[Federal Register Volume 69, Number 185 (Friday, September 24, 2004)]
[Notices]
[Pages 57580-57615]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-21340]
[[Page 57579]]
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Part IV
Nuclear Regulatory Commission
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Privacy Act of 1974; Republication of Systems of Records Notices;
Notice
Federal Register / Vol. 69, No. 185 / Friday, September 24, 2004 /
Notices
[[Page 57580]]
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NUCLEAR REGULATORY COMMISSION
Privacy Act of 1974; Republication of Systems of Records Notices
AGENCY: Nuclear Regulatory Commission.
ACTION: Republication of Systems of Records notices.
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SUMMARY: The Nuclear Regulatory Commission (NRC) has conducted a
comprehensive review of all its Privacy Act Systems of Records. The NRC
is revising and republishing all its systems of records (systems)
notices as a result of this review. Three of the system notices include
proposed revisions that require an advance period for public comment.
The remaining systems revisions are minor corrective and administrative
changes that do not meet the threshold criteria established by the
Office of Management and Budget (OMB) for either a new or altered
system of records. These changes are in compliance with OMB Circular
No. A-130, Appendix I.
DATES: The revisions to systems NRC-11, NRC-21, and NRC-22 will become
effective without further notice on November 3, 2004, unless comments
received on or before that date cause a contrary decision. If changes
are made based on NRC's review of comments received, a new final notice
will be published.
All other revisions included in this republication are complete and
accurate as of September 24, 2004.
ADDRESSES: You may submit comments by any one of the following methods.
Comments submitted in writing or in electronic form will be made
available for public inspection. Because your comments will not be
edited to remove any identifying or contact information, the NRC
cautions you against including personal information such as social
security numbers and birth dates in your submission.
Mail comments to: Secretary, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, ATTN: Rulemakings and Adjudications Staff.
E-mail comments to: [email protected]. If you do not receive a reply e-
mail confirming that we have received your comments, contact us
directly at (301) 415-1966.
Hand deliver comments to: 11555 Rockville Pike, Rockville, Maryland
20852, between 7:30 am and 4:15 pm Federal workdays. (Telephone (301)
415-1966).
Fax comments to: Secretary, U.S. Nuclear Regulatory Commission at
(301) 415-1101.
Publicly available documents related to this notice may be viewed
electronically on the public computers located at the NRC's Public
Document Room (PDR), O1 F21, One White Flint North, 11555 Rockville
Pike, Rockville, Maryland. The PDR reproduction contractor will copy
documents for a fee. Selected documents, including comments, may be
viewed and downloaded electronically via the NRC rulemaking Web site at
http://ruleforum.llnl.gov.
Publicly available documents created or received at the NRC after
November 1, 1999, are available electronically at the NRC's Electronic
Reading Room at http://www.nrc.gov/reading-rm/adams.html. From this
site, the public can gain entry into the NRC's Agencywide Document
Access and Management System (ADAMS), which provides text and image
files of NRC's public documents. If you do not have access to ADAMS or
if there are problems in accessing the documents located in ADAMS,
contact the NRC Public Document Room (PDR) Reference staff at 1-800-
397-4209, (301) 415-4737 or by e-mail to [email protected].
FOR FURTHER INFORMATION CONTACT: Sandra S. Northern, Privacy Program
Officer, FOIA/Privacy Act Team, Records and FOIA/Privacy Services
Branch, Information and Records Services Division, Office of the Chief
Information Officer, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001, telephone: (301) 415-6879; e-mail: [email protected].
SUPPLEMENTARY INFORMATION:
Republication of NRC's Revised Systems of Records Notices
These notices were last published in the Federal Register on
October 15, 2002 (67 FR 63774-63808).
Two systems of records have been revoked, NRC-30, ``Reactor Program
System (RPS)/Regulatory Information Tracking System (RITS),'' and NRC-
31, ``Correspondence and Records, Office of the Secretary.''
Proposed Revisions to Existing Systems of Records
NRC is proposing to amend the system notices for NRC-11, ``General
Personnel Records,'' NRC-21, ``Payroll Accounting Records,'' and NRC-
22, ``Personnel Performance Appraisals,'' to add a new routine use to
each that will allow the disclosure of personnel and payroll records to
the Department of Interior (DOI), Federal Personnel/Payroll System
(FPPS), who, under an interagency agreement with the NRC, will maintain
electronic personnel information and conduct payroll-related activities
for NRC employees as part of the Federal e-Gov initiative.
In addition, other minor changes are being made to these three
systems to make them more accurate and current.
A report on the proposed revisions is being sent to OMB, the
Committee on Governmental Affairs of the U.S. Senate, and the Committee
on Government Reform of the U.S. House of Representatives as required
by the Privacy Act and OMB Circular No. A-130, Appendix I, ``Federal
Agency Responsibilities for Maintaining Records About Individuals.''
Privacy Act Systems Nuclear Regulatory Commission
NRC Systems of Records
1. Parking Permit Records--NRC.
2. Biographical Information Records--NRC.
3. Enforcement Actions Against Individuals--NRC.
4. Conflict of Interest Files--NRC.
5. Contracts Records Files--NRC.
6. Department of Labor (DOL) Discrimination Cases--NRC.
7. Call Detail Records--NRC.
8. Employee Appeals, Grievances, and Complaints Records--NRC.
9. Office of Small Business and Civil Rights Discrimination
Complaint Files--NRC.
10. Freedom of Information Act (FOIA) and Privacy Act (PA)
Requests Records--NRC.
11. General Personnel Records (Official Personnel Folder and
Related Records)--NRC.
12. Child Care Tuition Assistance Program Records--NRC.
13. Incentive Awards Files--NRC.
14. Employee Assistance Program Files--NRC.
15. (Revoked.)
16. Facility Operator Licensees Record Files (10 CFR Part 55)--
NRC.
17. Occupational Injuries and Illness Records--NRC.
18. Office of the Inspector General (OIG) Investigative
Records--NRC.
19. Official Personnel Training Records Files--NRC.
20. Official Travel Records--NRC.
21. Payroll Accounting Records--NRC.
22. Personnel Performance Appraisals--NRC.
23. Office of Investigations Indices, Files, and Associated
Records--NRC.
24. Property and Supply System (PASS)--NRC.
25. Oral History Program--NRC.
26. Full Share Program Records--NRC.
27. Radiation Exposure Information and Reports System (REIRS)
Files--NRC.
28. Recruiting, Examining, and Placement Records--NRC.
29. (Revoked.)
30. (Revoked.)
31. (Revoked.)
32. Office of the Chief Financial Officer Financial Transactions
and Debt Collection Management Records--NRC.
33. Special Inquiry File--NRC.
34. (Revoked.)
[[Page 57581]]
35. Drug Testing Program Records--NRC.
36. Employee Locator Records Files--NRC.
37. Information Security Files and Associated Records--NRC.
38. Mailing Lists--NRC.
39. Personnel Security Files and Associated Records--NRC.
40. Facility Security Access Control Records--NRC.
41. Tort Claims and Personal Property Claims Records--NRC.
42. Strategic Workforce Planning Records --NRC.
43. Employee Health Center Records--NRC.
44. Employee Fitness Center Records--NRC.
These systems of records are those systems maintained by the NRC
that contain personal information about individuals, and from which
personal information can be retrieved by reference to an individual
identifier.
The notice for each system of records states the name and location
of the record system, the authority for and manner of its operation,
the categories of individuals that it covers, the types of records that
it contains, the sources of information in those records, and the
proposed ``routine uses'' of each system of records. Each notice also
includes the business address of the NRC official who will inform
interested persons of the procedures whereby they may gain access to
and request amendment of records pertaining to themselves.
One of the purposes of the Privacy Act (Act), as stated in section
2(b)(4) of the Act, is to provide certain safeguards for an individual
against an invasion of personal privacy by requiring Federal agencies
to * * *`` disseminate any record of identifiable personal information
in a manner that assures that such action is for a necessary and lawful
purpose, that information is current and accurate for its intended use,
and that adequate safeguards are provided to prevent misuse of such
information.'' The NRC intends to follow these principles in
transferring information to another agency or individual as a ``routine
use,'' including assurance that the information is relevant for the
purposes for which it is transferred.
Prefatory Statement of General Routine Uses
The following routine uses apply to each system of records notice
set forth below which specifically references this Prefatory Statement
of General Routine Uses.
1. If a system of records maintained by the NRC to carry out its
functions indicates a violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rules, or order issued
pursuant thereto, the relevant records in the system of records may be
referred, as a routine use, to the appropriate agency, whether Federal,
State, local, or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, rule, regulation, or order issued pursuant
thereto.
2. A record from this system of records may be disclosed, as a
routine use, to a Federal, State, local, or foreign agency, if
necessary, to obtain information relevant to an NRC 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.
3. A record from this system of records may be disclosed, as a
routine use, to a Federal, State, local, or foreign agency in response
to its request, in connection with 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 by the requesting
agency, to the extent that the information is relevant and necessary to
the requesting agency's decision on the matter.
4. A record from this system of records may be disclosed, as a
routine use, in the course of discovery and in presenting evidence to a
court, magistrate, administrative tribunal, or grand jury, including
disclosures to opposing counsel in the course of settlement
negotiations.
5. Disclosure may be made, as a routine use, to a Congressional
office from the record of an individual in response to an inquiry from
the Congressional office made at the request of that individual.
6. A record from this system of records may be disclosed, as a
routine use, to NRC-paid experts, consultants, and others under
contract with the NRC, on a ``need-to-know'' basis for a purpose within
the scope of the pertinent NRC contract. This access will be granted to
an NRC contractor by a system manager only after satisfactory
justification has been provided to the system manager.
NRC-1
SYSTEM NAME:
Parking Permit Records--NRC.
SYSTEM LOCATION:
Office of Administration, Administrative Services Center, NRC, One
White Flint North, 11555 Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and contractors who apply for parking permits for NRC-
controlled parking spaces.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records consist of the applications and the revenue collected
for the headquarters buildings garage. The applications include, but
are not limited to, the applicant's name, address, telephone number,
length of service, and vehicle, rideshare and handicap information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 3511, 41 CFR 101-20.104, Parking Facilities; Management
Directive 13.4, ``Transportation Management,'' Part I, ``White Flint
North Parking Procedures''.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To record amount paid and revenue collected for parking;
b. To contact permit holder;
c. To determine priority for issuance of permits;
d. To provide statistical reports to city, county, State, and
Federal Government agencies; and
e. For the routine uses specified in paragraph numbers 1, 4, 5, and
6 in the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and on computer media.
RETRIEVABILITY:
Accessed by name, tag number and permit number.
SAFEGUARDS:
Paper records and backup disks are maintained in locked file
cabinets under visual control of the Administrative Services Center.
Computer files are maintained on a hard drive, access to which is
password protected. Access to and use of these records are limited to
[[Page 57582]]
those persons whose official duties require access.
RETENTION AND DISPOSAL:
Records are destroyed when 3 years old in accordance with GRS
3.3a(1)(b) by shredding or in the regular trash disposal system. The
automated records are destroyed when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Administrative Services Center, Division of Administrative
Services, Office of Administration, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Applications submitted by NRC employees and contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-2
SYSTEM NAME:
Biographical Information Records--NRC.
SYSTEM LOCATION:
Office of Public Affairs, NRC, One White Flint North, 11555
Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former Commissioners and senior NRC staff members.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to education and
training, employment history, and other general biographical data about
the Commissioners and senior NRC staff members, including photographs
of Commissioners.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 5841, 5843(a), 5844(a), 5845(a), and 5849.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To provide information to the press;
b. To provide information to other persons and agencies requesting
this information; and
c. For the routine uses specified in paragraph numbers 5 and 6 of
the Prefatory Statement of General Routine Uses. Biographies of current
Commissioners are available on the NRC's Web site.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are maintained in file folders and on computer media.
RETRIEVABILITY:
Records are accessed by name.
SAFEGUARDS:
Maintained in unlocked file cabinets. Access to and use of these
records are limited to those persons whose official duties require such
access.
RETENTION AND DISPOSAL:
Information on Commissioners retained until updated or no longer
needed. Senior NRC staff information retained until updated or
association with NRC is discontinued. Paper records discarded in
regular trash disposal.
SYSTEM MANAGER(S) AND ADDRESS:
Deputy Director, Office of Public Affairs, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is provided by each
individual and approved for use by the individual involved.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-3
SYSTEM NAME:
Enforcement Actions Against Individuals--NRC.
SYSTEM LOCATION:
Primary system--Office of Enforcement, NRC, One White Flint North,
11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in whole or in part,
at the NRC Regional Offices at the locations listed in Addendum I, Part
2, and in the Office of the General Counsel, NRC, One White Flint
North, 11555 Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals involved in NRC-licensed activities who have been
subject to NRC enforcement actions or who have been the subject of
correspondence indicating that they are being, or have been, considered
for enforcement action.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system includes, but is not limited to, individual enforcement
actions, including Orders, Notices of Violations with and without Civil
Penalties, Orders Imposing Civil Penalties, Letters of Reprimand,
Demands for Information, and letters to individuals who are being or
have been considered for enforcement action. Also included are
responses to these actions and letters. In addition, the files may
contain other relevant documents directly related to those actions and
letters that have been issued. Files are arranged numerically by
Individual Action (IA) numbers, which are assigned when individual
enforcement actions are considered. In instances where only letters are
issued, these letters also receive IA numbers. The system includes a
computerized database from which information is retrieved by names of
the individuals subject to the action and IA numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2114; 42 U.S.C. 2167, as amended; 42 U.S.C. 2201(i), as
amended; and 42 U.S.C. 2282, as
[[Page 57583]]
amended; 10 CFR 30.10, 40.10, 50.5, 60.11, 61.9b, 70.10, 72.12, and
110.7b.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To respond to general information requests from the Congress;
b. To deter future violations, certain information in this system
of records may be routinely disseminated to the public by means such
as: publishing in the Federal Register certain enforcement actions
issued to individuals and making the information available in the
Public Electronic Reading Room accessible through the NRC Web site,
http://www.nrc.gov.
c. When considered appropriate for disciplinary purposes,
information in this system of records, such as enforcement actions and
hearing proceedings, may be disclosed to a bar association, or other
professional organization performing similar functions, including
certification of individuals licensed by NRC or Agreement States to
perform specified licensing activities;
d. Where appropriate to ensure the public health and safety,
information in this system of records, such as enforcement actions and
hearing proceedings, may be disclosed to a Federal or State agency with
licensing jurisdiction;
e. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906; and
f. For the routine uses specified in paragraphs 1, 2, 3, 4, and 5
of the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders, on computer
printouts, and on computer media.
RETRIEVABILITY:
Records are accessed by individual action file number or by the
name of the individual.
SAFEGUARDS:
Paper records are maintained in lockable file cabinets and are
under visual control during duty hours. Access to computer records
requires use of proper password and user identification codes. Access
to and use of these records is limited to those NRC employees whose
official duties require access.
RETENTION AND DISPOSAL:
Significant Enforcement Actions Case Files are permanent records
and are transferred to NARA with related indexes when 20 years old in
accordance with NARA approved schedule N1-431-00-05, Item 3.a(1) and
3.a(4). All other enforcement actions and violations are destroyed 10
years after the actions are cut off, in accordance with NARA approved
schedule N1-431-00-05, Item 3.b(1) and 3.b(4).
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Enforcement, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in the records is primarily obtained from NRC
inspectors and investigators and other NRC employees, individuals to
whom a record pertains, authorized representatives for these
individuals, and NRC licensees, vendors, other individuals regulated by
the NRC, and persons making allegations to the NRC.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-4
SYSTEM NAME:
Conflict of Interest Files--NRC.
SYSTEM LOCATION:
Office of the General Counsel, NRC, One White Flint North, 11555
Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who are employees, Special Government employees, former
employees, advisory committee members, and consultants of NRC.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to:
a. General biographical data (i.e., name, birth date, home address,
position title, home and business telephone numbers, citizenship,
educational history, employment history, professional society
memberships, honors, fellowships received, publications, licenses, and
special qualifications);
b. Financial status (i.e., nature of financial interests and in
whose name held, creditors, character of indebtedness, interest in real
property, monthly U.S. Civil Service Annuity, and status as Uniformed
Services Retired Officer);
c. Certifications by employees that they and members of their
families are in compliance with the Commission's stock ownership
regulations;
d. Requests for approval of outside employment by NRC employees and
NRC responses thereto;
e. Advice and determinations (i.e., no conflict or apparent
conflict of interest, questions requiring resolution, steps taken
toward resolution); and
f. Information pertaining to appointment (i.e., proposed period of
NRC service, estimated number of days of NRC employment during period
of service, proposed pay, clearance status, description of services to
be performed and explanation of need for the services, justification
for proposed pay, description of expenses to be reimbursed and dollar
limitation, and description of Government-owned property to be in
possession of appointee).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 CFR 2634-2641, 5801; 18 U.S.C. 201-209; Executive Order 12731;
Ethics in Government Act of 1978; as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
[[Page 57584]]
a. To provide the Department of Justice, Office of Personnel
Management, Office of Government Ethics, Office of Special Counsel,
and/or Merit Systems Protection Board with information concerning an
employee in instances where this office has reason to believe a Federal
law may have been violated or where this office desires the advice of
the Department, Office, or Board concerning potential violations of
Federal law; and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are maintained in file folders. Records are also
maintained on computer media.
