.
SAFEGUARDS:
Access is limited to employees having a need to know. Records are stored in locked file cabinets in a controlled access area in accordance with Board directives and Federal guidelines.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the ``General Records Schedules'' published by National Archives and Records Administration, Washington, DC. Records within DNFSB are destroyed by shredding or burning, as appropriate.
SYSTEM MANAGER(S) AND ADDRESS:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901, Attention: Director of Finance and Administration.
NOTIFICATION PROCEDURE:
Requests by an individual to determine if DNFSB-2 contains information about him/her should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Required identifying information: Complete name, social security number, and date of birth.
RECORDS ACCESS PROCEDURE:
Same as Notification procedures above, except individual must show official photo identification, such as driver's license, passport, or government identification before viewing records.
CONTESTING RECORD PROCEDURE:
Same as Record Access procedure.
RECORD SOURCE CATEGORIES:
Subject individuals, timekeepers, official personnel records, GSA for accounting and payroll, OPM for official personnel records, IRS and State officials for withholding and tax information, and travel agency contract.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None. DNFSB-3
SYSTEM NAME:
Drug Testing Program Records--DNFSB.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Primary System: Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Duplicate Systems: Duplicate systems may exist, in whole or in part, at contractor testing laboratories and collection/ evaluation facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DNFSB employees and applicants for employment with the DNFSB.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information regarding results of the drug testing program; requests for and results of initial, confirmatory and follow-up testing, if appropriate; additional information supplied by DNFSB employees or employment applicants in challenge to positive test results; information supplied by individuals concerning alleged drug abuse by Board employees; and written statements or medical evaluations of attending physicians and/or information regarding prescription of nonprescription drugs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
(1) Executive Order 12564; September 15, 1986.
(2) Section 503 of the Supplemental Appropriations Act of 1987, Pub. L. 100-71, 101 Stat. 391, 468-471, codified at 5 U.S.C. 7301 note (1987).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
Information in these records may be used by the DNFSB management:
(1) To identify substance abusers within the agency;
(2) To initiate counseling and rehabilitation program;
[[Page 3551]]
(3) To take personnel actions;
(4) To taken personnel security actions; and
(5) For statistical purposes.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
Records are maintained on paper in file folders. Additionally, records used for initiating a random drug test are maintained on the Random Employee Selection Automation System. This is a stand-alone system resident on a desktop computer and is password-protected.
RETRIEVABILITY:
Records maintained in file folders are indexed and accessed by name and social security number. Records maintained for random drug testing are accessed by using a computer data base which contains employees' names, social security numbers, and job titles. Employees are then selected from the available pool by the computer, and a list is given to the Drug Program Coordinator of employees and alternates selected for drug testing.
SAFEGUARDS:
Access to and use of these records is limited to those persons whose official duties require such access, with records maintained and used with the highest regard for personal privacy. Records in the Division of Human Resources are stored in an approved security container under the immediate control of the Director, Division of Human Resources, or designee. Records in laboratory/collection/ evaluation facilities will be stored under appropriate security measures so that access is limited and controlled.
RETENTION AND DISPOSAL:
(1) Test results, whether negative or positive, and other drug screening records filedin the Division of Human Resources will be retained and retrieved as indicated under the Retrievability category. When an individual terminates employment with the DNFSB, negative test results will be destroyed by shredding, or by other approved disposal methods. Positive test results will be maintained through the conclusion of any administrative or judicial proceedings, at which time they will be destroyed by shredding, or by other approved disposal methods.
(2) Test results, whether negative or positive, on file in contractor testing laboratories, ordinarily will be maintained for a minimum of two years in the laboratories. Upon instructions provided by the Division of Human Resources, the results will be transferred to the Division of Human Resources when the contract is terminated or whenever an individual, previously subjected to urinalysis by the laboratory, terminates employment with the DNFSB. Records received from the laboratories by the Division of Human Resources will be incorporated into other records in the system, or if the individual has terminated, those records reflecting negative test results will be destroyed by shredding, or by other approved disposal methods. Positive test results will be maintained through the conclusion of any administrative or judicial proceedings, at which time they will be destroyed by shredding, or by other approval disposal methods.
(3) Negative specimens will be destroyed according to laboratory/ contractor procedures.
(4) Positive specimens will be maintained through the conclusion of administrative or judicial proceedings, at which time they will be destroyed according to laboratory/contractor procedures.
SYSTEM MANAGER(S) AND ADDRESS:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901, Attention: Director of Human Resources.
NOTIFICATION PROCEDURE:
Requests by an individual to determine if DNFSB-3 contains information about him/her should be directed to Director of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Required identifying information: Complete name, social security number, and date of birth.
RECORD ACCESS PROCEDURE:
Same as Notification procedures above, except individual must show official photo identification, such as driver's license, passport, or government identification before viewing records.
CONTESTING RECORD PROCEDURE:
Same as Notification procedure above.
RECORD SOURCE CATEGORIES:
DNFSB employees and employment applicants who have been identified for drug testing, who have been tested, or who have admitted abusing drugs prior to being tested; physicians making statements regarding medical evaluations and/or authorized prescriptions for drugs; individuals providing information concerning alleged drug abuse by Board employees; DNFSB contractors for processing, including but not limited to, specimen collection, laboratories for analysis, and medical evaluations; and DNFSB staff administering the drug testing program to ensure the achievement of a drug-free workplace.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(k)(5), the Board has exempted portions of this system of records from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(C), (H), (J), and (f). The exemption is invoked for information in the system of records which would disclose the identity of a person who has supplied information on drug abuse by a Board employee. DNFSB-4
SYSTEM NAME:
Personnel Files.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Defense Nuclear Facilities Safety Board, 635 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and applicants for employment with the DNFSB, including DNFSB consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records containing the following information:
(1) Name, social security number, sex, date of birth, home address, home telephone number, grade level, and occupational code;
(2) Official Personnel Folders (SF-66), Service Record Cards (SF- 7), SF-171s, and resumes;
(3) Records on suggestions, awards, and bonuses;
(4) Training requests, authorization data, and training course evaluations;
(5) Employee appraisals, appeals, grievances, and complaints;
(6) Employee disciplinary actions;
(7) Employee retirement records;
(8) Records on employment transfer; and
(9) Applications for employment with the DNFSB.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Defense Authorization Act, Fiscal Year 1989 (amended the Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new Chapter 21--Defense Nuclear Facilities Safety Board).
