[Privacy Act Issuances (2001)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEPARTMENT OF ENERGY
Table of Contents
DOE-1 Grievance Records
DOE-2 Supervisory Maintained Personnel Records
DOE-3 Employee Concern Program Records
DOE-4 Consumption Survey (RECS)
DOE-5 Personnel Records of Former Contractor Employees
DOE-6 EIA Consumer Data Base
DOE-7 Whistleblower Investigation, Hearings and Appeals Records
DOE-8 Intergovernmental Personnel Act (IPA) Contracts
DOE-9 Members of DOE Advisory Committees
DOE-10 Worker Advocacy Records
DOE-11 Emergency Locator Records
DOE-12 Automated Materials Property System (AMPS)
DOE-13 Payroll and Leave Records
DOE-14 Report of Compensation
DOE-15 Intelligence Related Access Authorization
DOE-16 [Deleted--Reserved]
DOE-17 [Deleted--Reserved]
DOE-18 Accounts Payable Financial System
DOE-19 Accounts Receivable Financial System
DOE-20 [Deleted--Reserved]
DOE-21 Emergency Defense Mobilization Files
DOE-22 Deleted--Reserved
DOE-23 Property Accountability System
DOE-24 Land Records
DOE-25 U.S. DOE Commuter Locator and Parking Space Information
System
DOE-26 Official Travel Records
DOE-27 Deleted with this notice--Reserved
DOE-28 General Training Records
DOE-29 [Deleted--Reserved]
DOE-30 [Deleted--Reserved]
DOE-31 Firearms Qualifications Records
DOE-32 [Deleted--Reserved]
DOE-33 Personnel Medical Records
DOE-34 Employee Assistance Program
DOE-35 Personnel Radiation Exposure Records
DOE-36 [Deleted--Reserved]
DOE-37 [Deleted--Reserved]
DOE-38 Occupational and Industrial Accident Reports
DOE-39 [Deleted--Reserved]
DOE-40 [Deleted--Reserved]
DOE-41 Legal Files (Claims, Litigation, Criminal Violations,
Patents, and Others)
DOE-42 [Deleted--Reserved]
DOE-43 Personnel Security Clearance
DOE-44 Special Access Authorization for Categories of Classified
Information
DOE-45 Weapons Data Access Control System
DOE-46 Clearance Board Cases
DOE-47 [Deleted --Reserved]
DOE-48 Security Education and/or Infraction Reports
DOE-49 Security Communications File
DOE-50 Personnel Assurance Program Records
DOE-51 Employee and Visitor Access Control Records
DOE-52 Access Control Records of International Visits, Assignments,
and Employment at Facilities and Contractor Sites.
DOE-53 Access Authorization for Information Technology Group (ITG)
Equipment
DOE-54 Investigative Files of the Inspector General
DOE-55 Freedom of Information and Privacy Act (FOIA/PA) Requests for
Records
DOE-56 Congressional Constituent Inquiries
DOE-57 Congressional Profiles
DOE-58 General Correspondence Files of the Secretary of Energy
DOE-59 Mailing List for Requesters of Energy Related Information
DOE-60 [Deleted--Reserved]
DOE-61 Census of High Energy Physicists
DOE-62 Historical Files--Published Information Concerning Selected
Persons in the Energy Field
DOE-63 [Deleted--Reserved]
DOE-64 [Deleted--Reserved]
DOE-65 [Deleted--Reserved]
DOE-66 Power Sales to Individuals
DOE-67 [Deleted--Reserved]
DOE-68 [Deleted--Reserved]
DOE-69 [Deleted--Reserved]
DOE-70 [Deleted--Reserved]
DOE-71 The Radiation Accident Registry
DOE-72 The DOE Radiation Study Registry
DOE-73 The US-DPTA Registry
DOE-74 [Deleted--Reserved]
DOE-75 Call Detail Records
DOE-76 [Deleted --Reserved]
DOE-77 Physical Fitness Test Records
DOE-78 [Deleted --Reserved]
DOE-79 [Deleted--Reserved]
DOE-80 [Deleted--Reserved]
DOE-81 Counterintelligence Administrative and Analytical Records and
Reports
DOE-82 Grant and Contract Records for Research Projects, Science
Education, and Related Activities
DOE-83 Allegations Based Inspections Files of the Office of the
Inspector General
DOE-84 Counterintelligence Investigative Records
DOE-85 [Reserved]
DOE-86 Human Radiation Experiments Records
DOE-87 [Deleted --Reserved]
DOE-88 Epidemiologic and Other Health Studies, Surveys, and
Surveillances
Table of Contents of Reorganization of Field Components
1. Alaska Power Administration
2. Albuquerque Operations Office
3. Bartlesville Energy Technology Center
4. Bonneville Power Administration
5. Central District Office of Enforcement (Reports to Headquarters)
6. Chicago Operations Office
7. Grand Forks Energy Technology Center
8. Headquarters
9. Idaho Operations Office
10. Laramie Energy Technology Center
11. Morgantown Energy Technology Center
12. Nevada Operations Office
13. Northeast District Office of Enforcement (Reports to Chicago
Operations)
14. Oak Ridge Operations Office
15. Pittsburgh Energy Technology Center
16. Region I--Reports to Chicago Operations Office
17. Region II--Reports to Chicago Operations Office
18. Region III--Reports to Chicago Operations Office
19. Region IV--Reports to Savannah River Operations Office
20. Region V--Reports to Chicago Operations Office
21. Region VI--Reports to Albuquerque Operations Office
22. Region VII--Reports to Albuquerque Operations Office
23. Region VIII--Reports to Idaho Operations Office
24. Region IX--Reports to San Francisco Operations Office
25. Region X--Reports to Richland Operations Office
26. Richland Operations Office
27. Rocky Mountain District Office of Enforcement (Reports to Idaho
Operations Office)
28. San Francisco Operations Office
29. Savannah River Operations Office
30. Southeast District Office of Enforcement (Reports to Savannah
River Operations Office)
31. Southeastern Power Administration
32. Southwest District Office of Enformement (Reports to Albuquerque
Operations Office)
33. Southwestern Power Administration
34. Western District Office of Enforcement (Reports to San Francisco
Operations Office)
35. Western Power Administration
DOE-1
System name:
Grievance Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
[[Page 27311]]
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven National Laboratory,
Industrial Medicine Division, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Grand Forks Energy Technology Center,
PO Box 8213, University Station, Grand Forks, ND 58201
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Laramie Energy Technology Center, PO
Box 3395, University Station, Laramie, WY 82070
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 90403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Current and former Department of Energy (DOE) employees,
consultants, board members, and applicants.