RETRIEVABILITY:
Records are accessed by name.
SAFEGUARDS:
Records are maintained in locked file cabinets and in computer
files that can only be accessed by the appropriate personnel.
RETENTION AND DISPOSAL:
Financial disclosure records are destroyed when 6 years old in
accordance with GRS 25-2.a and GRS 25-2.b; except that documents needed
in an ongoing investigation will be retained until no longer needed in
the investigation. Computer files are deleted after the expiration of
the retention period authorized for the disposable hard copy file or
when no longer needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant General Counsel for Legal Counsel, Legislation, and
Special Projects, Office of the General Counsel, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records either comes from the
individual to whom it applies, or is derived from information he or she
supplied, or comes from the office to which the individual is to be
assigned, other NRC offices, or other persons such as attorneys.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-5
SYSTEM NAME:
Contracts Records Files--NRC.
SYSTEM LOCATION:
Primary system--Division of Contracts, NRC, Two White Flint North,
11545 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist, in part, at the
locations listed in Addendum I, Parts 1 and 2, in working files
maintained by the assigned office project manager and in the NRC's
Agencywide Documents Access and Management System (ADAMS).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees substantially involved with contracting, such as
Project Officers and Procurement Officials. Persons who are employed as
NRC contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain personal information (such as technical
qualifications, education, rates of pay, employment history) of
contractors and their employees, and other contracting records. They
also contain evaluations, recommendations, and reports of NRC
Acquisition Officials, assessment of contractor performance, invoice
payment records, and related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3301; 31 U.S.C. 3511; 48 CFR Subpart 4.8; NRC Management
Directive 3.53, Records Management.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To provide information to the Federal Procurement Data Center,
Department of Health and Human Services, Defense Contract Audit Agency,
General Accounting Office, and other Federal agencies for audits and
reviews; and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders and on computer
media.
RETRIEVABILITY:
Paper records are accessed by contract number, taxpayer
identification number (TIN), or purchase order number; and are cross-
referenced to the automated system that contains the name of the
contractor, vendor, project officer, procurement official, or
contractor manager.
SAFEGUARDS:
File folders are maintained in unlocked conserver files in a key
code locked room. Access to and use of these records are limited to
those persons whose official duties require such access. Access to
automated systems is protected by password and roles and
responsibilities.
RETENTION AND DISPOSAL:
Records for transactions of more than $100,000 are destroyed 6
years and 3 months after final payment, in accordance with GRS 3-
3.a(1)(a). Transactions of $100,000 or less are destroyed 3 years after
final payment in accordance with GRS 3-3.a(1)(b). Records are destroyed
through regular trash disposal system, except for confidential business
(proprietary) information which is destroyed by shredding. Electronic
records are retained until no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Contracts, Office of Administration, U.S.
Nuclear Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
[[Page 57585]]
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information was received
in confidence and will not be disclosed to the extent that disclosure
would reveal confidential business (proprietary) information.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records comes from the contractor or
potential contractor or NRC employee.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), the Commission has
exempted portions of this system of records from 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of the NRC regulations.
NRC-6
SYSTEM NAME:
Department of Labor (DOL) Discrimination Cases--NRC.
SYSTEM LOCATION:
Primary system--Office of Enforcement, NRC, One White Flint North,
11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in whole or in part,
in the Office of the General Counsel, NRC, One White Flint North, 11555
Rockville Pike, Rockville, Maryland, and in enforcement coordinators'
offices at NRC Regional Offices at the addresses listed on Addendum I,
Part 2. The duplicate systems in the Regional Offices would ordinarily
be limited to the cases filed in each Region.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed complaints with the Department of Labor
(DOL) concerning alleged acts of discrimination in violation of section
211 of the Energy Reorganization Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system consists of files arranged alphabetically by name to
track complaints filed by individuals with DOL under section 211 of the
Energy Reorganization Act. These files include documents related to,
and provided by, the DOL including copies of complaints, correspondence
between the parties, and decisions by the Regional Administrators of
DOL's Occupational, Safety, and Health Administration, Administrative
Law Judges, and the Administrative Review Board.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2201, as amended; 42 U.S.C. 2282, as amended; 42 U.S.C.
5851, as amended; 10 CFR 30.7, 40.7, 50.7, 60.9, 61.9, 70.7, and 72.10.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
Any of the routine uses specified in the Prefatory Statement of
General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders, on computer
printouts, and on computer media.
RETRIEVABILITY:
Records are accessed by the name of the individual who has filed a
complaint with DOL.
SAFEGUARDS:
Paper records are maintained in lockable file cabinets. Access to
computer records requires use of proper password and user
identification codes. Access to and use of these records are limited to
those NRC employees whose official duties require access.
RETENTION AND DISPOSAL:
Nonrecord materials are destroyed when no longer needed by NRC.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Enforcement, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Information received from the
Department of Labor is treated by DOL as public information and subject
to disclosure under applicable laws.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Individuals to whom a record pertains, attorneys for these
individuals, union representatives serving as advisors to these
individuals, NRC licensees, NRC staff, and DOL.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-7
SYSTEM NAME:
Call Detail Records--NRC.
SYSTEM LOCATION:
Office of the Chief Information Officer, NRC, Two White Flint
North, 11545 Rockville Pike, Rockville, MD, and NRC's Regional offices
I-IV listed in Addendum I, Part 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals utilizing NRC telecommunication services, including the
recipients of long distance and cellular calls.
CATEGORIES OF RECORDS IN THE SYSTEM:
Call detail records of calls originating from or otherwise billed
to NRC including, but not limited to, originating and destination
telephone numbers, cities, States, date, time, cost, duration, and
agency billing hierarchy code.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101 et seq.; 41 CFR 101-35.1, Use of Government
Telephones; 41 CFR part 101, Subchapter B, Management and Use of
Information and Records; NRC Management Directive 3.53, Records
Management.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To determine an individual's responsibility for telephone calls;
b. To assist in the planning and effective management of NRC
telecommunication services, and to determine that those services are
being used in an efficient and economical manner;
[[Page 57586]]
c. To verify invoices for telecommunication services; and
d. For the routine uses specified in paragraphs 1, 3, 5, and 6 of
the Prefatory Statement of General Routine Uses.
DISCLOSURES TO CONSUMER REPORTING AGENCIES:
Disclosures under 5 U.S.C. 552a(b)(12) may be made from this system
to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained in paper files and on computer media.
RETRIEVABILITY:
Accessed by telephone number or organizational code.
SAFEGUARDS:
Maintained in locking file cabinets or locked rooms. Computer files
are password protected. Access to and use of these records are limited
to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
Records pertaining to employee phone use are destroyed when 3 years
old in accordance with GRS 12-4. Records pertaining to location of
telephone equipment, equipment requests, and phone service are
destroyed when 3 years old in accordance with GRS 12-2.b.
SYSTEM MANAGER(S) AND ADDRESS:
Headquarters: Director, Infrastructure and Computer Operations
Division, Office of the Chief Information Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
Regional Offices I-IV: The appropriate Director, Division of
Resource Management and Administration, at the locations listed in
Addendum I, Part 2.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Call detail data from telecommunications service providers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-8
SYSTEM NAME:
Employee Appeals, Grievances, and Complaints Records--NRC.
SYSTEM LOCATION:
Primary system--Office of Human Resources, NRC, Two White Flint
North, 11545 Rockville Pike, Rockville, Maryland.
Duplicate system--A duplicate system may be maintained, in whole or
in part, in the Office of the General Counsel, NRC, One White Flint
North, 11555 Rockville Pike, Rockville, Maryland, and at NRC's Regional
Offices at locations listed in Addendum I, Part 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for NRC employment, current and former NRC employees,
and annuitants who have filed written complaints brought to the Office
of Human Resource's attention or initiated grievances or appeal
proceedings as a result of a determination made by the NRC, Office of
Personnel Management, and/or Merit Systems Protection Board, or a Board
or other entity established to adjudicate such grievances and appeals.
CATEGORIES OF RECORDS IN THE SYSTEM:
Includes all documents related to disciplinary actions, adverse
actions, appeals, complaints, grievances, arbitrations, and negative
determinations regarding within-grade salary increases. It contains
information relating to determinations affecting individuals made by
the NRC, Office of Personnel Management, Merit Systems Protection
Board, arbitrators or courts of law. The records consist of the initial
appeal or complaint, letters or notices to the individual, records of
hearings when conducted, materials placed into the record to support
the decision or determination, affidavits or statements, testimony of
witnesses, investigative reports, instructions to an NRC office or
division concerning action to be taken to comply with decisions, and
related correspondence, opinions, and recommendations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3591, 5 U.S.C. 4303, as amended, 5 U.S.C. 7503; 42 U.S.C.
2201(d), as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To furnish information to the Office of Personnel Management
and/or Merit Systems Protection Board under applicable requirements
related to grievances and appeals;
b. To provide appropriate data to union representatives and third
parties (that may include the Federal Services Impasses Panel and
Federal Labor Relations Authority) in connection with grievances,
arbitration actions, and appeals; and
c. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders and binders and on
computer media.
RETRIEVABILITY:
Records are retrieved by individual's name.
SAFEGUARDS:
Maintained in locked file cabinets and in a password-protected
automated system available only to Labor Relations personnel. Access to
and use of these records are limited to those persons whose official
duties require such access.
RETENTION AND DISPOSAL:
Records related to grievances, appeals, and adverse actions are
destroyed seven years after the cases are closed in accordance with GRS
1-30.a and GRS 1-30.b, and computer files are destroyed after the
period authorized for the related hard copy files or when no longer
needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Organization and Labor Relations, Office of Human Resources,
U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001.
[[Page 57587]]
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information was received
in confidence and will not be disclosed to the extent that disclosure
would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Individuals to whom the record pertains, NRC, Office of Personnel
Management and/or Merit Systems Protection Board officials; affidavits
or statements from employees, union representatives, or other persons;
testimony of witnesses; official documents relating to the appeal,
grievance, or complaint; Official Personnel Folder; and other Federal
agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-9
SYSTEM NAME:
Office of Small Business and Civil Rights Discrimination Complaint
Files--NRC.
SYSTEM LOCATION:
Primary system--Office of Small Business and Civil Rights, NRC, Two
White Flint North, 11545 Rockville Pike, Rockville, Maryland.
Duplicate system--A duplicate system exists, in part, in the Office
of the General Counsel, NRC, One White Flint North, 11555 Rockville
Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for NRC employment and current and former NRC employees
who have initiated EEO counseling and/or filed a formal complaint of
employment discrimination under Title VII of the Civil Rights Act, the
Age Discrimination in Employment Act, the Equal Pay Act, and the
Rehabilitation Act. Individuals in the United States in education
programs or activities receiving Federal financial assistance from the
NRC who initiated an informal complaint and/or filed a formal complaint
of sex discrimination under Title IX of the Civil Rights Act.
Individuals in the United States in programs or activities receiving
Federal financial assistance from the NRC who initiated an informal
complaint and/or filed a formal complaint of discrimination under Title
VI of the Civil Rights Act, the Age Discrimination Act of 1975, Section
504 of the Rehabilitation Act of 1973, and Title IV of the Energy
Reorganization Act of 1974, as amended.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records may contain copies of written reports by
counselors; investigative files; administrative files, including
documentation of withdrawn and/or dismissed complaints; complainant's
name, title, and grade; types and theories of discrimination alleged;
description of action and conditions giving rise to complaints,
settlement agreements, and compliance documents; description of
corrective and/or remedial actions; description of disciplinary
actions, if any; request for hearings, procedural information, and
hearing transcripts; procedural information and forms regarding
Alternative Dispute Resolution (ADR); Equal Employment Opportunity
Commission (EEOC), Merit System Protection Board (MSPB), Department of
Education, and Department of Justice findings, analyses, decisions and
orders; final agency decisions and final actions; and notices of intent
to file in Federal district court, notices of cases filed in Federal
district court, and Federal court decisions
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 U.S.C. 206(d), as amended; 29 U.S.C. 633a, as amended; 29 U.S.C.
791 et seq.; 42 U.S.C. 2000e-16, as amended; 42 U.S.C. 5891; Executive
Order (E.O.) 11246; E.O. 11375; E.O. 12086; E.O. 13166; 29 CFR part
1614; 10 CFR part 4; and Public Law 107-174, Notification and Federal
Employee Anti-discrimination and Retaliation Act of 2002.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To furnish information related to discrimination complaints to
the Equal Employment Opportunity Commission, the Office of Personnel
Management, the Merit Systems Protection Board, the Department of
Justice, the Department of Education, Health and Human Services, Office
of Management and Budget, and Congress, under applicable requirements;
and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained in file folders, binders, and on computer media.
RETRIEVABILITY:
Accessed by name and docket number.
SAFEGUARDS:
Paper records are maintained in locked file cabinets. Automated
system is password protected. Access to and use of these records are
limited to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
Official Discrimination Complaint Case Files are destroyed four
years after the resolution of the case in accordance with GRS 1-25.a.
Computer files are destroyed after the period authorized for the
related hard copy files or when no longer needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Civil Rights Program Manager, Office of Small Business and Civil
Rights, U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information was received
in confidence and will not be disclosed to the extent that disclosure
would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
[[Page 57588]]
RECORD SOURCE CATEGORIES:
Individual to whom the record pertains, counselors, mediators,
investigators, NRC staff, Office of Human Resources, the Equal
Employment Opportunity Commission, the Office of Personnel Management,
the Merit Systems Protection Board, the Department of Justice and/or
Department of Education officials, affidavits or statements from
complainants, testimony of witnesses, and official documents relating
to the complaints.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(5), the Commission has exempted
portions of this system of records from 5 U.S.C. 552(c)(3), (d), (e)(4)
(G), (H), and (I), and (f). The exemption rule is contained in 10 CFR
9.95 of the NRC regulations.
NRC-10
SYSTEM NAME:
Freedom of Information Act (FOIA) and Privacy Act (PA) Requests
Records--NRC.
SYSTEM LOCATION:
Primary system--FOIA/Privacy Team, Records and FOIA/Privacy
Services Branch, Information and Records Services Division, Office of
the Chief Information Officer, NRC, Two White Flint North, 11545
Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in part, at the
locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who have made FOIA or PA requests for NRC records.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains copies of the written requests from
individuals or organizations made under the FOIA or PA, the NRC
response letters, and related records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552 and 552a; 42 U.S.C. 2201, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. If an appeal or court suit is filed with respect to any records
denied;
b. For preparation of reports required by 5 U.S.C. 552 and 5 U.S.C.
552a;
c. To another Federal agency when consultation or referral is
required to process a request; and
d. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses. Some of the FOIA records are made publicly
available in the Public Electronic Reading Room accessible through the
NRC Web site, http://www.nrc.gov.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper, CD ROM, audio and video tapes, and
disks in file folders; and on computer media.
RETRIEVABILITY:
Accessed by unique assigned number for each request and by
requester's name.
SAFEGUARDS:
Records are maintained in locked file cabinets that are kept in
locked rooms. Computerized records are password protected. Access to
and use of these records are limited to those persons whose official
duties require such access.
RETENTION AND DISPOSAL:
Records are retained in hard copy or electronic record format for 2
years from date of reply if the request is granted in accordance with
GRS 14-11.a(1), 6 years if denied in accordance with GRS 14-11.a(3)(a),
and 6 years from date of final determination, if appealed, in
accordance with GRS 14-12.a. The FOIA/PA official files are on paper
and in electronic form. FOIA/PA records are disposed of by placement in
receptacles designated for classified and sensitive unclassified waste.
SYSTEM MANAGER(S) AND ADDRESS:
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, FOIA/
Privacy Team, Records and FOIA/Privacy Services Branch, Information and
Records Services Division, Office of the Chief Information Officer,
U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Requests are made by individuals. The response to the request is
based upon information contained in NRC records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-11
SYSTEM NAME:
General Personnel Records (Official Personnel Folder and Related
Records)--NRC.
SYSTEM LOCATION:
Primary system--For Headquarters and all Senior Executive Service
(SES) personnel, Office of Human Resources, NRC, One and Two White
Flint North, 11555 and 11545 Rockville Pike, Rockville, Maryland. For
Regional personnel, at Regional Offices I-IV listed in Addendum I, Part
2. NRC has an interagency agreement with the U.S. Department of the
Interior, Federal Personnel/Payroll System, in Denver, Colorado, to
maintain electronic personnel and payroll information for its employees
as of November 2, 2003.
