[Federal Register Volume 62, Number 17 (Monday, January 27, 1997)]
[Notices]
[Pages 3876-3880]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-1943]


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DEFENSE NUCLEAR FACILITIES SAFETY BOARD


Privacy Act; Systems of Records

AGENCY: Defense Nuclear Facilities Safety Board.

ACTION: Annual notice of systems of records.

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SUMMARY: Each Federal agency is required by the Privacy Act of 1974, 5 
U.S.C. 552a, to publish annually a description of the systems of 
records it maintains containing personal information. In this notice 
the Board provides the required information on five previously-noticed 
systems of records.

FOR FURTHER INFORMATION CONTACT:
Robert M. Andersen, 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 five 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., 
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 lectures;
    (3) Records of any security infractions;
    (4) Names of individuals visiting DNFSB;
    (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, social security number, and numeric code.

Safeguards:
    Access is limited to employees having a need to know. Records are 
stored in locked file cabinets in a controlled access area.

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, burning, or burial in a sanitary landfill, as 
appropriate.

[[Page 3877]]

System manager(s) and address: Defense Nuclear Facilities Safety Board, 
625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. 
Attention: Security Management Officer.
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, contractors, and DOE Personnel 
Security Branch.

System exempted from certain provisions of the act:
    None.
DNFSB-2

System name:
    Administrative and Travel Files.

System classification:
    Unclassified.

System location:
    Defense Nuclear Facilities Safety Board, 615 Indiana Ave., NW., 
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 and deduction information requests:
    (3) Authorizations for overtime and night differential;
    (4) Credit cards and telephone calling cards issued to individuals;
    (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 voucher with receipts;
    (9) Travel authorizations;
    (10) Employee relocation records;
    (11) Name, address, social security number and birth date;
    (12) Employee parking permits;
    (13) Employee public transit subsidy applications and vouchers.

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.
    Savings Institutions--To credit accounts for savings 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 veterans' 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 OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records, magnetic disk, and computer printouts.

RETRIEVABILITY:
    By name, social security number, travel dates, relocation dates, 
and alphanumeric code.

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, burning, or burial in a sanitary landfill, as 
appropriate.

SYSTEM MANAGERS 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 Personnel, Defense Nuclear Facilities 
Safety Board, 625 Indiana Avenue, NW, Washington, DC 20004-2901. 
Duplicate Systems: Duplicate systems may exist, in whole or in part, at 
contractor testing laboratories and collection/evaluation facilities.

[[Page 3878]]

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 or contractors; and written statements or 
medical evaluations of attending physicians and/or information 
regarding prescription or 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 programs;
    (3) to take personnel actions;
    (4) To take 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 based which contains employees' 
names, social security number, and job titles. Employees are then 
selected from the available pool by the computer, and a listing 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 filed in 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 approved 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.

System managers and address:
    Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
Suit 700, Washington, DC 20004-2901, Attention: Director of Human 
Resources.

Notifiction 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.

Record access procedure:
    Same as Notification procedures above, except individual must show 
official photo identification, such as driver license or government 
identification before viewing records.

Contesting record procedure:
    Same as Notification procedures 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 or contractors; 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), and (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 or contractor.
DNFSB-4

System name:
    Personnel Files.

System classification:
    Unclassified.

System location:
    Defense Nuclear Facilities Safety Board, 625 Indian Ave., NW, 
Washington, DC 20004-2901.

Categories of individuals covered by the system:
    Employees and applicants for employment with the DNFSB, including 
DNFSB contractors and consultants.

[[Page 3879]]

Categories of records in the system:
    Records concerning the following information:
    (1) Name, social security number, sex, date of birth, home address, 
grade level, and occupational code
    (2) Official Personnel Folders (SF-66), Service Record Cards (SF-
7), and SF-171
    (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
    (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).

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 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: 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 license 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

Systen name:
    Personnel Radiation Exposure Files.

Security classification:
    Unclassified materials.

System location:
    Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
Washington, DC 20004-2901.

Categories of individuals covered by the system:
    DNFSB employees, contractors, and consultants.

Categories of records in the system:
    Personnel folders containing radiation exposure and whole body 
count, including any records of mandatory training associated with site 
work or visits.

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 monitor radiation exposure of its employees and 
contractors.
    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, social security number, and numeric code.

Safeguards:
    Access is limited to employees having a need to know. Records are 
stored in locked file cabinets in a controlled access area.

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, burning, or burial in a sanitary landfill, as 
appropriate.

System manager(s) and address:
    Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
Suite 700, Washington, DC 20004-2901. Attention: Security Management 
Officer.

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 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.

[[Page 3880]]

Record source categories:
    Subject individuals, previous employee records, DOE contractors' 
film badges, whole body counts, bioassays and dosimetry badges.

System exempted from certain provisions of the act:
    None.

    Dated: January 21, 1997.
John T. Conway,
Chairman.
[FR Doc. 97-1943 Filed 1-24-97; 8:45 am]
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