Categories of records in the system:
Grievances; names; social security numbers; work and home
address; work and home telephone numbers; job titles, series, and
grade levels; organization; supervisors' names and telephone numbers;
copies of employee records, such as personnel actions, performance
appraisals, pay and leave records, and security clearance documents;
management reports; witness statements; affidavits; checklists;
notes; and relevant correspondence.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 7121,
and 5 CFR part 771.
Purpose(s):
The records are maintained and used by the Department to resolve
employee concerns about working conditions, the administration of
collective bargaining agreements, employee-supervisor relations, and
work processes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
union officials acting in their official capacity as a representative
of the grievant or affected employees under 5 U.S.C. Chapter 71.
2. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving a constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
3. A record from this system may be disclosed as a routine use to
an appropriate Federal, State, or local agency that is authorized to
review and resolve the issue(s) raised in the grievance.
4. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing
the Department or assisting in such representation; (2) others
involved in the matter, their representatives and persons assisting
such persons; and (3) witnesses, potential witnesses, their
representatives and assistants, and any other persons possessing
information pertaining to the matter when it is necessary to obtain
information or testimony relevant to the matter.
5. A record from this system may be disclosed as a routine use to
a contractor of the Department who is authorized to review and
resolve the issue(s) raised in the grievance, including a mediator or
arbitrator in the performance of their duties. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by the name of the grievant or
complainant or other personal identifier, such as social security
number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director of Human Resources Management, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Human Resources Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of
[[Page 27312]]
records contains information about him/her should be directed to the
Director, Headquarters Freedom of Information Act and Privacy Act
Division, U.S. Department of Energy, or the Privacy Act Officer at
the appropriate address identified above under ``System locations.''
The request should include the requester's complete name, time period
for which records are sought, and the geographic location(s) where
the requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting records procedures:
Same as Notification procedures above.
Record source categories:
The grievant or complainant, applicable management officials,
program office records, congressional offices, and fact finders'
notes and reports.
System exempted from certain provisions of the act:
None.
DOE-2
System name:
DOE-Personnel Supervisor Maintained Personnel Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven National Laboratory,
Industrial Medicine Division, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Grand Forks Energy Technology Center,
PO Box 8213, University Station, Grand Forks, ND 58201
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Laramie Energy Technology Center, PO
Box 3395, University Station, Laramie, WY 82070
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 90403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Current Department of Energy (DOE) employees, former employees
who have departed within the last year, assigned military or detailed
personnel, and applicants for employment.
Categories of records in the system:
Copies and summaries of employment history; SF-171; job
description; education; address; next of kin; home and work telephone
numbers; date of birth; awards and commendations received;
participation in professional or community activities; training;
earnings and leave data; travel actions; certification or
qualification examinations; injury reports; appraisals; copy of ADP-
produced Form 702; Form 50; assignment records; security infraction
notices; records of supervisor-employee discussions; supervisor
observations; reprimands; admonitions; adverse actions;
commendations; contingency planning data; security clearance status;
and Government property in employee possession.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by DOE to maintain a file of
personnel information that would allow DOE managers to make informed
personnel and management decisions concerning employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
3. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters and Field Offices: The immediate supervisor of the
subject of the record(s).
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject employee, employee's supervisor(s), personnel action
documents, payroll documents, and personnel security documents.
System exempted from certain provisions of the act:
None.
DOE-3
System name:
Employee Concerns Program Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585.
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87185-5400.
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Nevada Operations Office, 232 Energy
Way, North Las Vegas, NV 89030
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
200 Administration Road, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Office of River Protection, PO Box
550, MS A1-61, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93 Unite A, Golden, CO 80402
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Savannah River Operations Office, Road
1A, Aiken, SC 29802
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Current and former Department of Energy (DOE) employees and DOE
contractor and subcontractor employees who file concerns or
complaints with the DOE Employee Concerns Program offices.
Categories of records in the system:
Employee concerns, informal whistleblower reprisal complaints,
names, social security numbers, work and home addresses and telephone
numbers, job titles, series, grade or pay levels; organization;
supervisors names and telephone numbers; copies of employee records
such as personnel actions, performance appraisals, pay and leave
records and security clearance documents; management reports; witness
statements; affidavits; checklists; notes; and relevant
correspondence.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 2201
(p); 42 U.S.C. 7254; 42 U.S.C. 5801(a).