Duplicate system--Duplicate systems exist, in part, within the
organization where the employee actually works for administrative
purposes, at the locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM;
Current NRC employees and those formerly employed by the NRC
(terminated through death, resignation, retirement, or separation).
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains personnel records that document an
individual's Federal career and includes notification of personnel
action (SF-50) and documents supporting the action taken; life
insurance, thrift savings plan, health benefits and related beneficiary
forms; letters of disciplinary action; notices of reductions-in-force;
and other records retained in accordance with Office of Personnel
Management's Guide to Personnel Recordkeeping. These records include
employment information such as personal qualification statements (SF-
171 and OF-612), resumes, and related documents including information
about an individual's birth
[[Page 57589]]
date, social security number, veterans preference status, tenure,
minority group designator, physical handicaps, past and present
salaries, grades, position titles; employee locator forms identifying
home and work address, phone numbers and emergency contacts; and
certain medical records related to initial appointment and employment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7901; 42 U.S.C. 290dd-2; 42 U.S.C. 290ee-1; 42 U.S.C.
2201(d); Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In accordance with an interagency agreement the NRC may disclose
records to the U.S. Department of the Interior (DOI), Federal
Personnel/Payroll System (FPPS), in order to effect the maintenance of
electronic personnel records on behalf of the NRC related to its
employees.
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses; or, where determined to be
appropriate and necessary, the NRC may authorize DOI to make the
disclosure:
a. By the Office of Personnel Management (OPM) and/or Merit Systems
Protection Board for making a decision when an NRC employee or former
NRC employee questions the validity of a specific document in an
individual's record;
b. To provide information to a prospective employer of a Government
employee. Upon transfer of the employee to another Federal agency, the
information is transferred to such agency;
c. To store all personnel actions and related documentation, OPM
investigations, OIG investigations, security investigations, determine
eligibility for Federal benefits, employment verification, and to
update monthly Central Personnel Data File (CPDF);
d. To provide statistical reports to Congress, agencies, and the
public on characteristics of the Federal work force;
e. To provide information to the Office of Personnel Management
and/or Merit Systems Protection Board for review and audit purposes;
f. To provide members of the public with the names, position
titles, grades, salaries, appointments (temporary or permanent), and
duty stations of employees;
g. For medical records, to provide information to the Public Health
Service in connection with Health Maintenance Examinations and to other
Federal agencies responsible for Federal benefit programs administered
by the Department of Labor (Office of Workers' Compensation Programs)
and the Office of Personnel Management; and
h. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders and on computer
media. Beginning November 2, 2003, electronic records are maintained in
the Department of the Interior's (DOI) Federal Personnel/Payroll System
(FPPS). Electronic records prior to November 2, 2003, are maintained at
NRC in the Human Resources Management System (HRMS).
RETRIEVABILITY:
Records are retrieved by name and/or social security number.
SAFEGUARDS:
Official Personnel Folders are maintained in locking cabinets in a
keypad locked room and related documents may be maintained in unlocked
file cabinets or an electromechanical file organizer. Automated systems
are password protected. Access to and use of these records are limited
to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
The Official Personnel Folder is sent to the next Federal employing
office if the employee transfers, or to the National Personnel Records
Center within 30 days of the date of the employee's separation from the
Federal service in accordance with GRS 1-1.b-OPF. Correspondence and
forms maintained on the left side of the Official Personnel Folder are
temporary records and are maintained for the periods of time specified
in The Guide to Personnel Recordkeeping or other agency guidelines in
accordance with GRS 1-10. Computer records are retained until no longer
needed.
SYSTEM MANAGER(S) AND ADDRESS:
For Headquarters and all NRC SES employees--Chief, Human Resources
Services and Operations, Office of Human Resources, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
For Region I-IV non-SES employees--The appropriate Regional
Personnel Officer at the locations listed in Addendum I, Part 2.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records comes from the individual to
whom it applies; is derived from information supplied by that
individual; or is provided by agency officials, other Federal agencies,
universities, other academic institutions, or persons, including
references, private and Federal physicians, and medical institutions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(5) and (k)(6), the Commission has
exempted portions of this system of records from 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of the NRC regulations.
NRC-12
SYSTEM NAME:
Child Care Tuition Assistance Program Records--NRC.
SYSTEM LOCATION:
Federal Employee Education and Assistance Fund (FEEA), 8441 W.
Bowles Avenue, Suite 200, Littleton, Colorado.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees who voluntarily apply for child care tuition
assistance.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include application forms for child care tuition
assistance containing personal information about the employee (parent),
their spouse (if
[[Page 57590]]
applicable), their child/children, and their child care provider,
including name, social security number, employer, grade, home and work
telephone numbers, home and work addresses, total family income, name
of child on whose behalf the parent is applying for tuition assistance,
child's date of birth; information on child care providers used,
including name, address, provider license number and State where
issued, tuition cost, and provider tax identification number; and
copies of IRS Form 1040 or 1040A for verification purposes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 107-67, section 630 and Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To the Office of Personnel Management to provide statistical
reports; and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSITION OF RECORDS IN THE SYSTEM:
STORAGE:
Information maintained on paper forms and on computers at the FEEA
contractor site.
RETRIEVABILITY:
Information may be retrieved by employee name or social security
number.
SAFEGUARDS:
When not in use by an authorized person, paper records are stored
in lockable file cabinets and computer records are protected by the use
of passwords.
RETENTION AND DISPOSAL:
The records in this system are currently unscheduled and must be
retained until the National Archives and Records Administration (NARA)
approves a records disposition schedule for this material.
SYSTEM MANAGER AND ADDRESS:
Director, Office of Human Resources, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information is obtained from NRC employees who apply for child care
tuition assistance and their child care provider. Furnishing of the
information is voluntary.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-13
SYSTEM NAME:
Incentive Awards Files--NRC.
SYSTEM LOCATION:
Primary system--Office of Human Resources, NRC, Two White Flint
North, 11545 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in part, within the
organization where the employee actually works, at the locations listed
in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former NRC employees who merit special recognition for
achievements either within or outside the employee's job
responsibilities. Awards include both NRC awards and awards of other
agencies and organizations for which NRC employees are eligible.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records contains employee's name, title, office,
grade, and salary; justification to support recommendation and
authorization for cash award; monetary amount of cash award; actions by
approving officials; record of individuals receiving awards;
suggestions and evaluations of suggestions; citation to be used; and
related documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 4501-4513, 5336.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. By other Government agencies or organizations to process and
approve nominations or awards;
b. By the Office of the Attorney General and the President of the
United States in reviewing recommended awards;
c. To make reports to the Office of Personnel Management and/or
Merit Systems Protection Board;
d. By other Government agencies to recommend whether suggestions
should be adopted in instances where the suggestion made by an NRC
employee affects the functions or responsibilities of the agencies; and
e. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and computer media.
RETRIEVABILITY:
Information is accessed by name, type of award, office, and year of
award.
SAFEGUARDS:
Maintained in locking file cabinets and in a password-protected
computer system. Access to and use of these records is limited to those
persons whose official duties require such access.
RETENTION AND DISPOSAL:
a. Records relating to meritorious and distinguished service awards
made at the Commission level, excluding those in the Official Personnel
Folder, are permanent in accordance with NRCS 2-22.3.a;
b. Case files pertaining to NRC-sponsored awards, excluding those
for departmental-level awards, are destroyed 2 years after approval or
disapproval in accordance with GRS 1-12.a(1);
c. Correspondence pertaining to awards from other Federal agencies
or non-Federal organizations are destroyed when 2 years old in
accordance with GRS 1-12.a(2);
[[Page 57591]]
d. Letters of commendation and appreciation, excluding copies filed
in the Official Personnel Folder, are destroyed when 2 years old in
accordance with GRS 1-12.c;
e. Lists and indexes to agency award nominations are destroyed when
superseded or obsolete in accordance with GRS 1-12.d; and
f. Computer files are continually updated and information deleted
when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, Human Resources Services and Benefits, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
NRC employees, other agencies and organizations, and Official
Personnel Folders.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-14
SYSTEM NAME:
Employee Assistance Program Files--NRC.
SYSTEM LOCATION:
Office of Human Resources, NRC, Two White Flint North, 11545
Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees or family members who have been counseled by or
referred to the Employee Assistance Program (EAP) for problems relating
to alcoholism, drug abuse, job stress, chronic illness, family or
relationship concerns, and emotional and other similar issues.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains records of NRC employees or their families who
have participated in the EAP and the results of any counseling or
referrals which may have taken place. The records may contain
information as to the nature of each individual's problem, subsequent
treatment, and progress.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7901; 21 U.S.C. 1101; 42 U.S.C. 290dd-1 and 290dd-2; 44
U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. For statistical reporting purposes; and
b. Any disclosure of information pertaining to an individual will
be made in compliance with the Confidentiality of Alcohol and Drug
Abuse Patient Records regulations, 42 CFR Part 2, as authorized by 42
U.S.C. 290dd-2, as amended.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and on computer media.
RETRIEVABILITY:
Information accessed by the EAP identification number and name of
the individual.
SAFEGUARDS:
Files are maintained in a safe under the immediate control of the
Employee Assistance and Wellness Services Manager.
RETENTION AND DISPOSAL:
Employee counseling files are destroyed 3 years after termination
of counseling in accordance with GRS 1-26.a. Information contained in
the related statistical database is destroyed when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, Employee Assistance and Wellness Services, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information compiled by the Manager, Employee Assistance and
Wellness Services, and the Employee Assistance Program contractor
during the course of counseling with an NRC employee or members of the
employee's family.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-15 (Revoked.)
RC-16
SYSTEM NAME:
Facility Operator Licensees Record Files (10 CFR Part 55)--NRC.
SYSTEM LOCATION:
For power reactors, at the appropriate Regional Office at the
address listed in Addendum I, Part 2; for nonpower (test and research)
reactor facilities, at the Operator Licensing and Human Performance
Section, Reactor Operations Branch, Division of Inspection Program
Management, Office of Nuclear Reactor Regulation, NRC, One White Flint
North, 11555 Rockville Pike, Rockville, Maryland. The Operator
Licensing Tracking System (OLTS) is located at NRC Headquarters and is
accessible by the four Regional Offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals licensed under 10 CFR part 55, new applicants whose
applications are being processed, and individuals whose licenses have
expired.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information pertaining to 10 CFR part 55
applicants for a license, licensed operators, and individuals who
previously held licenses. This includes applications for a license,
license and denial letters, and related correspondence; correspondence
relating to actions taken against a licensee; 10 CFR 50.74
notifications; certification of medical examination and related medical
information; fitness for duty information; examination results and
other docket information.
[[Page 57592]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2137 and 2201(i).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To determine if the individual meets the requirements of 10 CFR
part 55 to take an examination or to be issued an operator's license;
b. To provide researchers with information for reports and
statistical evaluations related to selection, training, and examination
of facility operators;
c. To provide examination, testing material, and results to
facility management; and
d. For any of the routine uses specified in paragraph numbers 1, 2,
4, 5, and 6 of the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper logs, paper in file folders, and computer
media.
RETRIEVABILITY:
Records are accessed by name and docket number.
SAFEGUARDS:
Maintained in locked file cabinets or an area that is locked.
Computer access requires password. Access to and use of these records
are limited to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
a. Reactor Operator Licensees Records: Inactive case files (i.e.,
after latest license expiration/termination/revocation, application
denial or withdrawal, or issuance of denial letter), are retired after
3 years to the Federal Records Center, and destroyed after 10 years in
accordance with NRCS 2-24.13.
b. Operator Licensing Tracking System: Retained as long as system
is operational. Destroyed 2 years after system terminates.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Operator Licensing and Human Performance Section, Reactor
Operations Branch, Division of Inspection Program Management, Office of
Nuclear Reactor Regulation, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system comes from the individual applying for a
license, the Part 50 licensee, a licensed physician, members of the
Operator Licensing and Human Performance Section, Reactor Operations
Branch or regional operator licensing branches, and other NRC and
contractor personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-17
SYSTEM NAME:
Occupational Injuries and Illness Records--NRC.
SYSTEM LOCATION:
Primary system--For Headquarters personnel, Office of Human
Resources, NRC, Two White Flint North, 11545 Rockville Pike, Rockville,
Maryland.
For Regional personnel, at each of the Regional Offices listed in
Addendum I, Part 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former NRC employees who report an occupational injury
or illness.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information regarding the location and
descriptions of the injury or illness, treatment, and disposition as
well as copies of Workman's Compensation claim forms.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7902, as amended; 29 U.S.C. 657(c), as amended; Executive
Order (E.O.) 12196; E.O. 12223; E.O. 12608.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To prepare periodic statistical reports on employees' health and
injury status for transmission to and review by the Department of
Labor;
b. For transmittal to the Secretary of Labor or an authorized
representative under duly promulgated regulations;
c. For transmittal to the Office of Personnel Management, Merit
Systems Protection Board, and/or Equal Employment Opportunity
Commission as required to support individual claims; and
d. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and on computer media.
RETRIEVABILITY:
Records retrieved by employee name or assigned case number.
SAFEGUARDS:
Maintained in locked file cabinet under visual control of HR staff.
Electronic records are password protected. Access to and use of these
records are limited to those persons whose official duties require such
access.
RETENTION AND DISPOSAL:
Employee case files are destroyed when 5 years old in accordance
with GRS 1-34. Computer files are deleted after the expiration of the
retention period authorized for the disposable hard copy file or when
no longer needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Human Resources, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief
[[Page 57593]]
Information Officer, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001, and comply with the procedures contained in NRC's Privacy
Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
NRC Health Unit; NRC Headquarters and Regional Office reports; and
forms with original information largely supplied by the employees or
their representative, supervisors, witnesses, medical personnel, etc.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-18
SYSTEM NAME:
Office of the Inspector General (OIG) Investigative Records--NRC.
SYSTEM LOCATION:
Office of the Inspector General, NRC, Two White Flint North, 11545
Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals and entities referred to in complaints or actual
investigative cases, reports, accompanying documents, and
correspondence prepared by, compiled by, or referred to the OIG.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system comprises four parts: (1) An automated Investigative
Database Program containing reports of investigations, inquiries, and
other reports closed since 1989; (2) paper files of all OIG and
predecessor Office of Inspector and Auditor (OIA) reports,
correspondence, cases, matters, memoranda, materials, legal papers,
evidence, exhibits, data, and work papers pertaining to all closed and
pending investigations, inquiries, and other reports; (3) paper index
card files of OIG and OIA cases closed from 1970 through 1989; and (4)
an automated Allegations Tracking System that includes allegations
referred to the OIG after 1985, whether or not the allegation
progressed to an investigation, inquiry, or other report, and dates
that the investigation, inquiry, or other report, if any, was opened
and closed.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Inspector General Act of 1978, as amended, 5 U.S.C. App. 3 (2004);
42 U.S.C. 2035(c), 2201(c) (1992), and 5841(f) (1986).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, OIG may disclose information contained in a record in
this system of records without the consent of the subject individual if
the disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To any Federal, State, local, tribal, or foreign agency, or
other public authority responsible for enforcing, investigating, or
prosecuting violations of administrative, civil, or criminal law or
regulation if that information is relevant to any enforcement,
regulatory, investigative, or prosecutive responsibility of the
receiving entity when records from this system of records, either by
themselves or in combination with any other information, indicate a
violation or potential violation of law, whether administrative, civil,
criminal, or regulatory in nature.
b. To public or private sources to the extent necessary to obtain
information from those sources relevant to an OIG investigation, audit,
inspection, or other inquiry.
c. To a Federal, State, local, tribal, or foreign agency, or a
public authority or professional organization if necessary to obtain
information relevant to a decision by NRC or the requesting
organization concerning 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 benefit, or other personnel
action related to the record subject.
d. To a court, adjudicative body before which NRC is authorized to
appear, Federal agency, individual or entity designated by NRC or
otherwise empowered to resolve disputes, counsel or other
representative, or witness or potential witness when it is relevant and
necessary to the litigation if any of the parties listed below is
involved in the litigation or has an interest in the litigation:
1. NRC, or any component of NRC;
2. Any employee of NRC where the NRC or the Department of Justice
has agreed to represent the employee; or
3. The United States, where NRC determines that the litigation is
likely to affect the NRC or any of its components.
e. To a private firm or other entity that OIG or NRC contemplates
it will contract or has contracted for the purpose of performing any
functions or analyses that facilitate or are relevant to an
investigation, audit, inspection, inquiry, or other activity related to
this system of records. The contractor, private firm, or entity needing
access to the records to perform the activity shall maintain Privacy
Act safeguards with respect to information. A contractor, private firm,
or entity operating a system of records under 5 U.S.C. 552a(m) shall
comply with the Privacy Act.
f. To another agency to the extent necessary for obtaining its
advice on any matter relevant to an OIG investigation, audit,
inspection, or other inquiry related to the responsibilities of the
OIG.
g. To a member of Congress or to a congressional staff member in
response to his or her inquiry made at the written request of the
subject individual.
h. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure Pursuant to 5 U.S.C. 552a(b)(12):
Disclosure of information to a consumer reporting agency is not
considered a routine use of records. Disclosures may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information contained in this system is stored manually on index
cards, in files, and in various computer media.