[[Page 3552]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
GSA--Maintains official personnel records for DNFSB.
Office of Personnel Management--Transfer and retirement records and benefits, and collection of anonymous statistical reports.
Social Security Administration--Social Security records and benefits.
Federal, State, or Local government agencies--For the purpose of investigating individuals in connection with security clearances, and administrative or judicial proceedings.
Private Organizations--For the purpose of verifying employees' employment status with the DNFSB.
POLICIES AND PRACTICES FOR STRONG, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
Paper records, magnetic disk, and computer printouts.
RETRIEVABILITY:
By name and social security number.
SAFEGUARDS:
Access is limited to employees having a need to know. Records are stored in locked file cabinets in a controlled access area in accordance with Board directives and Federal guidelines.
RETENTION AND DISPOSAL:
Records retention and disposal authorities are contained in the ``General Records Schedules'' published by National Archives and Records Administration, Washington, DC. Records within DNFSB are destroyed by shredding or burning, as appropriate.
SYSTEM MANAGER(S) AND ADDRESS:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901, Attention: Director of Human Resources.
NOTIFICATION PROCEDURE:
Requests by an individual to determine if DNFSB-4 contains information about him/her should be directed to Director of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Required identifying information: Complete name, social security number, and date of birth.
RECORD ACCESS PROCEDURE:
Same as Notification procedures above, except individual must show official photo identification, such as driver's license, passport, or government identification before viewing records.
CONTESTING RECORD PROCEDURE:
Same as Notification procedures above.
RECORD SOURCE CATEGORIES:
Subject individuals, official personnel records, GSA, OPM for official personnel records, State employment agencies, educational institutions, and supervisors.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT
None. DNFSB-5
SYSTEM NAME:
Personnel Radiation Exposure Files.
SECURITY CLASSIFICATION:
Unclassified materials.
SYSTEM LOCATION:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DNFSB employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel folders containing radiation exposure and whole body count.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Defense Authorization Act, Fiscal Year 1989 (amended the Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
DNFSB--to monitor radiation exposure of its employees.
DOE--to monitor radiation exposure of visitors to the various DOE facilities in the United States.
Other Federal and State Health Institutions--To monitor radiation exposure of DNFSB personnel.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage:
Paper records, magnetic disk, and computer printouts.
Retrievability:
By name and social security number.
Safeguards:
Access is limited to employees having a need to know. Records are stored in locked file cabinets in a controlled access area, in accordance with Board directives and Federal guidelines.
Retention and disposal:
Records retention and disposal authorities are contained in the ``General Records Schedules'' published by National Archives and Records Administration, Washington, DC. Records within DNFSB are destroyed by shredding or burning, as appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Attention: Facilities and Security Management Specialist.
Notification procedure:
Requests by an individual to determine if DNFSB-5 contains information about him/her should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Required identifying information: Complete name, social security number, and date of birth.
Record access procedures:
Same as Notification procedure above, except individual must show official photo identification, such as driver's license, passport, or government identification before viewing records.
Contesting record procedures:
Same as Record Access procedure.
Record source categories:
Subject individuals, previous employee records, and DOE.
System exemptions from certain provisions of the Act:
None. DNFSB-6
SYSTEM NAME:
DNFSB Staff Resume book.
SECURITY CLASSIFICATION:
Unclassified materials.
SYSTEM LOCATION:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the Board's technical and legal staff.
CATEGORIES OF RECORDS IN THE SYSTEM:
A summary of each employee's educational background and work experience, with emphasis on areas relevant to the individual's work at the Board.
[[Page 3553]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Defense Authorization Act, Fiscal Year 1989 (amended the Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new Chapter 21--Defense Nuclear Facilities Safety Board).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES:
The Resume Book may be distributed to representatives of the press, Congressional staffs, representatives of State and local governments, and to any member of the public or any organization having a legitimate interest in understanding the technical and legal qualifications of the Board's staff.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
Paper records and computer files.
RETRIEVABILITY:
By employee name.
SAFEGUARDS:
Copies of the Resume Book will be sequentially numbered and all copies will be stored under the control of a Board employee. A record will be kept of each disclosure of the book by name of the receiving party and purpose for which the information is provided. The Resume Book will not be available via Internet nor will it be placed in the Board's Public Reading Room.
RETENTION AND DISPOSAL:
The Resume Book will be periodically updated, and out-of-date copies will be destroyed by shredding or burning, as appropriate, when updated copies are printed.
SYSTEM MANAGERS AND ADDRESS:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, Washington, DC 20004-2901. Attention: Privacy Act Officer.
NOTIFICATION PROCEDURE:
Board employees included in the Resume Book may examine it at any time. They may also examine the list of disclosures maintained by the System Manager.
RECORD ACCESS PROCEDURE:
Same as Notification Procedure.
CONTESTING RECORD PROCEDURE:
Any Board employee included in the Resume Book may request that corrections be made in his/her resume at any time.
RECORD SOURCE CATEGORIES:
Subject individuals.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
Dated: January 16, 1998. John T. Conway, Chairman.
[FR Doc. 98-1604Filed1-22-98; 8:45 am]
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