Purpose(s):
The records are maintained and used by the Department to document
and resolve employee concerns about environmental, safety and health
issues, employee-supervisor relations, work processes and practices,
and other work-related issues.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
union officials acting in their official capacity as a representative
of the grievant or affected employees under 5 U.S.C. Chapter 71.
2. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving a constituent
when the constituent has requested assistance from the member of
Congress with respect to the subject matter of the record. The member
of Congress must provide a copy of the constituent's request for
assistance.
3. A record from this system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of
law whether civil, criminal
[[Page 27314]]
or regulatory in nature, and whether arising by general statue of
particular program pursuant thereto.
4. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing
the Department or assisting in such representation; (2) others
involved in the matter, their representatives and persons assisting
such persons; and (3) witnesses, potential witnesses, their
representatives and assistants, and any other persons possessing
information pertaining to the matter when it is necessary to obtain
information or testimony relevant to the matter.
5. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by the name of the concerned employee or
complainant or other personal identifier, such as social security
number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Employee Concerns, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Director of the Office of Employee Concerns at
the ``System locations'' listed above are the system managers for
their respective portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information and Privacy Act Division, U. S.
Department of Energy or the Privacy Act Officer at the appropriate
address identified above under ``System locations.'' The request
should include the requester's complete name, time period, and the
geographic location(s) where the requester believes the records are
located.
Record access procedures:
Same as Notification procedures above. Records generally are kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The concerned employee or complainant; applicable management
officials; program office records; and congressional offices.
System exempted from certain provisions of the act:
The system is exempt under subsections 552a(k)(1), (2) and (5) of
the Privacy Act to the extent that information within the system
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3); 5 U.S.C.
552a (d); 5 U.S.C. 552a (e)(1) of the Act; see the Department's
Privacy Act regulation at 10 CFR part 1008.
DOE-4
System name:
FORM EIA-457 Survey Reports (Residential Energy Consumption
Survey (RECS)).
System location:
U.S. Department of Energy, Energy Information Administration
(EIA), 1000 Independence Avenue, SW., Washington, DC 20585.
Roper Starch Worldwide, Inc., Response Analysis Division, 1060
State Road, Princeton, NJ 08540.
Security classification:
Unclassified.
Categories of individuals covered by the system:
Persons responding to the FORM EIA-457 (Residential Energy
Consumption Survey (RECS)) or a sample thereof.
Categories of records in the system:
Name, age, gender, race, ethnicity, home address, home telephone
number, income, family size and composition, characteristics of
housing unit, household vehicles, name and address of landlord, name
and address of fuel suppliers, and records of energy purchases.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The information is collected and maintained by the DOE to measure
the levels of energy consumption used by homeowners and the cost of
heating fuel. The information also is used for monitoring, modeling
and making policy decisions regarding energy use in U.S. households.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to DOE officers and employees
under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name and identification number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are
[[Page 27315]]
password protected. Passwords are known only by the system manager.
Access is limited to those whose official duties require access to
the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Administrator, Energy Information Administration,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual and energy supply companies.
System exempted from certain provisions of the act:
None.
DOE-5
System name:
Personnel Records of Former Contractor Employees.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Naval Petroleum Reserves in
California, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 North Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, PO BOX 3020,
Miamisburg, OH 45343-3020
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550 Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
Categories of individuals covered by the system:
Former employees of companies that currently have or have had a
contract with the Department of Energy (DOE).
Categories of records in the system:
Name, employment history, earnings, medical history, and other
related information.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq., 50 U.S.C. 2401 et seq. and the Memorandum
of Understanding between the Department of Energy and the Department
of Health and Human Services, 56 FR 9701, March 7, 1991.
Purpose(s):
The records are maintained and used by the DOE to verify
employment of contractor employees who have worked at a DOE facility
or for a prime management and operating contractor for the DOE to
settle or pay claims associated their employment.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when records alone or
in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, and whether arising by general statue of particular program
pursuant thereto.
2. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit. The Department must
deem such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any person possesses information pertaining to the
matter when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2)
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
[[Page 27316]]
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
5. A record from this system may be disclosed as a routine use to
foreign governments in accordance with treaties, international
conventions, or executive agreements.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
7. A record from the system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
8. A record from the system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry pursuant to Memoranda of Understanding between the
Department and the Department of Health and Human Services or its
components.
9. A record from the system may be disclosed to contractors,
grantees, participants in cooperative agreements, collaborating
researchers, or their employees, in performance of health studies or
related health or environmental duties pursuant to their contracts,
grants, and cooperating or collaborating research agreements. In
order to perform such studies, the Department, its contractors,
grantees, participants in cooperative agreements, and collaborating
researchers may disclose a record to: Federal, state and local health
and medical agencies or authorities; to subcontractors in order to
determine a subject's vital status or cause of death; to health care
providers to verify a diagnosis or cause of death; or to third
parties to obtain current addresses for participants in health-
related studies, surveys, and surveillance. All recipients of such
records are required to comply with the Privacy Act, to follow
prescribed measures to protect personal privacy, and to disclose or
use personally identifiable information only for the above described
research purposes.