RETRIEVABILITY:
Information is retrieved from the Investigative Database Program by
the name of an individual, by case number, or by subject matter.
Information in the paper files backing up the Investigative Database
Program and older cases closed by 1989 is retrieved by subject matter
and/or case number, not by individual identifier. Information is
retrieved from index card files for cases closed before 1989 by the
name or numerical identifier of the individual or entity under
investigation or by subject matter. Information in the Allegations
Tracking System is retrieved by allegation number, case number, or
name.
[[Page 57594]]
SAFEGUARDS:
The automated Investigative Database Program is accessible only on
one terminal in the OIG, is password protected, and is accessible only
to OIG investigative personnel. Paper files backing up the
Investigative Database Program and older case reports and work papers
are maintained in approved security containers and locked filing
cabinets in a locked room; associated indices, records, diskettes,
tapes, etc., are stored in locked metal filing cabinets, safes, storage
rooms, or similar secure facilities. Index card files for older cases
(1970-1989) are maintained in secure office facilities. All records in
this system are available only to authorized personnel who have a need
to know and whose duties require access to the information. The
Allegations Tracking System is double-password-protected and is
available to only two OIG investigative employees on only one terminal.
RETENTION AND DISPOSAL:
a. Investigative Case Files:
1. Files containing information or allegations that are of an
investigative nature but do not relate to a specific investigation--
Destroy when 5 years old in accordance with NARA approved schedule N1-
431-00-2, Item 1.d.
2. All other investigative files, except those that are unusually
significant--Place in inactive file when case is closed. Cut off
inactive file at end of fiscal year. Destroy 10 years after cutoff in
accordance with NARA approved schedule N1-431-00-2, Item 1.c.
3. Significant cases (those that result in national media
attention, congressional investigation, or substantive changes in
agency policy or procedures). PERMANENT. Cut off closed cases annually.
Transfer to National Archives of the United States 20 years after cut
off in accordance with NARA approved schedule N1-431-00-2, Item 1.b.
b. Index/Indices. Destroy or delete with the related records or
sooner if no longer needed.
c. Investigative Database Program. Delete after 10 years or when no
longer needed, whichever is later.
d. Allegation Tracking System. Destroy when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Inspector General, U.S. Nuclear Regulatory Commission, Washington,
DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Information classified under
Executive Order 12958 will not be disclosed. Information received in
confidence will be maintained under the Inspector General Act, 5 U.S.C.
App. 3, and the Commission's Policy Statement on Confidentiality,
Management Directive 8.8, ``Management of Allegations.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
The information in this system of records is obtained from sources
including, but not limited to, the individual record subject; NRC
officials and employees; employees of Federal, State, local, and
foreign agencies; and other persons.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Under 5 U.S.C. 552a(j)(2), the Commission has exempted this system
of records from subsections (c)(3) and (4), (d)(1)-(4), (e)(1)-(3),
(5), and (8), and (g) of the Act. This exemption applies to information
in the system that relates to criminal law enforcement and meets the
criteria of the (j)(2) exemption. Under 5 U.S.C. 552a(k)(1), (k)(2),
(k)(5), and (k)(6), the Commission has exempted portions of this system
of records from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f). The exemption rule is contained in 10 CFR 9.95 of the NRC
regulations.
NRC-19
SYSTEM NAME:
Official Personnel Training Records Files--NRC.
SYSTEM LOCATION:
Primary system--Office of Human Resources, NRC, Two White Flint
North, 11545 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist, in part, within the
organization where the NRC employee works, at the locations listed in
Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied for or were selected for either NRC or
other Government/non-Government training courses or programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to an individual's
educational background and training courses including training requests
and authorizations, evaluations, and supporting documentation, and
other related personnel information, including but not limited to,
individual's name, address, telephone number, position title,
organization, and grade.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3396; 5 U.S.C. 4103; Executive Order (E.O.) 9397; E.O.
11348, as amended by E.O. 12107.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. Extracted from the records and made available to the Office of
Personnel Management; other Federal, State, and local government
agencies; and educational institutions for use in training programs;
and
b. Disclosed for the routine uses specified in paragraph numbers 5
and 6 of the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are maintained in file folders. Computerized data is
maintained in the Learning Management System (Contractor site: MCI
Center, Ashburn, Virginia.)
RETRIEVABILITY:
Information is accessed by name, user identification number, course
number, or course session number.
SAFEGUARDS:
Electronic records are maintained in a password protected computer
system, Government online Learning Center hosting site. Paper is
maintained in lockable file cabinets and file rooms. Access to and use
of these records is limited to those persons whose official duties
require such access, with level of access controlled by roles and
responsibilities.
[[Page 57595]]
RETENTION AND DISPOSAL:
Paper forms are retained for 5 years, then destroyed by shredding
in accordance with GRS 1-29.b. Information in the Learning Management
System is maintained until no longer needed for statistical and
historical reference.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Director for Training and Development, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information is provided by the individual to whom it applies, the
employee's supervisor, and training groups, agencies, or educational
institutions and learning activities.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-20
SYSTEM NAME:
Official Travel Records--NRC.
SYSTEM LOCATION:
Primary system--Division of Financial Services, Office of the Chief
Financial Officer, NRC, Two White Flint North, 11545 Rockville Pike,
Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in part, within the
organization where the employee actually works for administrative
purposes, at the locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former NRC employees, prospective NRC employees,
consultants, and invitational travelers for NRC programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain requests and authorizations for official
travel, travel vouchers, passports, and related documentation, which
includes, but is not limited to, an individual's name and social
security number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 5701; 31 U.S.C. 716, 1104, 1108, 3511, 3512, 3701, 3711,
3717, 3718; Federal Travel Regulations, 41 CFR parts 301-304; Federal
Property Management Regulations, 41 CFR part 101-41; Executive Order
9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. For transmittal to the U.S. Treasury for payment;
b. For transmittal to the Department of State or an embassy for
passports or visas;
c. For transmittal to the General Services Administration and the
Office of Management and Budget for required periodic reporting; and
d. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure Pursuant to 5 U.S.C. 552a(b)(12):
Disclosures of information to a consumer reporting agency are not
considered a routine use of records. Disclosures may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders, on computer media, and on
magnetic tape.
RETRIEVABILITY:
Records are accessed by name, social security number, authorization
number, and voucher payment schedule number.
SAFEGUARDS:
Maintained in key locked file cabinets in same room as users and in
conserver files in a passcode locked room. Passports and visas are
maintained in a locked file cabinet. For electronic records, an
identification number, a password, and assigned access to specific
programs are required in order to retrieve information.
RETENTION AND DISPOSAL:
Paper records are retained for 6 years and 3 months after period
covered by account, then destroyed through regular trash disposal
system in accordance with GRS 9-1.a. Electronic records are deleted
after the expiration of the retention period authorized for the
disposable hard copy file or when no longer needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Payment Policy and Obligations Team, Division of Financial
Services, Office of the Chief Financial Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information is provided by the individual, the organizational
component approving the travel, and outside transportation agents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-21
SYSTEM NAME:
Payroll Accounting Records--NRC.
SYSTEM LOCATION:
Primary system--Division of Financial Services, Office of the Chief
Financial Officer, NRC, Two White Flint North, 11545 Rockville Pike,
Rockville, Maryland. NRC has an interagency agreement with the
Department of the Interior, Federal Personnel/Payroll
[[Page 57596]]
System, in Denver, Colorado, to maintain electronic personnel
information and conduct payroll-related activities for its employees as
of November 2, 2003.
Duplicate system--Duplicate systems exist, in part, within the
organization where the employee actually works for administrative
purposes, at the locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former NRC employees, Special Government Employees, and
consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Pay, leave, allowance histories, and labor activities, which
includes, but is not limited to, an individual's name and social
security number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Pub. L. 104-193, Personal Responsibility and Work Opportunity
Reconciliation Act of 1996; 5 U.S.C. 6334; 31 U.S.C. 716, 1104, 1108,
1114, 3325, 3511, 3512, 3701, 3711, 3717, 3718; Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In accordance with an interagency agreement the NRC may disclose
records to the U.S. Department of the Interior (DOI), Federal
Personnel/Payroll System (FPPS), in order to effect all financial
transactions on behalf of the NRC related to employee pay.
Specifically, the DOI/FPPS may effect employee pay or deposit funds on
behalf of NRC employees, and/or it may withhold, collect or offset
funds from employee salaries as required by law or as necessary to
correct overpayment or amounts due.
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses; or, where determined to be
appropriate and necessary, the NRC may authorize DOI to make the
disclosure:
a. For transmittal of data to U.S. Treasury to effect issuance of
paychecks to employees and consultants and distribution of pay
according to employee directions for savings bonds, allotments,
financial institutions, and other authorized purposes including the
withholding and reporting of Thrift Savings Plan deductions to the
Department of Agriculture's National Finance Center;
b. For reporting tax withholding to Internal Revenue Service and
appropriate State and local taxing authorities;
c. For FICA deductions to the Social Security Administration;
d. For dues deductions to labor unions;
e. For withholding for health insurance to the insurance carriers
by the Office of Personnel Management;
f. For charity contribution deductions to agents of charitable
institutions;
g. For annual W-2 statements to taxing authorities and the
individual;
h. For transmittal to the Office of Management and Budget for
financial reporting;
i. For withholding and reporting of retirement, re-employed
annuitants, and life insurance information to the Office of Personnel
Management;
j. For transmittal of information to State agencies for
unemployment purposes;
k. For transmittal to the Office of Child Support Enforcement,
Administration for Children and Families, Department of Health and
Human Services Federal Parent Locator System and Federal Tax Offset
System for use in locating individuals and identifying their income
sources to establish paternity, establish and modify orders of support,
and for enforcement action;
l. For transmittal to the Office of Child Support Enforcement for
release to the Social Security Administration for verifying social
security numbers in connection with the operation of the Federal Parent
Locator System by the Office of Child Support Enforcement;
m. For transmittal to the Office of Child Support Enforcement for
release to the Department of Treasury for purpose of administering the
Earned Income Tax Credit Program (Section 32, Internal Revenue Code of
1986) and verifying a claim with respect to employment in a tax return;
n. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906;
o. Time and labor data are used by the NRC as a project management
tool in various management records and reports (i.e. work performed,
work load projections, scheduling, project assignments, budget), and
for identifying reimbursable and fee billable work performed by the
NRC; and
p. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure pursuant to 5 U.S.C. 552a(b)(12):
Disclosures of information to a consumer reporting agency are not
considered a routine use of records. Disclosures may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained on computer media (stored in memory, on
disk, and magnetic tape), on microfiche, and in paper copy.
Electronic payroll, time, and labor records prior to November 2,
2003, are maintained in the Human Resources Management System (HRMS) at
NRC. Electronic payroll records from November 2, 2003, forward are
maintained in the DOI/FPPS in Denver, Colorado. Time and labor records
are maintained in the HRMS at NRC.
RETRIEVABILITY:
Information is accessed by employee identification number, name and
social security number.
SAFEGUARDS:
Records are maintained in buildings where access is controlled by a
security guard force. File folders, microfiche, tapes, and disks,
including backup data, are maintained in secured locked rooms and file
cabinets after working hours. All records are in areas where access is
controlled by keycard and is limited to NRC and contractor personnel
who need the information to perform their official duties. Access to
computerized records requires use of proper passwords and user
identification codes.
RETENTION AND DISPOSAL:
a. Individual employee pay record for each employee and consultant
maintained in the electronic Human Resources Management System (HRMS)
is updated in accordance with GRS 2-1.a.
b. Individual employee pay records containing pay data on each
employee and consultant maintained in the Annual and Quarterly Employee
History Records on microfiche are transferred to
[[Page 57597]]
the National Personnel Records Center and destroyed when 56 years old
in accordance with GRS 2-1.b.
c. Copies of non-current payroll data maintained on microfiche are
destroyed 15 years after close of pay year in which generated in
accordance with GRS 2-2.
d. Employee and Consultant Payroll Records:
1. U.S. savings bond authorizations are destroyed when superseded
or after separation of employee in accordance with GRS 2-14.a.
2. Combined Federal Campaign allotment authorizations are destroyed
after Government Accounting Office (GAO) audit or when 3 years old,
whichever is sooner, in accordance with GRS 2-15.a.
3. Union dues and savings allotment authorizations are destroyed
after GAO audit or when 3 years old, whichever is sooner, in accordance
with GRS 2-15.b.
4. Payroll Change Files consisting of records used to change or
correct an individual's pay transaction are destroyed after GAO audit
or when 3 years old, whichever is sooner, in accordance with GRS 2-
23.a.
5. Tax Files consisting of State and Federal withholding tax
exemption certificates, such as Internal Revenue Service (IRS) Form W-4
and the equivalent State form are destroyed 4 years after the form is
superseded or obsolete or upon separation of employee in accordance
with GRS 2-13.a.
6. Agency copy of employee wages and tax statements, such as IRS
Form W-2 and State equivalents, are destroyed when 4 years old in
accordance with GRS 2-13.b.
7. Leave record prepared upon transfer or separation of employee
maintained in the Payroll office is destroyed when 3 years old in
accordance with GRS 2-9.b.
e. Time and attendance source records maintained by Time and
Attendance clerks and certifying officials are destroyed after GAO
audit or when 6 years old, whichever is sooner, in accordance with GRS
2-7.
f. Electronic time and attendance input records maintained in the
HRMS are destroyed after GAO audit or when 6 years old, whichever is
sooner, in accordance with GRS 2-8.
g. Payroll system reports providing fiscal information on agency
payroll consisting of hardcopy and microfiche reports generated by the
HRMS are destroyed when 3 years old, excluding the long-term Employee
History Reports, in accordance with GRS 2-22.c.
h. Payroll system reports serving as error reports, ticklers,
system operation reports are destroyed when related actions are
completed or when no longer needed, not to exceed 2 years, in
accordance with GRS 2-22.a.
i. Official notice of levy or garnishment (IRS Form 668A or
equivalent), change slip, work papers, correspondence, release and
other forms, and other records relating to charge against retirement
funds or attachment of salary for payment of back income taxes or other
debts of Federal employees are destroyed 3 years after garnishment is
terminated in accordance with GRS 2-18.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Time, Labor and Payroll Services Team, Division of Financial
Services, Office of the Chief Financial Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from sources,
including but not limited to the individual to whom it pertains, the
Office of Human Resources and other NRC officials, and other agencies
and entities.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-22
SYSTEM NAME:
Personnel Performance Appraisals--NRC.
SYSTEM LOCATION:
Primary system--Part A: For Headquarters personnel, Office of Human
Resources, NRC, 11545 and 11555 Rockville Pike, Rockville, Maryland.
For Regional personnel, at Regional Offices I-IV listed in Addendum I,
Part 2.
Part B: Office of Human Resources, NRC, 11555 Rockville Pike,
Rockville, Maryland.
NRC has an interagency agreement with the U.S. Department of the
Interior, Federal Personnel/Payroll System, in Denver, Colorado, to
maintain electronic personnel and payroll information for its employees
as of November 2, 2003.
Duplicate system--Duplicate systems may exist in part, within the
organization where the employee actually works, at the locations listed
in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees other than contractor employees, Commissioners, or
temporary personnel employed for less than 1 year.
Part A: Senior Level System employees, GG-1 through GG-15
employees, hourly wage employees, and administratively determined rate
employees.
Part B: Senior Executive Service and equivalent employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records contains performance appraisals, including
elements and standards, summary ratings and other related records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 4301, et seq.; 5 U.S.C. 4311 et seq.; 42 U.S.C. 2201(d),
5841; and 5 CFR 293.404(a).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In accordance with an interagency agreement the NRC may disclose
records to the U.S. Department of the Interior (DOI), Federal
Personnel/Payroll System (FPPS), in order to effect the maintenance of
electronic personnel records on behalf of the NRC related to its
employees.
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. By agency management and the Office of Human Resources for
personnel functions; and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in folders and on computer media. Summary
ratings from 11/2/2003 forward are stored in the Department of the
Interior's Federal
[[Page 57598]]
Personnel/Payroll System (FPPS). Prior to 11/2/2003 they are maintained
at the NRC in the Human Resources Management System (HRMS).
RETRIEVABILITY:
Records are accessed by name and/or social security number.