10. A record from this system may be disclosed to members of DOE
advisory committees, the Department of Health and Human Services
Advisory Committee on Projects Related to Department of Energy
Facilities, and to designated employees of Federal, State, or local
government or government-sponsored entities authorized to provide
advice to the DOE concerning health, safety, or environmental issues.
All recipients of such records are required to comply with the
Privacy Act, to follow prescribed measures to protect personal
privacy, and to disclose or use personally identifiable information
only for the purpose of providing advice to the DOE or to the
Department of Health and Human Services.
11. A record from this system be disclosed to Department of
Health and Human Services, their contractors, grantees, and
cooperative agreement holders, pursuant to the Energy Employees
Occupational Illness Compensation Program Act of 2000, to estimate
radiation doses and other workplace exposures received by Department
of Energy and contractor employees. The Secretary of Health and Human
Services and the Secretary of Energy shall each make available
information to researchers and the general public on the assumptions,
methodology, and data used in establishing radiation doses consistent
with the protection of private medical records. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored as paper records.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Contractor Human Resource
Management, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of the
system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division, U.
S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The employer of the subject individual.
System exempted from certain provisions of the act:
None.
DOE-6
System name:
EIA Customer Data Base.
Security classification:
Unclassified.
System location:
U.S. Department of Energy (DOE), Energy Information
Administration (EIA), 1000 Independence Avenue, SW., Washington, DC
20585.
[[Page 27317]]
Categories of individuals covered by the system:
Persons requesting energy related information.
Categories of records covered by the system:
The following information may be maintained in the system: EIA
contact name, date of contact, contact method, address, e-mail
address, telephone number, fax number, description of information or
services requested, description of services, and energy interests.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are used and maintained by the DOE to analyze,
evaluate and better serve EIA customers, their needs, and their
interests.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to DOE officers and employees
under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, e-mail address, or telephone
number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Administrator, Energy Information Administration, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Notification procedure:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, Part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual.
System exempted from certain provisions of the act:
None.
DOE-7
System name:
Whistleblower Investigation, Hearings, and Appeals Records.
Security classification:
Classified and unclassified.
System location:
These records are maintained at the Office of Hearings and
Appeals, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585-0107.
Categories of individuals covered by the system:
Current and former employees of the Department of Energy (DOE),
contractor and subcontractor employees whose complaints are received
at the Office of Hearings and Appeals pursuant to Title 10, Code of
Federal Regulations, part 708, and pursuant to section 3164 of the
National Defense Authorization Act for FY 2000, Pub. L. 106-65,
codified at 42 U.S.C. 7239.
Categories of records in the system:
Whistleblower reprisal complaints; names, social security
numbers, work and home addresses and telephone numbers, job titles,
series, grade or pay levels; organization information; supervisors'
names and telephone numbers; copies of employee records such as
personnel actions, performance appraisals, pay and leave records, and
security clearance documents; management reports; witness statements;
affidavits; checklists; notes; reports of investigation; and relevant
correspondence.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C.
2201(b), (c), (I), (p), 5814, 5815, 7251, 7254, 7255, 7257; 42 U.S.C.
7239.
Purpose(s):
The records are maintained and used by the DOE to document and
resolve complaints made by employees of DOE and its contractors and
subcontractors who allege retaliation by their employer for
disclosure of information concerning danger to public or worker
health or safety, substantial violations of law, or gross
mismanagement; for participation in Congressional proceedings; or for
refusal to participate in dangerous activities.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed to any source from
which additional information is requested when necessary to obtain
information relevant to the processing of a whistleblower complaint
by the Office of Hearings and Appeals. The source will be provided
such information from the system of records only to the extent
necessary to identify the individual, inform the source of the
purpose(s) of the request, and to identify the type of information
requested.
2. A record from this system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of
law whether civil, criminal, or regulatory in nature, and whether
arising by general statute of particular program pursuant thereto.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department or assisting
[[Page 27318]]
in such representation; (2) others involved in the matter, their
representatives and assistants, and any other person possessing
information pertaining to the matter, when it is necessary to obtain
information or testimony relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings, or discussion in open court) when such disclosure (1) is
relevant to, and necessary for, the proceeding, and (2) is compatible
with the purpose for which the Department collected the record; and
(3) the proceeding involves:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity, or in any individual capacity where the
Department or other United States Government agency has agreed to
present the employee.
5. A record from this system may be disclosed as a routine use to
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to DOE officers and employees
under the Privacy Act.
6. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving a constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. Decisions, opinions, reports of investigation, orders and
other determinations signed by investigators, hearing officers or the
Director of the Office of Hearings and Appeals that are records
contained in this system of records may be published for the general
public, for precedential or educational purposes, in paper format and
electronically on the Office of Hearings and Appeals' website, the
current address of which is
http://www.oha.doe.gov.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by complainant's name or other personal
identifier or case number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only to the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
System manager(s) and address:
Chief, Docket and Publications Branch, Office of Hearings and
Appeals, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585-0107.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, at Title 10, Code of Federal Regulations, part 1008, a request
by an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information and Privacy Act Division, U. S.
Department of Energy, or the Privacy Act Officer at the appropriate
address identified above under ``system locations.'' The request
should include the requester's complete name, time period, and the
geographic location(s) where the requester believes the records are
located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification Procedures above.
Record source categories:
The complainant; individuals and organizations that have
pertinent knowledge about the subject of the complaint; those
authorized by the complainant to furnish information; confidential
informants; and Congressional offices.