SAFEGUARDS:
Records are maintained in areas where access is controlled by
keycard and is limited to NRC and contractor personnel and to others
who need the information to perform their official duties. Access to
the two Headquarters buildings in Rockville, Maryland, is controlled by
a security guard force. Paper records are maintained in folders in
locking file cabinets. Access to computerized records requires use of
proper passwords and user identification codes.
RETENTION AND DISPOSAL:
Part A: Records are normally retained for 4 years, then destroyed
by incineration in accordance with GRS 1-23.a(4). If an employee
separates, the records are forwarded to the next Government agency
employer or to the National Personnel Records Center in accordance with
GRS 1-23.a(3)(a).
Part B: Retained for 5 years, or until the fifth annual appraisal
is completed, whichever is later, then destroyed by incineration in
accordance with GRS 1-23.b(3). If the employee separates, the records
are forwarded to the next Government agency employer or to the National
Personnel Records Center in accordance with GRS 1-23.b(2)(a).
Electronic records: Deleted after the expiration of the retention
period authorized for the disposable hard copy file or when no longer
needed, whichever is later in accordance with GRS 20-3.a.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Human Resources Services and Operations, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001. For Regional personnel: Regional Personnel Officer at the
appropriate Regional Office I-IV listed in Addendum I, Part 2.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Part A: Individual to whom record pertains and employee's
supervisors.
Part B: Individual to whom record pertains and employee's
supervisors and any documents and sources used to develop critical
elements and performance standards for that Senior Executive Service
position.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), the Commission has
exempted portions of this system of records from 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of the NRC regulations.
NRC-23
SYSTEM NAME:
Office of Investigations Indices, Files, and Associated Records--
NRC.
SYSTEM LOCATION:
Primary system--Office of Investigations, NRC, One White Flint
North, 11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Records exist within the NRC Regional Office
locations, listed in Addendum I, Part 2, during an active
investigation.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals and entities referred to in potential or actual
investigations and matters of concern to the Office of Investigations
and correspondence on subjects directed or referred to the Office of
Investigations.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system consists of alphabetical and numerical index files
bearing individual names and identifiers, and a numerical index of case
numbers. These indices provide access to associated records that are
arranged by subject matter, title, or identifying number(s) or
letter(s). The system incorporates the records of all Office of
Investigations correspondence, cases, memoranda, materials including,
but not limited to, investigative reports, confidential source
information, correspondence to and from the Office of Investigations,
memoranda, fiscal data, legal papers, evidence, exhibits, technical
data, investigative data, work papers, and management information data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
420 U.S.C. 2035(c), 2201(c) (1992), and 5841(f).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. A record in the system of records may be disclosed as a routine
use to a Federal, State, local, or foreign agency or to an individual
or organization if the disclosure is reasonably necessary to elicit
information or to obtain the cooperation of a witness or an informant.
b. A record in the system of records relating to an investigation
or matter falling within the purview of the Office of Investigations
may be disclosed as routine use to the referring agency, group,
organization, or individual.
c. A record in the system of records relating to an individual held
in custody pending arraignment, trial, or sentence, or after
conviction, may be disclosed as a routine use to a Federal, State,
local, or foreign prison, probation, parole, or pardon authority, to
any agency or individual concerned with the maintenance,
transportation, or release of such an individual.
d. A record in the system of records relating to an investigation
or matter may be disclosed as a routine use to a foreign country under
an international treaty or agreement.
e. A record in the system of records may be disclosed as a routine
use to a Federal, State, local, or foreign law enforcement agency to
assist in the general crime prevention and detection efforts of the
recipient agency or to provide investigative leads to the agency.
f. A record in the system of records may be disclosed for any of
the routine uses specified in the Prefatory Statement of General
Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information contained in this system is stored on index cards,
paper and photographs in files, video tapes, and computer media.
RETRIEVABILITY:
Information is retrieved from indices by the name or identifier of
the
[[Page 57599]]
individual or entity, and from the files by number(s) and/or letter(s)
assigned and appearing in the indices.
SAFEGUARDS:
The index is maintained in approved security containers and locking
filing cabinets; and the indices, associated records, disks, tapes,
etc., are located in locking metal filing cabinets, safes, storage
rooms, or similar secure facilities. All records are under visual
control during duty hours and are available only to authorized
personnel who have a need to know and whose duties require access to
the information.
RETENTION AND DISPOSAL:
a. Investigation Case Files:
1. Significant headquarters official case files (received media
attention, were of significant interest to Congress, involved extensive
litigation, etc.) are retained by the Government permanently in
accordance with NRCS 2-17.2.a. Hold in office for 2 years after
closing, then retire to the Office of the Chief Information Officer.
Transfer closed case files in 20-year blocks to the National Archives.
2. Other headquarters official case files--Hold in office 2 years
after closing, then retire to the Office of the Chief Information
Officer. Destroy 20 years after cases are closed in accordance with
NRCS 2-17.2.b.
3. Regional office or investigator working files--Retained in
regional files for 6 months. At the end of 6 months, they are forwarded
to headquarters and combined with the headquarters files in accordance
with NRCS 2-17.2.c.
b. Index/Indices--Destroy or delete with related records or sooner
if no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Investigations, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORDS ACCESS PROCEDURES:
Same as ``Notification procedure.'' Information classified under
Executive Order 12958 will not be disclosed. Information received in
confidence will be maintained under the Commission's Policy Statement
on Confidentiality, Management Directive 8.8, ``Management of
Allegations'' (formerly NRC Manual Chapter 0517), and the procedures
covering confidentiality in Chapter 7 of the Office of Investigations
Procedures Manual and will not be disclosed to the extent that
disclosure would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
The information in this system of records is obtained from sources
including, but not limited to, NRC officials, employees, and licensees;
Federal, State, local, and foreign agencies; and other persons.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1), (k)(2), and (k)(6), the Commission
has exempted portions of this system of records from 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). The
exemption rule is contained in 10 CFR 9.95 of the NRC regulations.
NRC-24
SYSTEM NAME:
Property and Supply System (PASS)--NRC.
SYSTEM LOCATION:
Administrative Services Center, Division of Administrative
Services, Office of Administration, NRC, One White Flint North, 11555
Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems may exist, in part, with
designated property custodians at locations listed in Addendum I, Parts
1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees and contractors who have custody of Government
property.
CATEGORIES OF RECORDS IN THE SYSTEM:
PASS contains records of NRC sensitive and nonsensitive equipment,
which includes but is not limited to, acquisition and depreciated
costs, date of acquisition, item description, manufacturer, model
number, serial number, stock number, tag number, property custodians,
user ID, office affiliation, office location, and furniture and supply
records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
40 U.S.C. 483(b), (c) and 487(a); Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To maintain an inventory and accountability of Government
property;
b. To provide information for clearances of employees who separate
from the NRC;
c. To report excess agency property to GSA; and
d. For any of the routine uses specified in paragraph numbers 1, 3,
5, and 6 of the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained in automated system (Property and Supply System). Data
entry paper records in file folders.
RETRIEVABILITY:
Accessed by NRC tag number, user id, organization, office location
and stock number.
SAFEGUARDS:
Access to and use of these records are limited to those persons
whose official duties require such access. Electronic records are
password protected.
RETENTION AND DISPOSAL:
The hardcopy records are retained for up to 3 years after an
individual's responsibility for the assigned equipment terminates; then
they are destroyed by shredding or in the regular trash disposal system
in accordance with GRS 8-3. The major automated records are destroyed
when no longer needed, or at the same time as the hardcopy records,
whichever is later. Minor automated tracking systems are destroyed when
no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Administrative Services Center, Division of Administrative
Services, Office of Administration, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/
[[Page 57600]]
PA) Officer, Office of the Chief Information Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001, and comply with the
procedures contained in NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system is provided by property custodians,
contract specialists, and purchase card holders and/or other
individuals buying equipment or supplies on behalf of the NRC.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-25
SYSTEM NAME:
Oral History Program--NRC.
SYSTEM LOCATION:
Office of the Secretary, NRC, One White Flint North, 11555
Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees, former employees, and other individuals who
volunteer to be interviewed for the purpose of providing information
for a history of the nuclear regulatory program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records consist of interviews on magnetic tape and transcribed
scripts of the interviews.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2161(b).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. For incorporation in publications on the history of the nuclear
regulatory program; and
b. To provide information to historians and other researchers.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on magnetic tape and transcripts.
RETRIEVABILITY:
Information is accessed by the name of the interviewee.
SAFEGUARDS:
Maintained in locked file room. Access to and use of these records
are limited to those authorized by the Historian or a designee.
RETENTION AND DISPOSAL:
Transcripts are retained permanently in accordance with NRCS 1-
2.2.a. Tapes are retained until no longer needed then erased and
reused.
SYSTEM MANAGER(S) AND ADDRESS:
NRC Historian, Office of the Secretary, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from interviews
granted on a voluntary basis to the Historian and his or her staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-26
SYSTEM NAME:
Full Share Program Records--NRC.
SYSTEM LOCATION:
Office of Administration, Administrative Services Center, NRC, One
White Flint North, 11555 Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees who apply for subsidized mass transit costs.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records consist of an individual's application to participate
in the program which includes, but is not limited to, the applicant's
name, home address, office telephone number, social security number,
and information regarding employee's commuting schedule and mass
transit system(s) used.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
26 U.S.C. 132; 31 U.S.C. 3511; 41 CFR 101-201.104-3(a); Executive
Order (E.O.) 9397; E.O. 13150, Federal Workforce Transportation;
Qualified Transportation Fringe Benefits, 66 FR 2241; NRC Management
Directive 3.53, Records Management.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To provide statistical reports to the city, county, State, and
Federal government agencies;
b. To provide the basis for program approval and issue monthly
subsides; and
c. For the routine uses specified in paragraph numbers 1, 4, 5, and
6 in the Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and on computer media.
RETRIEVABILITY:
Accessed by name and scanned NRC badge. Access by social security
number when an individual's photo identification badge is scanned to
record receipt of their transit subsidy.
SAFEGUARDS:
Paper records and backup disks are maintained in locked file
cabinets under visual control of the Administrative Services Center.
Computer files are maintained on a hard drive, access to which is
password protected. Access to and use of these records are limited to
those persons whose official duties require access.
RETENTION AND DISPOSAL:
Records are destroyed when 3 years old in accordance with GRS 9-7.
Paper
[[Page 57601]]
copies are destroyed by shredding. Computer files are destroyed by
deleting the record from the file.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Administrative Services Center, Division of Administrative
Services, Office of Administration, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
NRC employees.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-27
SYSTEM NAME:
Radiation Exposure Information and Reports System (REIRS) Files--
NRC.
SYSTEM LOCATION:
Primary system--Science Applications International Corporation
(SAIC), 301 Laboratory Road, Oak Ridge, Tennessee 37830.
Duplicate system--Duplicate systems exist, in part, regarding
employee exposure records, with the NRC's Radiation Safety Officers at
Regional office locations listed in Addendum 1, Part 2, in the Office
of Nuclear Reactor Regulations, and in the Office of Nuclear Material
Safety and Safeguards, at Headquarters, White Flint North Complex,
Rockville, Maryland. Duplicates of records submitted by licensees
exist, in part, in the Office of Nuclear Regulatory Research, Two White
Flint North, Rockville, Maryland. The Office of Administration, One
White Flint North, Rockville, Maryland, maintains the employee
dosimeter tracking system.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals monitored for radiation exposure while employed by or
visiting or temporarily assigned to certain NRC-licensed facilities;
individuals who are exposed to radiation or radioactive materials in
incidents required to be reported under 10 CFR 20.2201-20.2204 and
20.2206 by all NRC licensees; individuals who may have been exposed to
radiation or radioactive materials offsite from a facility, plant
installation, or other place of use of licensed materials, or in
unrestricted areas, as a result of an incident involving byproduct,
source, or special nuclear material.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to an individual's name,
sex, social security number, birth date, period of employment, place
and period date of exposure; name and license number of individual's
employer; name and number of licensee reporting the information;
radiation doses or estimates of exposure received during this period,
type of radiation, part(s) or organ(s) exposed, and nuclide(s)
involved.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7902; 29 U.S.C. 668; 42 U.S.C. 2073, 2093, 2095, 2111,
2133, 2134, and 2201(o); 10 CFR 20.2106, 20.2201-20.2204, and 20.2206;
Executive Order 9397; Executive Order 12196.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To provide data to other Federal and State agencies involved in
monitoring and/or evaluating radiation exposure received by individuals
as enumerated in the paragraph ``Categories of individuals covered by
the system'';
b. To return data provided by licensee upon request; and
c. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper and on computer media. The
computerized records maintained in Oak Ridge, TN, are in a centralized
database management system. Backup tapes of the database are generated
and maintained at a secure, off site location for disaster recovery
purposes. During the processing and data entry, paper records are
temporarily stored in designated business offices that are locked when
not in use and are accessible only to authorized personnel. Upon
completion of data entry and processing, the paper records are stored
in an off site security storage facility accessible only to authorized
personnel.
RETRIEVABILITY:
Records are accessed by individual name, social security number,
date of birth, and/or by licensee name or number.
SAFEGUARDS:
Information maintained at SAIC is accessible to the Office of
Nuclear Regulatory Research and individuals that have been authorized
access by NRC, including all Radiation Safety Officers and SAIC
employees that are directly involved in the REIRS project. Reports
received and reviewed by the NRC's Office of Nuclear Regulatory
Research, Office of Nuclear Reactor Regulations, Office of Nuclear
Material Safety and Safeguards, and Regional offices are in lockable
file cabinets and bookcases in secured buildings. A log is maintained
of both telephone and written requests for information.
The data maintained in the REIRS database are protected from
unauthorized access by several means. The database server resides in a
protected environment with physical security barriers under key-card
access control. Accounts authorizing access to the server and databases
are maintained by the SAIC REIRS system administrator. In addition,
SAIC maintains a computer security ``firewall'' that further restricts
access to the SAIC computer network. Authorization for access must be
approved by NRC, SAIC project management, and SAIC computer security.
Transmittal of data via the Internet is protected by data encryption.
RETENTION AND DISPOSAL:
Licensee submitted exposure data:
a. Original paper documents from which all data are entered into
REIRS are destroyed 2 years after input into REIRS in accordance with
NRCS 2-21.8.a;
b. Original paper documents from which only selected data are
entered into REIRS are retained permanently in accordance with NRCS 2-
21.8.b;
c. Log books are currently unscheduled and must be retained until
[[Page 57602]]
the National Archives and Records Administration (NARA) approves a
records disposition schedule for this material;
d. Paper documents generated for QC purposes are destroyed 2 years
after input into REIRS;
e. Floppy disks and compact disks are destroyed 2 years after input
into REIRS; and
f. Electronic licensee submitted data maintained in the REIRS
database is permanent.
NRC employee exposure data:
a. Paper records created before 04/01/2000 are destroyed 75 years
from the date of the creation of the record in accordance with NARA
approved schedule N1-431-00-13, Item 16.a.
b. Paper records created after 04/01/2000 are scanned into ADAMS.
Paper records are destroyed 2 months after the creation of an ADAMS
electronic record in accordance with NARA approved schedule N1-431-00-
13, Item 16.b.
c. Electronic files used to create ADAMS records (i.e. WordPerfect,
Lotus, InForms, e-mail, etc.), including electronic records received
from outside the agency are destroyed after the creation of ADAMS
electronic record or when no longer needed for reference or updating,
whichever is later in accordance with NARA approved schedule N1-431-00-
13, Item 16.c.
d. Remit Program (used to transmit electronic data, originating
from contractor reports, to REIRS). Data deleted after information has
been transferred to REIRS and verified in accordance with GRS 20-1.b.
e. Employee exposure data maintained in REIRS is currently
unscheduled and must be retained until the NARA approves a records
disposition schedule for this material.
f. Dosimeter Tracking System (paper and electronic). System data is
currently unscheduled and must be retained until the NARA approves a
records disposition schedule for this material.
SYSTEM MANAGER(S) AND ADDRESS:
REIRS Project Manager, Radiation Protection, Environmental Risk,
and Waste Management Branch, Division of Systems Analysis and
Regulatory Effectiveness, Office of Nuclear Regulatory Research, U.S.
Nuclear Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records comes from licensees; the
subject individual; the individual's employer; the person in charge of
the facility where the individual has been assigned; NRC Form 5,
``Occupational Exposure Record for a Monitoring Period,'' or
equivalent, contractor reports, and Radiation Safety Officers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-28
SYSTEM NAME:
Recruiting, Examining, and Placement Records--NRC.
SYSTEM LOCATION:
Primary system--For Headquarters personnel, Office of Human
Resources, NRC, One and Two White Flint North, 11555 and 11545
Rockville Pike, Rockville, Maryland. For Regional personnel, at each of
the Regional Offices listed in Addendum I, Part 2.
Duplicate system--Duplicate systems exist, in part, within the
organization with the position vacancy, at the locations listed in
Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who have applied for Federal employment with the NRC.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains application information of persons applying to
NRC for Federal employment or merit promotion within the NRC, including
application for Federal employment (OF-612, resume or similar
documents); vacancy announcements; job descriptions; examination
results; supervisory evaluation or performance appraisal forms;
reference forms; and related correspondence. These records include
applicant information relating to education, training, employment
history, earnings, past performance, awards and commendations,
citizenship, veteran's preference, birth date, social security number,
and home address and telephone numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3301, 5101, 7201; 42 U.S.C. 2000e; 42 U.S.C. 2201(d);
Executive Order (E.O.) 9397; E.O. 11478, as amended by E.O. 11590; E.O.
12106.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To prepare reports for a variety of internal and external
sources including the Office of Personnel Management, Merit Systems
Protection Board; EEOC and EEO Investigators; Union representatives and
EEO Committee representatives, and
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in file folders (merit files) and
on computer media (NRCareers.)
RETRIEVABILITY:
Records are retrieved by vacancy announcement number, applicant
name, or social security number.
SAFEGUARDS:
Maintained in lockable file cabinets and in a password protected
automated system, NRCareers. Access to and use of these records are
limited to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
a. Applications and related correspondence are destroyed when 2
years old in accordance with GRS 1-32, 1-33m, and 1-33n;
b. Registers of eligibles are destroyed 2 years after the date on
which the register or inventory is terminated in accordance with GRS 1-
33g;
c. Canceled and ineligible applications for positions filled from a
register or inventory are cut off annually and destroyed one year after
cut off in accordance with GRS 1-33k;
d. Eligible applications are destroyed 90 days after termination of
the register unless brought forward to new register in accordance with
GRS 1-33l(1), or cut off annually and destroyed one year after cut off
if on an inactive register or
[[Page 57603]]
inventory in accordance with GRS 1-33l(2);
e. Electronic records contained in NRCareers are destroyed when 2
years old or when no longer needed, whichever is later; and
f. General correspondence records are destroyed when 3 years old in
accordance with GRS 1-3.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Human Resources Services and Operations, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001. For applicants to the Honor Law Graduate Program--Chief, Program
Support Branch, Office of the General Counsel, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information was received
in confidence and will not be disclosed to the extent that disclosure
would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records either comes from the
individual to whom it applies or is derived from information supplied
by that individual, individual's current and previous supervisors
within and outside NRC, preemployment evaluation data furnished by
references and educational institutions whose names were supplied by
applicant, and information from other Federal agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(5), the Commission has exempted
portions of this system of records from 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of the NRC regulations.
NRC-29 (Revoked.)
NRC-30 (Revoked.)
NRC-31 (Revoked.)
NRC-32
SYSTEM NAME:
Office of the Chief Financial Officer Financial Transactions and
Debt Collection Management Records--NRC.
SYSTEM LOCATION:
Primary system--Office of the Chief Financial Officer, NRC, Two
White Flint North, 11545 Rockville Pike, Rockville, Maryland.
Other NRC systems of records contain payment and/or collection
transaction records and background information that may duplicate some
of the records in this system. These other systems include, but are not
limited to:
NRC-5, Contracts Records Files--NRC;
NRC-7, Call Detail Records--NRC;
NRC-10, Freedom of Information Act (FOIA) and Privacy Act (PA)
Requests Records--NRC;
NRC-18, Office of the Inspector General (OIG) Investigative
Records--NRC;
NRC-19, Official Personnel Training Records Files--NRC;
NRC-20, Official Travel Records--NRC;
NRC-21, Payroll Accounting Records--NRC;
NRC-24, Property and Supply System (PASS)--NRC; and
NRC-41, Tort Claims and Personal Property Claims Records--NRC.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals the NRC owes/owed money to or who receive/received a
payment from NRC and those who owe/owed money to the United States.
Individuals receiving payments include, but are not limited to, current
and former employees, contractors, consultants, vendors, and others who
travel or perform certain services for NRC. Individuals owing money
include, but are not limited to, those who have received goods or
services from NRC for which there is a charge or fee (NRC licensees,
applicants for NRC licenses, Freedom of Information Act requesters,
etc.) and those who have been overpaid and owe NRC a refund (current
and former employees, contractors, consultants, vendors, etc.).
CATEGORIES OF RECORDS IN THE SYSTEM:
Information in the system includes, but is not limited to, names,
addresses, telephone numbers, Social Security Numbers (SSN), Taxpayer
Identification Numbers (TIN), Individual Taxpayer Identification
Numbers (ITIN), Data Universal Numbering System (DUNS) number, fee
categories, application and license numbers, contract numbers, vendor
numbers, amounts owed, background and supporting documentation,
correspondence concerning claims and debts, credit reports, and billing
and payment histories. The overall agency accounting system contains
data and information integrating accounting functions such as general
ledger, funds control, travel, accounts receivable, accounts payable,
equipment, and appropriation of funds. Although this system of records
contains information on corporations and other business entities, only
those records that contain information about individuals that is
retrieved by the individual's name or other personal identifier are
subject to the Privacy Act.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552a(b)(12); 5 U.S.C. 5514; 15 U.S.C. 1681a(f); 26 U.S.C.
6103(m)(2); 31 U.S.C. 37, subchapters I and II; 31 U.S.C. 3701(a)(3);
31 U.S.C. 3711; 31 U.S.C. 3716; 31 U.S.C. 3717; 31 U.S.C. 3718; 31
U.S.C. 3720A; 42 U.S.C. 2201; 42 U.S.C. 5841; Cash Management
Improvement Act Amendments of 1992 (Pub. L. 102-589); Debt Collection
Improvement Act of 1996 (Pub. L. 104-134); 31 CFR Chapter IX, Parts
900-904; 10 CFR Parts 15, 16, 170, 171; Executive Order 9397; Section
201 of Executive Order 11222.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To debt collection contractors (31 U.S.C. 3718) or to other
Federal agencies such as the Department of the Treasury (Treasury) for
the purpose of collecting and reporting on delinquent debts as
authorized by the Debt Collection Act of 1982 or the Debt Collection
Improvement Act (DCIA) of 1996;
b. To Treasury; the Defense Manpower Data Center, Department of
Defense; the United States Postal Service; government corporations; or
any other Federal, State, or local agency to conduct an authorized
computer matching program in compliance with the Privacy Act of 1974,
as amended, to identify and locate individuals, including Federal
employees, who are delinquent in their repayment of certain
[[Page 57604]]
debts owed to the U.S. Government, including those incurred under
certain programs or services administered by the NRC, in order to
collect debts under common law or under the provisions of the Debt
Collection Act of 1982 or the Debt Collection Improvement Act of 1996
which include by voluntary repayment, administrative or salary offset,
and referral to debt collection contractors.
c. To the Department of Justice, United States Attorney, Treasury,
or other Federal agencies for further collection action on any
delinquent account when circumstances warrant.
d. To credit reporting agencies/credit bureaus for the purpose of
either adding to a credit history file or obtaining a credit history
file or comparable credit information for use in the administration of
debt collection. As authorized by the DCIA, NRC may report current (not
delinquent) as well as delinquent consumer and commercial debt to these
entities in order to aid in the collection of debts, typically by
providing an incentive to the person to repay the debt timely.
e. To any Federal agency where the debtor is employed or receiving
some form of remuneration for the purpose of enabling that agency to
collect a debt owed the Federal Government on NRC's behalf by
counseling the debtor for voluntary repayment or by initiating
administrative or salary offset procedures, or other authorized debt
collection methods under the provisions of the Debt Collection Act of
1982 or the Debt Collection Improvement Act of 1996. Under the DCIA,
NRC may garnish non-Federal wages of certain delinquent debtors so long
as required due process procedures are followed. In these instances,
NRC's notice to the employer will disclose only the information that
may be necessary for the employer to comply with the withholding order.
f. To the Internal Revenue Service (IRS) by computer matching to
obtain the mailing address of a taxpayer for the purpose of locating
such taxpayer to collect or to compromise a Federal claim by NRC
against the taxpayer under 26 U.S.C. 6103(m)(2) and under 31 U.S.C.
3711, 3717, and 3718 or common law. Redisclosure of a mailing address
obtained from the IRS may be made only for debt collection purposes,
including to a debt collection agent to facilitate the collection or
compromise of a Federal claim under the Debt Collection Act of 1982 or
the Debt Collection Improvement Act of 1996, except that redisclosure
of a mailing address to a reporting agency is for the limited purpose
of obtaining a credit report on the particular taxpayer. Any mailing
address information obtained from the IRS will not be used or shared
for any other NRC purpose or disclosed by NRC to another Federal,
State, or local agency which seeks to locate the same taxpayer for its
own debt collection purposes.
g. To refer legally enforceable debts to the IRS or to Treasury's
Debt Management Services to be offset against the debtor's tax refunds
under the Federal Tax Refund Offset Program.
h. To prepare W-2, 1099, or other forms or electronic submittals,
to forward to the IRS and applicable State and local governments for
tax reporting purposes. Under the provisions of the DCIA, NRC is
permitted to provide Treasury with Form 1099-C information on
discharged debts so that Treasury may file the form on NRC's behalf
with the IRS. W-2 and 1099 Forms contain information on items to be
considered as income to an individual, including certain travel related
payments to employees, payments made to persons not treated as
employees (e.g., fees to consultants and experts), and amounts written-
off as legally or administratively uncollectible, in whole or in part.
i. To banks enrolled in the Treasury Credit Card Network to collect
a payment or debt when the individual has given his or her credit card
number for this purpose.
j. To another Federal agency that has asked the NRC to effect an
administrative offset under common law or under 31 U.S.C. 3716 to help
collect a debt owed the United States. Disclosure under this routine
use is limited to name, address, SSN, TIN, ITIN, and other information
necessary to identify the individual; information about the money
payable to or held for the individual; and other information concerning
the administrative offset.
k. To Treasury or other Federal agencies with whom NRC has entered
into an agreement establishing the terms and conditions for debt
collection cross servicing operations on behalf of the NRC to satisfy,
in whole or in part, debts owed to the U.S. Government. Cross servicing
includes the possible use of all debt collection tools such as
administrative offset, tax refund offset, referral to debt collection
contractors, salary offset, administrative wage garnishment, and
referral to the Department of Justice. The DCIA requires agencies to
transfer to Treasury or Treasury-designated Debt Collection Centers for
cross servicing certain nontax debt over 180 days delinquent. Treasury
has the authority to act in the Federal Government's best interest to
service, collect, compromise, suspend, or terminate collection action
under existing laws under which the debts arise.
l. Information on past due, legally enforceable nontax debts more
than 180 days delinquent will be referred to Treasury for the purpose
of locating the debtor and/or effecting administrative offset against
monies payable by the Government to the debtor, or held by the
Government for the debtor under the DCIA's mandatory, Government-wide
Treasury Offset Program (TOP). Under TOP, Treasury maintains a database
of all qualified delinquent nontax debts, and works with agencies to
match by computer their payments against the delinquent debtor database
in order to divert payments to pay the delinquent debt. Treasury has
the authority to waive the computer matching requirement for NRC and
other agencies upon written certification that administrative due
process notice requirements have been complied with.
m. For debt collection purposes, NRC may publish or otherwise
publicly disseminate information regarding the identity of delinquent
nontax debtors and the existence of the nontax debts under the
provisions of the Debt Collection Improvement Act of 1996.
n. To the Department of Labor (DOL) and the Department of Health
and Human Services (HHS) to conduct an authorized computer matching
program in compliance with the Privacy Act of 1974, as amended, to
match NRC's debtor records with records of DOL and HHS to obtain names,
name controls, names of employers, addresses, dates of birth, and TINs.
The DCIA requires all Federal agencies to obtain taxpayer
identification numbers from each individual or entity doing business
with the agency, including applicants and recipients of licenses,
grants, or benefit payments; contractors; and entities and individuals
owing fines, fees, or penalties to the agency. NRC will use TINs in
collecting and reporting any delinquent amounts resulting from the
activity and in making payments.
o. If NRC decides or is required to sell a delinquent nontax debt
under 31 U.S.C. 3711(i), information in this system of records may be
disclosed to purchasers, potential purchasers, and contractors engaged
to assist in the sale or to obtain information necessary for potential
purchasers to formulate bids and information necessary for purchasers
to pursue collection remedies.
p. If NRC has current and delinquent collateralized nontax debts
under 31 U.S.C. 3711(i)(4)(A), certain information in this system of
records on its portfolio of loans, notes and guarantees, and
[[Page 57605]]
other collateralized debts will be reported to Congress based on
standards developed by the Office of Management and Budget, in
consultation with Treasury.
q. To Treasury in order to request a payment to individuals owed
money by the NRC.
r. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
s. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
DISCLOSURES TO CONSUMER REPORTING AGENCIES:
Disclosures Pursuant to 5 U.S.C. 552a(b)(12):
Disclosures of information to a consumer reporting agency are not
considered a routine use of records. Disclosures may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information in this system is stored on paper and microfiche, and
in computer media.
RETRIEVABILITY:
Information is retrieved a number of ways, including by name, SSN,
TIN, DUNS number, license or application number, contract or purchase
order number, invoice number, voucher number, and vendor code.
SAFEGUARDS:
Records in the primary system are maintained in a building where
access is controlled by a security guard force. Records are kept in
lockable file rooms or at user's workstations in an area where access
is controlled by keycard and is limited to NRC and contractor personnel
who need the records to perform their official duties. The records are
under visual control during duty hours. Access to automated data
requires use of proper password and user identification codes by NRC or
contractor personnel.
RETENTION AND DISPOSAL:
Paper records are destroyed when six years and three months old in
accordance with GRS 6-1.a except that administrative claims files, for
which collection action is terminated without extension, are destroyed
when ten years and three months old in accordance with GRS 6-10.b.
Computer files are deleted after the expiration of the retention period
authorized in accordance with GRS for the disposable hard copy file or
when no longer needed, whichever is later.
SYSTEM MANAGER:
Director, Division of Financial Management, Office of the Chief
Financial Officer, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORDS ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Record source categories include, but are not limited to,
individuals covered by the system, their attorneys, or other
representatives; NRC; collection agencies or contractors; employing
agencies of debtors; and Federal, State and local agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-33
SYSTEM NAME:
Special Inquiry File--NRC.
SYSTEM LOCATION:
Primary system--Special Inquiry Group, NRC, One White Flint North,
11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist, in whole or in part, at
the locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals possessing information regarding or having knowledge of
matters of potential or actual concern to the Commission in connection
with the investigation of an accident or incident at a nuclear power
plant or other nuclear facility, or an incident involving nuclear
materials or an allegation regarding the public health and safety
related to the NRC's mission responsibilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system consists of an alphabetical index file bearing
individual names. The index provides access to associated records which
are arranged by subject matter, title, or identifying number(s) and/or
letter(s). The system incorporates the records of all Commission
correspondence, memoranda, audit reports and data, interviews,
questionnaires, legal papers, exhibits, investigative reports and data,
and other material relating to or developed as a result of the inquiry,
study, or investigation of an accident or incident.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2201(c), (i) and (o).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To provide information relating to an item which has been
referred to the Commission or Special Inquiry Group for investigation
by an agency, group, organization, or individual and may be disclosed
as a routine use to notify the referring agency, group, organization,
or individual of the status of the matter or of any decision or
determination that has been made;
b. To disclose a record as a routine use to a foreign country under
an international treaty or convention entered into and ratified by the
United States;
c. To provide records relating to the integrity and efficiency of
the Commission's operations and management and may be disseminated
outside the Commission as part of the Commission's responsibility to
inform the Congress and the public about Commission operations; and
d. For any of the routine uses specified in paragraph numbers 1, 2,
4, 5, and 6 of the Prefatory Statement of General Routine Uses.
[[Page 57606]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on microfiche, disks, tapes, paper in file folders, and
computer media. Documents are maintained in secured vault facilities.
RETRIEVABILITY:
Accessed by name (author or recipient), corporate source, title of
document, subject matter, or other identifying document or control
number.
SAFEGUARDS:
These records are located in locking metal filing cabinets or safes
in a secured facility and are available only to authorized personnel
whose duties require access.
RETENTION AND DISPOSAL:
Paper records relating to subject files are retained permanently in
accordance with NRCS 1-2.2.a. Paper records relating to case files are
retained permanently in accordance with NRCS 2-20.9.a. Alphabetical
indexes are retained permanently in accordance with NRCS 1-2.2.a.
Microfiche records are retained permanently in accordance with NRCS 2-
20.9.a.