System exempted from certain provisions of the act:
The system is exempt under subsections 552a(k)(1), (2) and (5) of
the Privacy Act to the extent that information within the system
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3); 5 U.S.C.
552a (d); 5 U.S.C. 552a (e)(1) of the Act; see the DOE Privacy Act
regulation at Title 10, Code Federal Regulations, Part 1008.
DOE-8
System name:
Intergovernmental Personnel Act (IPA) Agreements.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U. S. Department of Energy, National Petroleum Technology Office,
William
[[Page 27319]]
Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK 74103
U.S. Department of Energy, Office of Naval Reactors, Crystal
City, VA 22202
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343-3020
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Bldg., Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Individuals who are now, or have been, under an IPA agreement to
or from the Department of Energy (DOE).
Categories of records in the system:
Name, home and work addresses, social security number, home and
work telephone numbers, salary, and related correspondence.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. Chapter
33, Subchapter VI, and 5 CFR part 334.
Purpose(s):
The records are maintained and used by DOE to provide a basis for
payments under the terms of the IPA agreements, provide employment
histories, and provide information for reports and program
evaluations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed to State and local
governments, institutions of higher education, Federally Funded
Research and Development Centers, or other ``eligible'' organizations
for the purpose of assigning prospective individuals for temporary
periods.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records may be stored as electronic media and paper records.
Retrievability:
Records may be retrieved by name or social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Deputy Assistant Secretary for Human Resources,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington
DC 20585.
Field Offices: The Personnel Officers at the field locations
listed above under ``Systems Locations'' are the system managers for
their respective portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual and current or prospective employer.
Systems exempted from certain provisions of the act:
None.
DOE-9
System name:
Members of DOE Advisory Committees.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Office of the Executive Secretariat,
1000 Independence Avenue, SW., Washington, DC 20585.
Categories of individuals covered by the system:
All individuals who are members of a Department of Energy (DOE)
Advisory Committee.
Categories of records in the system:
Name, biographical information, home address and telephone
number, work address and telephone number, type of business or
organizational affiliation, present position with business or other
organization, number of years in present position, other related
experience, congressional district, and photographs.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; and the Federal
Advisory Committee Act, 5 U.S.C. App. 2.
5Purpose(s):
The records are maintained and used by the DOE to keep a current
listing of advisory committee members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of the Executive Secretariat, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual, members of Congress, and public interest
groups.
System exempted from certain provisions of the act:
None.
DOE-10
System name:
Worker Advocacy Records.
Security classification:
None.
System location:
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585
U.S. Department of Energy, 19901 Germantown Road, Germantown, MD
20874-1290
U.S. Department of Energy, Albany Research Center, 1450 Queen
Avenue, SW., Albany, OR 97321
U.S. Department of Energy, Albuquerque Operations Office,
Pennsylvania & H Street, Kirtland Air Force Base, Albuquerque, NM
87116
U.S. Department of Energy, Amarillo Area Office, Highway 60
FM2373, Amarillo, TX 79177
U.S. Department of Energy, Ames Laboratory, 311 TASF, Iowa State
University, Ames, IA 50011
U.S. Department of Energy, Argonne Group, 9800 South Cass Avenue,
Argonne, IL 60439
U.S. Department of Energy, Argonne National Laboratory-East, 9700
South Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Argonne National Laboratory-West,
INEEL, EBRII Site, Scoville, ID 83415
U.S. Department of Energy, Atlanta Regional Office, 75 Spring
Street, Suite 200, Atlanta, GA 30308
U.S. Department of Energy, Bettis Atomic Power Laboratory,
Bechtel Bettis, Inc., 814 Pittsburgh McKeesport Blvd., West Mifflin,
PA 15122-0079
U.S. Department of Energy, Bonneville Power Administration, 905
NE 11th Avenue, Portland, OR 97232
U.S. Department of Energy, Bonneville Power Administration, 1520
Kelley Place, Walla Walla, WA 99362
U.S. Department of Energy, Bonneville Power Administration,
Seattle Customer Service Center, 1601 Fifth Avenue, 1000, Seattle,
WA 98101-1625
U.S. Department of Energy, Bonneville Power Administration,
Spokane Sales Office, 707 West Main Street, Suite 500, Spokane, WA
99201
U.S. Department of Energy, Boston Regional Office, John F.
Kennedy Federal Bldg., Room 675, Boston MA 02203-0002
U.S. Department of Energy, Brookhaven Group, 53 Bell Avenue,
Bldg. 464, Upton, NY 11973
U.S. Department of Energy, Brookhaven National Laboratory, PO Box
5000, Upton, NY 11973-5000
U.S. Department of Energy, Carlsbad Area Office, 4021 National
Parks Highway, Carlsbad, NM 88220
U.S. Department of Energy, Chicago Regional Office, One South
Wacker Drive, Chicago, IL 60606-4616
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Denver Regional Office, 1617 Cole
Blvd., MS-1721, Golden, CO 80401
U.S. Department of Energy, Environmental Measurements Laboratory,
201 Varick Street, 5th Floor, New York, NY 10014-4811
U.S. Department of Energy, Fermi Group, Kirk Road & Pine Street,
Batavia, IL 60510
Fermi National Accelerator Laboratory, Kirk Road & Pine Street,
Batavia, IL 60510
U.S. Department of Energy, Fernald Environmental Management
Project, 7400 Willey Road, Cincinnati, OH 45030
U.S. Department of Energy, General Atomics Site Office, 3550
General Atomic Court, B-7, Room 119, San Diego, CA 92121.
U.S. Department of Energy, Golden Field Office, 1617 Cole Blvd.,
Golden, CO 80401
U.S. Department of Energy, Grand Junction Office, 2597 3/4 Road,
Grand Junction, CO 81503
U.S. Department of Energy, Hanford Environmental Health
Foundation, 3080
[[Page 27321]]
George Washington Way, Richland, WA 99352
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83403
U.S. Department of Energy, Idaho National Engineering and
Environmental Laboratory, 2525 North Fremont Avenue, Idaho Falls, ID
83401-1563
U.S. Department of Energy, Idaho National Engineering and
Environmental Laboratory, CF 690 MS 4149, Scoville, ID 83415
U.S. Department of Energy, Kansas City Area Office, 2000 E 95th
Street, Kansas City, MO 64131-3095
U.S. Department of Energy, Kirtland Area Office, Pennsylvania & H
Street, Albuquerque, NM 87185-5400
U.S. Department of Energy, Knolls Atomic Power Laboratory, 2401
River Road, Niskayuna, NY 12309
U.S. Department of Energy, Lawrence Berkeley National Laboratory,
1 Cyclotron Road, Berkeley, CA 94720
U.S. Department of Energy, University of California, Lawrence
Livermore National Laboratory, 7000 East Avenue, PO Box 808, L-1,
Livermore, CA 94550
U.S. Department of Energy, Lawrence Livermore National
Laboratory, Nevada Test Site, University of California, PO Box 45,
Mercury, NV 89023
U.S. Department of Energy, Lockheed Idaho Technical Center, 765
Lindsay Blvd., Idaho Falls, ID 83403
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
University of California, Los Alamos National Laboratory, SM 30
Bikini Road, Los Alamos, NM 87545
U.S. Department of Energy, Miamisburg Environmental Management
Project, 1 Mound Road, Miamisburg, OH 45342-0066
U.S. Department of Energy, National Energy Technology Laboratory
(NETL-MGN), 3610 Collins Ferry Road, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(NETL-PGH), 626 Cochrans Mill Road, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, One West Third Street, Suite 1400, Tulsa,
OK 74103
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Blvd., Golden, CO 80401-3393
U.S. Department of Energy, National Renewable Energy Laboratory,
1617 Cole Blvd., Golden, CO 80401-3393
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 N. Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, 1601 New Stine Road, Suite 240, Bakersfield, CA 93309
U.S. Department of Energy, Nevada Operations Office, 232 Energy
Way, North Las Vegas, NV 89030-4199
U.S. Department of Energy, Nevada Test Site Mercury, Nevada,
Building 111, PO Box 677, Mercury, NV 89023-0677
U.S. Department of Energy, New Brunswick Laboratory, 9800 South
Cass Avenue, Bldg. 350, Argonne, IL 60439
U.S. Department of Energy, Oak Ridge Institute for Science and
Education, 230 Warehouse Road, Bldg. 1916T2, Oak Ridge, TN 37830
U.S. Department of Energy, Oak Ridge National Laboratory, Bethel
Valley Road, Oak Ridge, TN 37831
U.S. Department of Energy, Oak Ridge Operations Office, 200
Administration Road, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Office of Scientific and Technical
Information, 175 Oak Ridge Turnpike, Oak Ridge, TN 37830
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Blvd., PO Box 999, Richland, WA 99352
U.S. Department of Energy, Paducah Site Office, 5600 Hobbs Road,
West Paducah, KY 42086
U.S. Department of Energy, Philadelphia Regional Office, 1880
John F. Kennedy Blvd., Suite 501, Philadelphia, PA 19103-7483
U.S. Department of Energy, Portsmouth Enrichment Office, 3930
U.S. 23, Perimeter Road, Piketon, OH 45661
U.S. Department of Energy, Princeton Group Office, US Rt. 1,
Forrestal Campus C Site, Room B290 LSB, Princeton, NJ 08542
U.S. Department of Energy, Princeton Plasma Physics Laboratory,
James Forrestal Campus, Princeton, NJ 08542
U.S. Department of Energy, Radiobiology & Environmental Health
Laboratory, University of California, San Francisco, Box 0750, 3rd
Avenue & Parnassos Avenue, San Francisco, CA 94143-0750
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 90403-8200
U.S. Department of Energy, Sandia National Laboratories, 1515
Eubank Blvd., SE, Albuquerque, NM 87123
U.S. Department of Energy, Sandia National Laboratories, 7011 E
Avenue, Livermore, CA 94551-0969
U.S. Department of Energy, Savannah River Ecology Laboratory,
Drawer E, Aiken, SC 29802
U.S. Department of Energy, Savannah River Operations Office, Road
1A, Aiken, SC 29801
U.S. Department of Energy, Seattle Regional Office, 800 Fifth
Avenue, Suite 3950, Seattle, WA 98104
U.S. Department of Energy, Southeastern Power Administration, 2
South Public Square, Samuel Elbert Bldg., Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 728, Gore, OK 74435
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1223, Jonesboro, AR 72403
U.S. Department of Energy, Southwestern Power Administration, PO
Box 3337, Springfield, MO 65808
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Stanford Linear Accelerator Center,
2575 Sand Hill Road, Menlo Park, CA 94025
U.S. Department of Energy, Stanford Site Office, 2575 Sand Hill
Road, B-41, MS: 8-A, Menlo Park, CA 94025
U.S. Department of Energy, Stanford Synchrotron Radiology
Laboratory, Stanford University, PO Box 4349, MS 69, Stanford, CA
94025
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Laboratory of Structural Biology and
Molecular Medicine, University of California, 900 Veteran Avenue, Los
Angeles, CA 90024-1786
U.S. Department of Energy, Thomas Jefferson National Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606
U.S. Department of Energy, Waste Isolation Pilot Project Office,
PO Box 3090, Carlsbad, NM 88221
U.S. Department of Energy, West Valley Demonstration Project,
10282 Rock Springs Road, West Valley, NY 14171-9799
U.S. Department of Energy, Western Area Power Administration,
12155 W. Alameda Parkway, Lakewood, CO 80228-1213
U.S. Department of Energy, Western Area Power Administration,
1800 South Rio Grande, Montrose, CO 81401
U.S. Department of Energy, Western Area Power Administration,