SYSTEM MANAGER(S) AND ADDRESS:
Records Manager, Special Inquiry Group, U.S. Nuclear Regulatory
Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Information classified under
Executive Order 12958 will not be disclosed. Information received in
confidence will not be disclosed to the extent that disclosure would
reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
The information in this system of records is obtained from sources
including, but not limited to, NRC officials and employees; Federal,
State, local, and foreign agencies; NRC licensees; nuclear reactor
vendors and architectural engineering firms; other organizations or
persons knowledgeable about the incident or activity under
investigation; and relevant NRC records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), the Commission
has exempted portions of this system of records from 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). The
exemption rule is contained in 10 CFR 9.95 of the NRC regulations.
NRC-34 (Revoked.)
NRC-35
SYSTEM NAME:
Drug Testing Program Records--NRC.
SYSTEM LOCATION:
Primary system--Division of Facilities and Security, Office of
Administration, Two White Flint North, 11545 Rockville Pike, Rockville,
Maryland.
Duplicate system--Duplicate systems exist in part at the NRC
Regional office locations listed in Addendum I, Part 2 (for a temporary
period of time); and at contractor testing laboratories, collection/
evaluation facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons including NRC employees, applicants, consultants,
licensees, and contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information regarding the drug testing
program; requests for and results of initial, confirmatory and follow-
up testing, if appropriate; additional information supplied by NRC
employees, employment applicants, consultants, licensees, or
contractors in challenge to positive test results; and written
statements or medical evaluations of attending physicians and/or
information regarding prescription or nonprescription drugs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C 7301 (note); 42 U.S.C. 290dd-2; Executive Order 12564; Pub.
L. 100-71, Title V Sec. 503; Pub. L. 100-440, Title VI Sec. 628;
Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To identify substance abusers within the agency;
b. To initiate counseling and/or rehabilitation programs;
c. To take personnel actions;
d. To take personnel security actions; and
e. 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 and on computer
media. Specimens are maintained in appropriate environments.
RETRIEVABILITY:
Records are indexed and accessed by name, social security number,
testing position number, specimen number, drug testing laboratory
accession number, or a combination thereof.
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 Facilities and Security are stored in an approved security
container under the immediate control of the Director, Division of
Facilities and Security, or designee. The Employee Drug Testing
Tracking System (EDTTS) is password protected and located on a jazz
cartridge and stored in an approved security container. Drug testing
records are also contained in the Integrated Personnel Security System
(IPSS). This system is password protected with additional roles and
responsibilities protection. Social security numbers are encrypted.
Both systems have approved system security plans. Records at other NRC
locations and in laboratory, collection/evaluation facilities will be
stored under appropriate security measures so that access is limited
and controlled.
RETENTION AND DISPOSAL:
Employee acknowledgment of notice forms may be destroyed when
employee separates from testing designated position in accordance with
GRS 1-36.b. Selection and scheduling records, chain of custody records,
and test results are destroyed when three years old in accordance with
GRS 1-36.c, except for records used in disciplinary actions which are
destroyed four years after the case is closed. Collection and handling
record books are destroyed
[[Page 57607]]
three years after date of last entry in accordance with GRS 1-36.d.
Electronic records of the Employee Drug Testing System are deleted when
no longer needed in accordance with GRS 20-3.b. Index cards are
destroyed with related records or sooner if no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Facilities and Security, Office of
Administration, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
NRC employees, employment applicants, consultants, licensees, and
contractors who have been identified for drug testing who have been
tested; physicians making statements regarding medical evaluations and/
or authorized prescriptions for drugs; NRC contractors for processing
including, but not limited to, specimen collection, laboratories for
analysis, and medical evaluations; and NRC staff administering the drug
testing program to ensure the achievement of a drug-free workplace.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(5), the Commission has exempted
portions of this system of records from 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of the NRC regulations.
NRC-36
SYSTEM NAME:
Employee Locator Records Files--NRC.
SYSTEM LOCATION:
Primary system--Part 1: Office of Human Resources, Human Resources
Services and Operations, NRC, Two White Flint North, 11545 Rockville
Pike, Rockville, Maryland.
Part 2: Office of the Chief Information Officer, Infrastructure and
Computer Operations Division, NRC, Two White Flint North, 11545
Rockville Pike, Rockville, Maryland.
Part 3: Office of Administration, Division of Administrative
Services, NRC, One White Flint North, 11555 Rockville Pike, Rockville,
Maryland.
Duplicate system--Duplicate systems exist, in part, for Incident
Response Operations, within the Office of Nuclear Security and Incident
Response, NRC, Two White Flint North, 11545 Rockville Pike, Rockville,
Maryland, and at the NRC's Regional Offices, at the locations listed in
Addendum I, Part 2.
Duplicate system--Duplicate systems may exist, in part, within the
organization where an individual actually works, at the locations
listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees, contractors, and consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include, but are not limited to, an individual's
name, address (home and business), telephone number (home, business,
cell, and pager), social security number, organization, persons to be
notified in case of emergency, and other related records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101; Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. Notification (of individual identified by employee) in case of
an emergency;
b. Notification of employee regarding matters of official business;
c. Verification of accuracy of and updates of payroll/personnel
system files on employee home address and zip code;
d. Conducting statistical studies; and
e. The routine use specified in paragraph number 6 of the Prefatory
Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper listings and on computer media.
RETRIEVABILITY:
Accessed by name and/or social security number.
SAFEGUARDS:
Electronic records are password protected. Paper records are
maintained in locked files. Access to and use of these records are
limited to those persons whose official duties require such access.
RETENTION AND DISPOSAL:
Paper records are destroyed after 6 months by shredding in
accordance with GRS 1-17.c. The electronic record may be deleted after
the expiration of the retention period authorized for the paper copy
file, or when no longer needed, whichever is later, in accordance with
GRS 20-3.b.2.
SYSTEM MANAGER(S) AND ADDRESS:
Part 1: Chief, Human Resources Services and Operations, Office of
Human Resources; Part 2: Chief Information Officer; Part 3: Director,
Office of Administration, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Individual on whom the record is maintained, Employee Express, NRC
Form 15, ``Employee Locator Notification,'' general personnel records,
and other related records.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-37
SYSTEM NAME:
Information Security Files and Associated Records--NRC.
SYSTEM LOCATION:
Division of Nuclear Security, Office of Nuclear Security and
Incident Response, NRC, One White Flint North, 11555 Rockville Pike,
Rockville, Maryland.
[[Page 57608]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons including present or former NRC employees, contractors,
consultants, licensees, and other cleared persons.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include information regarding:
a. Personnel who are authorized access to specified levels,
categories and types of information, the approving authority, and
related documents; and
b. Names of individuals who classify and/or declassify documents
(e.g., for the protection of information relating to the U.S. national
defense and foreign relations) as well as information identifying the
document.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2165 and 2201(i); Executive Order 12958, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To prepare statistical reports for the Information Security
Oversight Office.
b. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders and on computer media.
RETRIEVABILITY:
Accessed by name and/or assigned number.
SAFEGUARDS:
Maintained in locked buildings, containers, or security areas under
guard and/or alarm protection, as appropriate. Records are processed
only on systems approved for processing classified information or
accessible through password protected systems for unclassified
information. The classified systems are stand alone systems located
within secure facilities or with removable hard drives that are either
stored in locked security containers or in alarmed vaults cleared for
open storage of TOP SECRET information.
RETENTION AND DISPOSAL:
a. Classified documents, administrative correspondence, document
receipts, destruction certificates, classified document inventories,
and related records--retained 2 years, then destroyed by shredding in
accordance with GRS 18-1;
b. Top Secret Accounting and Control files: Registers--retained 5
years after documents shown on form are downgraded, transferred, or
destroyed by shredding; Accompanying forms--retained until related
document is downgraded, transferred, or destroyed by shredding in
accordance with GRS 18-5.a and 18-5.b; and
c. Automated records are updated monthly and quarterly, and are
maintained until no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Nuclear Security, Office of Nuclear Security
and Incident Response, U.S. Nuclear Regulatory Commission, Washington,
DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information is classified
under Executive Order 12958 and will not be disclosed. Other
information has been received in confidence and will not be disclosed
to the extent that disclosure would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Persons, including NRC employees, contractors, consultants, and
licensees, as well as information furnished by other Government
agencies or their contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), the Commission has
exempted portions of this system of records from 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4), (G), (H), and (I), and (f). The exemption rule is
contained in 10 CFR 9.95 of NRC regulations.
NRC-38
SYSTEM NAME:
Mailing Lists--NRC.
SYSTEM LOCATION:
Primary system--Reproduction and Distribution Services Section,
Publishing and Distribution Services Branch, Information and Records
Services Division, Office of the Chief Information Officer, NRC, 11555
Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist in whole or in part, at
the locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals, including NRC staff, with an interest in receiving
information from the NRC.
CATEGORIES OF RECORDS IN THE SYSTEM:
Mailing lists include primarily the individual's name and address.
Some lists also include title, occupation, and institutional
affiliation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. For distribution of documents to persons and organizations
listed on the mailing list; and
b. For the routine use specified in paragraph number 6 of the
Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on computer media and paper.
RETRIEVABILITY:
Records are accessed by company name, individual name, and file
code identification number.
SAFEGUARDS:
Access to and use of these records are limited to those persons
whose official duties require such access. Automated records are
password protected.
RETENTION AND DISPOSAL:
Documents requesting changes are destroyed through the regular
trash
[[Page 57609]]
disposal system after appropriate revision of the mailing list or after
3 months in accordance with GRS 13.4.a, whichever is sooner; lists are
retained until canceled or revised, then destroyed through the regular
trash disposal system in accordance with GRS 13.4.b. Computer files are
deleted after canceled or revised or when no longer needed, whichever
is later.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Reproduction and Distribution Services Section, Publishing
and Distribution Services Branch, Information and Records Services
Division, Office of the Chief Information Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
NRC staff, NRC licensees, and individuals expressing an interest in
NRC activities and publications.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-39
SYSTEM NAME:
Personnel Security Files and Associated Records--NRC.
SYSTEM LOCATION:
Division of Facilities and Security, Office of Administration, NRC,
Two White Flint North, 11545 Rockville Pike, Rockville, Maryland.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons including NRC employees, employment applicants,
consultants, contractors, and licensees; other Government agency
personnel, other persons who have been considered for a personnel
clearance, special nuclear material access authorization, unescorted
access to NRC buildings or nuclear power plants, NRC building access,
access to Federal automated information systems or data, or
participants in the criminal history program; aliens who visit NRC's
facilities; and actual or suspected violators of laws administered by
NRC.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information about individuals, which include,
but are not limited to, their name(s), address, date and place of
birth, Social Security number, identifying information, citizenship,
residence history, employment history, military history, financial
history, foreign travel, foreign contacts, education, spouse/cohabitant
and relatives, personal references, organizational membership, medical,
fingerprint cards, criminal record, and security clearance history.
These records also contain copies of personnel security investigative
reports from other Federal agencies, summaries of investigative
reports, results of Federal agency indices checks, records necessary
for participation in the criminal history program, reports of personnel
security interviews, clearance actions information (e.g., grants and
terminations), access approval/disapproval actions related to NRC
building access or unescorted access to nuclear plants, or access to
Federal automated information systems or data, violations of laws,
reports of security infraction, and other related personnel security
processing documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
40 U.S.C. 318; 42 U.S.C. 2165 and 2201(i); Executive Order (E.O.)
9397; E.O. 10450; E.O. 12958, amended by E.O. 13292; E.O. 12968; E.O.
10865; 10 CFR Part 11; Public Law 99-399 (100 Stat. 876); OMB Circular
No. A-130; 5 CFR 731 and 732 and authorities cited therein; Public Law
99-500 (100 Stat. 1783-335).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information in these records may be used by the Division of
Facilities and Security and on a need-to-know basis by appropriate NRC
officials, Hearing Examiners, Personnel Security Review Panel members,
Office of Personnel Management, Central Intelligence Agency, and other
Federal agencies:
a. To determine clearance or access authorization eligibility;
b. To determine eligibility for access to NRC buildings or access
to Federal automated information systems or data;
c. To certify clearance or access authorization;
d. To maintain the NRC personnel security program;
e. To provide licensees criminal history information needed for
their unescorted access or access to safeguard information
determinations; and
f. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Maintained on paper in file folders, on tape, microfiche, and
computer media.
RETRIEVABILITY:
Indexed and accessed by name, social security number, docket
number, or a combination thereof.
SAFEGUARDS:
File folders and computer printouts are maintained in security or
controlled areas under guard and/or alarm protection, as appropriate.
The door to the file room has a combination dial lock. The automated
records are password and role protected.
RETENTION AND DISPOSAL:
a. Personnel security clearance/access authorization files--destroy
case files upon notification of death or 5 years from date of
termination of access authorization or final administrative action in
accordance with GRS 18-22.a;
b. Request for Visit or Access Approval--maximum security areas
retained 5 years after final entry or after date of document, as
appropriate, in accordance with GRS 18-17.a; Other areas: Retained 2
years after final entry or after date of document, then destroyed by
approved method of destruction in accordance with GRS 18-17.b;
c. Other security clearance/access authorization administration
files--retained 2 years after final entry or after date of document,
then destroyed by approved method of destruction in accordance with GRS
18-8; and
d. Criminal history record computer files are deleted when no
longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Facilities and Security, Office of
Administration, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear
[[Page 57610]]
Regulatory Commission, Washington, DC 20555-0001, and comply with the
procedures contained in NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.'' Some information is classified
under Executive Order 12958 and will not be disclosed. Other
information has been received in confidence and will not be disclosed
to the extent the disclosure would reveal a confidential source.
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Persons including NRC applicants, employees, contractors,
consultants, licensees, visitors and others, as well as information
furnished by other Government agencies or their contractors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), the Commission
has exempted portions of this system of records from 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). The
exemption rule is contained in 10 CFR 9.95 of the NRC regulations.
NRC-40
SYSTEM NAME:
Facility Security Access Control Records--NRC.
SYSTEM LOCATION:
Primary system--Division of Facilities and Security, Office of
Administration, NRC, One White Flint North, 11555 Rockville Pike,
Rockville, Maryland.
Duplicate system--Duplicate systems exist in part at NRC Regional
Offices and the NRC Technical Training Center at the locations listed
in Addendum I, Part 2.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons including current and former NRC employees, consultants,
contractors, other Government agency personnel, and approved visitors.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records include information regarding: (1) NRC personal
identification badges issued for continued access to NRC-controlled
space; and (2) records regarding visitors to NRC. These records
include, but are not limited to, an individual's name, social security
number, electronic image, badge number, citizenship, employer, purpose
of visit, person visited, date and time of visit, and other information
contained on Government issued credentials.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 2165 and 2201(i), (k) and (p); 5 CFR Part 2634; Executive
Order (E.O.) 9397; E.O. 12958, amended by E.O. 13292.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To control access to NRC classified information and to NRC
spaces by human or electronic means.
b. Information (identification badge) may also be used for tracking
applications within the NRC for other than security access purposes.
c. The electronic image used for the NRC employee personal
identification badge may be used for other than security purposes only
with the written consent of the subject individual.
d. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on paper in logs and files and on computer
media.
RETRIEVABILITY:
Information is indexed and accessed by individual's name, social
security number, identification badge number, employer's name, date of
visit, or sponsor's name.
SAFEGUARDS:
All records are maintained in NRC-controlled space that is secured
after normal duty hours or in security areas under guard presence.
There is an approved security plan which identifies the physical
protective measures and access controls (i.e., passwords and software
design limiting access based on each individual's role and
responsibilities relative to the system) specific to each system.
RETENTION AND DISPOSAL:
a. Records and forms related to NRC identification badges are
retained in files and destroyed when superseded or obsolete in
accordance with GRS 18-23.
b. Manual visitor logs are retained in cabinets and destroyed 2
years after date of entry in accordance with GRS 18-17.b.
c. The automated access control system reflects access to
controlled areas and employee/contractor/visitor identification
information. These records are disposed of after the retention period
for those records identified in a. and b., or when no longer needed,
whichever is later.
d. For automated systems back-up media (tapes/discs) is retained in
cabinets for 2 years from date of archive and then destroyed; or when
no longer needed, whichever is later.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Facilities and Security, Office of
Administration, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Persons including NRC employees, contractors, consultants,
employees of other Government agencies, and visitors.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-41
SYSTEM NAME:
Tort Claims and Personal Property Claims Records--NRC.
SYSTEM LOCATION:
Primary system--Office of the General Counsel, NRC, One White Flint
North, 11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist, in whole or in part, in
the Office of the Chief Financial Officer (OCFO), NRC, Two White Flint
North, 11545 Rockville Pike, Rockville, Maryland, and at the locations
listed in Addendum I, Parts 1 and 2. Other NRC systems of records,
including but not limited to, NRC-18, ``Office of the Inspector General
(OIG) Investigative Records--NRC,'' and NRC-32, ``Office of the Chief
Financial Officer Financial Transactions
[[Page 57611]]
and Debt Collection Management Records--NRC,'' may contain some of the
information in this system of records.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed claims with NRC under the Federal Tort
Claims Act or the Military Personnel and Civilian Employees' Claims Act
and individuals who have matters pending before the NRC that may result
in a claim being filed.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains information relating to loss or damage to
property and/or personal injury or death in which the U.S. Government
may be liable. This information includes, but is not limited to, the
individual's name, home address and phone number, work address and
phone number, claim forms and supporting documentation, police reports,
witness statements, medical records, insurance information,
investigative reports, repair/replacement receipts and estimates,
litigation documents, court decisions, and other information necessary
for the evaluation and settlement of claims and pre-claims.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Tort Claims Act, 28 U.S.C. 2671 et seq. (2000); The
Military Personnel and Civilian Employees' Claims Act of 1964, as
amended, 31 U.S.C. 3721.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, NRC may disclose information contained in a record in
this system of records without the consent of the subject individual if
the disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To third parties, including claimants' attorneys, insurance
companies, witnesses, potential witnesses, local police authorities
where an accident occurs, and others who may have knowledge of the
matter to the extent necessary to obtain information that will be used
to evaluate, settle, refer, pay, and/or adjudicate claims.
b. To the Department of Justice (DOJ) when the matter comes within
their jurisdiction, such as to coordinate litigation or when NRC's
authority is limited and DOJ advice or approval is required before NRC
can award, adjust, compromise, or settle certain claims.
c. To the appropriate Federal agency or agencies when a claim has
been incorrectly filed with NRC or when more than one agency is
involved and NRC makes agreements with the other agencies as to which
one will investigate the claim.
d. The Department of the Treasury to request payment of an award,
compromise, or settlement of a claim.
e. Information contained in litigation records is public to the
extent that the documents have been filed in a court or public
administrative proceeding, unless the court or other adjudicative body
has ordered otherwise. This public information, including information
concerning the nature, status, and disposition of the proceeding, may
be disclosed to any person, unless it is determined that release of
specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy.
f. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
g. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure Pursuant to 5 U.S.C. 552a(b)(12):
Disclosure of information to a consumer reporting agency is not
considered a routine use of records. Disclosures may be made from this
system of records to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal
Claims Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3)
(1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information in this system of records is stored on paper, in log
books, and on computer media.
RETRIEVABILITY:
Information is indexed and accessed by the claimant's name and/or
claim number.
SAFEGUARDS:
The paper records and log books are stored in locked file cabinets
or locked file rooms and access is restricted to those agency personnel
whose official duties and responsibilities require access. Automated
records are protected by password.
RETENTION AND DISPOSAL:
a. Tort claims and employee claims are destroyed six years and
three months after payment or disallowance in accordance with GRS 6-
10.a.
b. Claims affected by a court order or subject to litigation are
destroyed after the related action is concluded, or when six years and
three months old, whichever is later, in accordance with GRS 10-6.c.
c. Log books are destroyed or deleted when no longer needed in
accordance with GRS 23-8.
d. Copies of memoranda contained on electronic media are deleted
when no longer needed in accordance with GRS 20-13.
e. Copies of tort claims and personal property claims that become
part of NRC's Litigation Case File are retained by the Government
permanently in accordance with NRCS 2-13.4.
SYSTEM MANAGER:
Assistant General Counsel for Administration, Office of the General
Counsel, U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information is obtained from a number of sources, including but not
limited to, claimants, NRC employees involved in the incident,
witnesses or others having knowledge of the matter, police reports,
medical reports, investigative reports, insurance companies, and
attorneys.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-42
SYSTEM NAME:
Strategic Workforce Planning Records--NRC.
[[Page 57612]]
SYSTEM LOCATION:
Primary system--Technical Training Center, NRC, 5746 Marlin Road,
Suite 200, Chattanooga, Tennessee.
Duplicate system--Duplicate systems may exist, in part, at the
locations listed in Addendum I, Parts 1 and 2.
CATEGORIES OF INDIVIDUALS COVERED:
Current, prospective, and former NRC employees, experts,
consultants, contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Specific information maintained on individuals includes individual
skills assessments that identify the knowledge and skills possessed by
the individual and the level of skills possessed, and may include a
skills profile containing, but not limited to, their name; service
computation date; series and grade; education; work and skills
experience; special qualifications; licenses and certificates held; and
availability for geographic relocation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3396; 5 U.S.C. 4103; 42 U.S.C. 2201; Executive Order
(E.O.) 9397; E.O. 11348, as amended by E.O. 12107; Public Law 104-106,
National Defense Authorization Act for Fiscal Year 1996, Sec. 5125,
Agency Chief Information Officer.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The primary use of the records will be to assess the knowledge and
skills needed to perform the functions assigned to individuals and
their organizations.
Information in the system may be used by the NRC to assess the
skills of the staff to develop an organizational training plan/program;
to prepare individual training plans; to develop recruitment plans; and
to assign personnel. Other offices may maintain similar kinds of
records relative to their specific duties, functions, and
responsibilities.
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, which includes disclosure to other NRC employees who
have a need for the information in the performance of their duties, NRC
may disclose information contained in this system of records without
the consent of the subject individual if the disclosure is compatible
with the purpose for which the information was collected under the
following routine uses:
a. To employees and contractors of other Federal, State, local, and
foreign agencies or to private entities in connection with joint
projects, working groups, or other cooperative efforts in which the NRC
is participating.
b. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
c. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSITION OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained in computerized form (Strategic Workforce
Planning System) and in paper copy.
RETRIEVABILITY:
Information may be retrieved by, but not limited to, the
individual's name; office; skill level; various skills; education; or
work experience.
SAFEGUARDS:
Records are maintained in areas where access is controlled by
keycard and is limited to NRC and contractor personnel. Access to
computerized records requires use of password and user identification
codes. Level of access is determined by roles and responsibilities.
RETENTION AND DISPOSAL:
System input records are destroyed after the information is
converted to electronic medium and verified in accordance with GRS 20-
2.a and b. System data maintained electronically are currently
unscheduled and must be retained until a records disposition schedule
for this information is approved by the National Archives and Records
Administration. Hard copy records documenting skills requirements,
assessments, strategies, and plans for meeting the requirements are
currently unscheduled and must be retained until a records disposition
schedule for this information is approved by the National Archives and
Records Administration.
SYSTEM MANAGER AND ADDRESS:
Chief, Workforce Planning and Information Management, Office of
Human Resources, U.S. Nuclear Regulatory Commission, Washington, DC
20555-0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information is obtained from a number of sources, including but not
limited to, the individual to whom it pertains, system of records NRC-
11, supervisors and other NRC officials, contractors, and other
agencies or entities.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NRC-43
SYSTEM NAME:
Employee Health Center Records--NRC.
SYSTEM LOCATION:
Primary system--NRC Employee Health Center, One White Flint North,
11555 Rockville Pike, Rockville, Maryland.
Duplicate system--Duplicate systems exist, in part, at health care
facilities operating under a contract or agreement with NRC for health-
related services in the vicinity of each of NRC's Regional offices
listed in Addendum I, Part 2. NRC's Regional offices may also maintain
copies of occupational health records for their employees.
This system may contain some of the information maintained in other
systems of records, including NRC-11, ``General Personnel Records
(Official Personnel Folder and Related Records)--NRC,'' NRC-17,
``Occupational Injuries and Illness Records--NRC,'' and NRC-44,
``Employee Fitness Center Records--NRC.''
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former NRC employees, consultants, contractors, other
Government agency personnel, and anyone on NRC premises who requires
emergency or first-aid treatment.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system is comprised of records developed as a result of
voluntary employee use of health services provided by the Health
Center, and of emergency health services rendered by Health Center
staff to individuals for injuries and illnesses suffered while on
[[Page 57613]]
NRC premises. Specific information maintained on individuals may
include, but is not limited to, their name, date of birth, and Social
Security number; medical history and other biographical data; test
reports and medical diagnoses based on employee health maintenance
physical examinations or health screening programs (tests for single
medical conditions or diseases); history of complaint, diagnosis, and
treatment of injuries and illness rendered by the Health Center staff;
immunization records; records of administration by Health Center staff
of medications prescribed by personal physicians; medical consultation
records; statistical records; daily log of patients; and medical
documentation such as personal physician correspondence, test results
submitted to the Health Center staff by the employee; and occupational
health records. Forms used to obtain or provide information include,
but are not limited to, the following:
(1) Employee Health Record.
(2) Immunization/Health Profile.
(3) Problem List.
(4) Progress Notes.
(5) Consent for Release of Medical Information.
(6) Against Medical Advice (AMA) Release.
(7) Patient Treatment Record.
(8) Injection Record.
(9) Allergy.
(10) Respirator Certification Form.
(11) Pre-travel Questionnaire.
(12) Flu Vaccine Form.
(13) Pneumonia Vaccine Form.
(14) TB Test Form.
(15) Office of Workers' Compensation Programs (OWCP) Occupational
Injury Form.
(16) Medical History.
(17) Medical Examination.
(18) Prostate Symptoms Questionnaire.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7901; Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To refer information required by applicable law to be disclosed
to a Federal, State, or local public health service agency concerning
individuals who have contracted certain communicable diseases or
conditions in an effort to prevent further outbreak of the disease or
condition.
b. To disclose information to the appropriate Federal, State, or
local agency responsible for investigation of an accident, disease,
medical condition, or injury as required by pertinent legal authority.
c. To disclose information to the Office of Workers' Compensation
Programs in connection with a claim for benefits filed by an employee.
d. To Health Center staff and medical personnel under a contract or
agreement with NRC who need the information in order to schedule,
conduct, evaluate, or follow up on physical examinations, tests,
emergency treatments, or other medical and health care services.
e. To refer information to private physicians designated by the
individual when requested in writing.
f. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 and 2906.
g. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in file folders, on microfiche, on computer
media, and on file cards, logs, x-rays, and other medical reports and
forms.
RETRIEVABILITY:
Records are retrieved by the individual's name, date of birth, and
Social Security number, or any combination of those identifiers.
SAFEGUARDS:
Records in the primary system are maintained in a building where
access is controlled by a security guard force and entry to each floor
is controlled by keycard. Records in the system are maintained in
lockable file cabinets with access limited to agency or contractor
personnel whose duties require access. The records are under visual
control during duty hours. Access to automated data requires use of
proper password and user identification codes by authorized personnel.
RETENTION AND DISPOSAL:
Records documenting an individual employee's medical history,
physical condition, and visits to Government health facilities, for
nonwork-related purposes, are maintained for six years from the date of
the last entry as are records on consultants, contractors, other
Government agency personnel, and anyone on NRC premises who requires
emergency or first-aid treatment in accordance with GRS 1-19. Health
Center control records such as logs or registers reflecting daily
visits are destroyed three months after the last entry if the
information is summarized on a statistical report in accordance with
GRS 1-20a and two years after the last entry if the information is not
summarized in accordance with GRS 1-20b. Occupational health records/
long-term medical records are retained in accordance with GRS 1-21a.
Employees are given copies of their records if requested upon
separation from the agency.
SYSTEM MANAGER(S) AND ADDRESSES:
Manager, Employee Assistance and Wellness Services, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001; comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9; and provide their full
name, any former name(s), date of birth, and Social Security number.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from a number of
sources including, but not limited to, the individual to whom it
pertains; laboratory reports and test results; NRC Health Center
physicians, nurses, and other medical technicians or personnel who have
examined, tested, or treated the individual; the individual's coworkers
or supervisors; other systems of records; the individual's personal
physician(s); NRC Fitness Center staff; other Federal agencies; and
other Federal employee health units.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[[Page 57614]]
NRC-44
SYSTEM NAME:
Employee Fitness Center Records--NRC.
SYSTEM LOCATION:
Primary system--NRC Fitness Center, Two White Flint North, 11545
Rockville Pike, Rockville, Maryland.
Duplicate system--Regional offices, listed in Addendum I, Part 2,
only maintain lists of their employees who receive subsidy from NRC for
off-site fitness center memberships.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC employees who apply for membership in the Fitness Center as
well as current and inactive Fitness Center members.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system includes employees' applications to participate in NRC's
Fitness Center, information on individuals' degree of physical fitness
and their fitness activities and goals, and various forms, memoranda,
and correspondence related to Fitness Center membership and financial/
payment matters. Specific information contained in the application for
membership includes the employee applicant's name, gender, age, Social
Security number, height, weight, and medical information, including a
history of certain medical conditions; the name of the individual's
personal physician and any prescription or over-the-counter drugs taken
on a regular basis; and the name and address of a person to be notified
in case of emergency. Forms used to obtain or provide information
include, but are not limited to, the following:
(1) Application Package.
(2) Release of Medical Information/Physician's Statement.
(3) Fitness Assessment.
(4) Pre-exercise Health Screening.
(5) Account Logs.
(6) Terminated Memberships.
(7) New Memberships.
(8) Monthly Dues Collected.
(9) Accident Report.
(10) ``Dear Participant'' Letter.
(11) Refund Request.
(12) Regional Employee Sign-in Log.
(13) Member of the Month.
(14) User Suggestion Form.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7901; Executive Order 9397.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the NRC may disclose information contained in this
system of records without the consent of the subject individual if the
disclosure is compatible with the purpose for which the record was
collected under the following routine uses:
a. To the individual listed as an emergency contact, in the event
of an emergency.
b. To the National Archives and Records Administration or to the
General Services Administration for records management inspections
conducted under 44 U.S.C. 2904 or 2906.
c. For any of the routine uses specified in the Prefatory Statement
of General Routine Uses.
DISCLOSURES TO CONSUMER REPORTING AGENCIES:
Disclosures Pursuant to 5 U.S.C. 552a(b)(12):
Disclosures of information to a consumer reporting agency are not
considered a routine use of records. Disclosures may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) (1970)) or the Federal Claims
Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3) (1996)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on computer media and in paper form in logs
and files.
RETRIEVABILITY:
Information is indexed and accessed by an individual's name and/or
Social Security number.
SAFEGUARDS:
Records are maintained in a building where access is controlled by
a security guard force. Access to the Fitness Center is controlled by
keycard and bar code verification. Records in paper form are stored
alphabetically by individuals' names in lockable file cabinets
maintained in the NRC Fitness Center where access to the records is
limited to agency and Fitness Center personnel whose duties require
access. The records are under visual control during duty hours.
Automated records are protected by screen saver. Access to automated
data requires use of proper password and user identification codes.
Only authorized personnel have access to areas in which information is
stored.
RETENTION AND DISPOSAL:
Fitness Center records are currently unscheduled and must be
retained until the National Archives and Records Administration
approves a records disposition schedule for this material.
SYSTEM MANAGER(S) AND ADDRESS:
Manager, Employee Assistance and Wellness Services, Office of Human
Resources, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
Freedom of Information Act and Privacy Act (FOIA/PA) Officer, Office of
the Chief Information Officer, U.S. Nuclear Regulatory Commission,
Washington, DC 20555-0001, and comply with the procedures contained in
NRC's Privacy Act regulations, 10 CFR part 9.
RECORD ACCESS PROCEDURE:
Same as ``Notification procedure.''
CONTESTING RECORD PROCEDURE:
Same as ``Notification procedure.''
RECORD SOURCE CATEGORIES:
Information in this system of records is principally obtained from
the individuals upon whom the records are maintained. Other sources of
information include, but are not limited to, the NRC Fitness Center
Director and other staff, physicians retained by the NRC, and the
individuals' personal physicians.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Addendum I--List of U.S. Nuclear Regulatory Commission Locations
Part 1--NRC Headquarters Offices
1. One White Flint North, 11555 Rockville Pike, Rockville,
Maryland 20852-2738.
2. Two White Flint North, 11545 Rockville Pike, Rockville,
Maryland 20852-2738.
3. Warehouse, 5000 Boiling Brook Parkway, Rockville, Maryland
20852-2738.
Part 2--NRC Regional Offices
1. NRC Region I, 475 Allendale Road, King of Prussia,
Pennsylvania 19406-1415.
2. NRC Region II, Sam Nunn Atlanta Federal Center, 23 T85, 61
Forsyth Street, SW., Atlanta, Georgia 30303-3415.
3. NRC Region III, 2443 Warrenville Road, Suite 210, Lisle,
Illinois 60532-4352.
4. NRC Region IV, 611 Ryan Plaza Drive, Suite 400, Arlington,
Texas 76011-8064.
5. High-Level Waste Management Office, 1551 Hillshire Drive, Las
Vegas, Nevada 89134.
6. NRC Technical Training Center, 5746 Marlin Road, Suite 200,
Chattanooga, Tennessee 37411-5677.
[[Page 57615]]
Dated in Rockville, Maryland, this 17 day of September, 2004.
For the Nuclear Regulatory Commission.
Jacqueline E. Silber,
Chief Information Officer.
[FR Doc. 04-21340 Filed 9-23-04; 8:45 am]
BILLING CODE 7590-01-P