Colorado River Storage Region, 257 E 200 S, Suite 475, Salt Lake
City, UT 84111-2048
U.S. Department of Energy, Western Area Power Administration,
Desert Southwest Region, 615 S. 43rd Avenue, Phoenix, AZ 85009
U.S. Department of Energy, Western Area Power Administration,
Rocky Mountain Region, 5555 E. Crossroads Blvd., Loveland, CO 80538-
8986
U.S. Department of Energy, Western Area Power Administration,
Sierra Nevada Region, 114 Parkshore Drive, Folsom, CA 95630-4710
U.S. Department of Energy, Western Area Power Administration,
Upper Great Plains Region, 2900 4th Avenue North, Billings, MT 59101-
1266
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
This system of records contains materials submitted to DOE for
the purpose of seeking assistance in obtaining compensation for an
illness believed to have been contracted due to employment by or for
DOE. These records may pertain to individuals in the following
categories who contacted DOE through the Workers' Compensation
Helpline, through a member of Congress, or through correspondence in
any format. These individuals may be: (1) Members of the public; (2)
employees or surrogates of employees of DOE, its predecessor
agencies, and their contractors and subcontractors; (3) former
members of the armed forces.
Categories of records in the system:
Telephone conversations; correspondence to DOE from individuals,
members of Congress, attorneys who represent workers, other
surrogates of workers, doctors, and other Federal agencies; medical
records; employment records; exposure records; safety records or
other incident reports, including but not limited to area sampling
data, accidental releases, explosions, spills, etc.; workers' or
family members' contemporaneous diaries, journals, or other notes;
internal DOE forms for reviewing worker cases; physical and
vocational rehabilitation records; records pertaining to previously
filed claims; and any other records related to or pertinent to the
condition or case.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Energy
Employees Occupational Illness Compensation Program Act of 2000, Pub.
L.106-398.
Purpose(s):
The purpose of this system of records is to collect and maintain
records needed by the Office of Worker Advocacy to assist current and
former DOE contractor employees or their families in connection with
the filing of state workers' compensation claims for conditions that
may be due to exposures during employment by or for DOE. The
assistance provided by this Office may include, but is not limited to
the following: (1) Maintaining a helpline, (2) conducting outreach
and educational programs, (3) providing referral assistance, and (4)
case review. Although the primary focus is on DOE contractor
employees, assistance may be provided to DOE federal employees and
employees of other agencies by directing them to the appropriate
compensation programs, such as the Federal Employees Compensation Act
program administered by the Department of Labor.
Individually identifiable information will not appear in
published or unpublished reports, studies or surveys. However, the
system will contain records compiled in completing published or
unpublished reports, studies or surveys from which information may be
retrieved by name or other personal identifier. Non-identifiable
information regarding the assumptions, methodology, and data used in
establishing radiation doses under section 3623(d) of the Energy
Employees Occupational Illness Compensation Program Act of 2000 will
be made available to researchers and the general public, consistent
with the protection of private medical records.
Routine uses of the records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use to
DOE financial assistance recipients in performance of their financial
assistance agreements, and their officers and employees who have a
need for the record in the performance of their duties. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
3. A record from this system may be disclosed as a routine use to
other state and Federal agencies or entities whose mission entails
reviewing or managing workers' compensation claims or administering
other benefits programs. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to
members of a physicians panel(s) established to review and provide a
determination regarding whether the illness or death that is the
subject of an application for compensation arose out of and in the
course of employment by or for DOE. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use to
medical specialists in fields that include occupational medicine,
pulmonology, immunology, toxicology, dermatology, hematology/
oncology, rheumatology, neurology, neurotoxicology, psychiatry,
psychology, endocrinology, pathology, and any other specialty that
the physicians panel member(s) deem necessary to reach a conclusion
in a case. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use to
the personnel, contractors, grantees, and cooperative agreement
holders of the Federal agency or agencies and its components,
designated by the President to implement the Federal compensation
program established by the Energy Employees Occupational Illness
Compensation Program Act. Those provided information under this
routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
7. A record from this system may be disclosed as a routine use to
the members and the staff of the DOE advisory committee established
to provide advice on workers' compensation issues, and the members
and the staff of an advisory board on Radiation and Worker Health
required to be established under the Energy Employees Occupational
Illness Compensation Program Act. All recipients of such records are
required
[[Page 27323]]
to comply with the Privacy Act, to follow prescribed measures to
protect personal privacy, and to disclose or use personally
identifiable information only for the purpose of providing advice
relating to workers' compensation.
8. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
9. A record from this system may be disclosed as a routine use to
the Department of Justice when DOE determines that an individual may
be eligible for compensation under the Radiation Exposure and
Compensation Act of 1990 (42 U.S.C. 2210, note, and as further
clarified in 28 CFR part 79), a compensation program administered by
the Department of Justice.
10. A record from this system may be disclosed as a routine use
to the appropriate local, state or Federal agency when the record
alone or in conjunction with other information, indicates a violation
or potential violation of law whether civil, criminal, or regulatory
in nature.
11. A record from this system be disclosed to Department of
Health and Human Services, their contractors, grantees, and
cooperative agreement holders, pursuant to the Energy Employees
Occupational Illness Compensation Program Act of 2000, to estimate
radiation doses and other workplace exposures received by Department
of Energy and contractor employees. The Secretary of Health and Human
Services and the Secretary of Energy shall each make available
information to researchers and the general public on the assumptions,
methodology, and data used in establishing radiation doses consistent
with the protection of private medical records. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by the name of the individual, case
number and document number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Director, Office of Worker Advocacy,
1000 Independence Ave, SW., Washington, DC 20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as notification procedures.
Record source categories:
Records in this systems will be obtained from sources, including,
but not limited to the individual who is the subject of the records;
physicians and other medical professionals; medical institutions;
state and Federal workers' compensation offices; family members of
the subject; attorneys representing the individual; individuals'
employer, including DOE and its contractors and subcontractors;
medical laboratories; other state and Federal agencies.
Systems exempted from Certain Provisions of the Privacy Act:
None.
DOE-11
System name:
Emergency Operations Notification Call List.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Office of Naval Reactors, Crystal
City, VA 22202
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343-3020
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Bldg., Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Department of Energy (DOE) senior officials, office directors and
key support staff, and DOE contractors involved in DOE Headquarters
emergency management and operations activities.
Categories of records in the system:
Name, office telephone number, home telephone number, home
address and pager and cellular phone numbers (if appropriate).
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the DOE to create a list
that will enable 24 hour contact with select DOE Headquarters
personnel and contractors to inform them of situations, occurrences,
and emergencies that may impact DOE facilities or activities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to DOE officers and employees
under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name of subject individual.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters, Director, Office of Nonproliferation and National
Security, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual.
System exempted from certain provisions of the act:
None.
DOE-12
System name:
Automated Materials and Property Systems (AMPS).
Security classification:
Unclassified.
System location:
U. S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Germantown, 19901 Germantown Road,
Germantown, MD 20784-1290
Categories of individuals covered by the system:
Current Department of Energy (DOE) Headquarters employees who
purchase supply products at the three Self Service Stores in the
Washington, DC area and vicinity.
Categories of records in the system:
Name of DOE employee, organization, date of purchase, quantity,
and price.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7263,
and 42 U.S.C. 5815G.
Purpose(s):
The records are maintained and used by the Department for billing
purposes under the Working Capitol Fund (WFC). The WCF issues bills
to Headquarters program offices for both stock and non stock supplies
that were purchased for use by employees to perform their work.
Routine uses of records maintained in the System including
Categories of Users and purposes of such uses:
1. A record from this system of records may be disclosed as a
routine use to DOE contractors in performance of their contracts, and
their officers and employees who have a need for the record in the
performance of their duties. Those provided information under this
routine use are subject to the same limitations applicable to DOE
officers and employees under the Privacy Act.
2. A record in this system of records may be disclosed as a
routine use to a
[[Page 27325]]
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
Retaining and Disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name and badge number of the DOE
employee.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Assets Management and Support Services Group 1000
Independence Avenue, SW., Washington, DC 20585
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, Part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic locations(s) where the
requester believes the records are located.
Records access procedures:
Same as Notifications procedures above. Records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, proper identification is required before
a request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Sources of information for the system include: supplies and their
respective price lists that are purchased and placed into the supply
system for sale; purchases made by DOE employees; and the information
contained on the employee's badge.
System exempt from certain provision of the Act:
None.
DOE-13
System name:
Payroll and Leave Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE., Suite 876, Atlanta, GA 30308
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Boston Regional Support Office, One
Congress Street, Room 1101, Boston, MA 021144-2021
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), 626 Cochrans Mill Road, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 N. Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, 1601 New Stine Road, Suite 240, Bakersfield, CA 93309
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Office of Scientific & Technical
Information, PO Box 62, Oak Ridge, TN 37831
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343
U.S. Department of Energy, Philadelphia Regional Support Office,
1880 John F. Kennedy Boulevard, Suite 501, Philadelphia, PA 19103-
7483
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
A, Aiken, SC 29801
U.S. Department of Energy, Seattle Regional Support Office, 800
Fifth Avenue, Suite 3950, Seattle, WA 98104
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Department of Energy (DOE) personnel and consultants.
Categories of records in the system:
Time and attendance records, earning records, payroll actions,
deduction information requests, authorizations for overtime and night
differential, and Office of Personnel Management (OPM) retirement
records.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Privacy Act of
1974, Pub. L. 93-
[[Page 27326]]
579 (5 U.S.C. 552a); General Accounting Office Policy and Procedures
Manual; Personal Responsibility and Work Opportunity Reconciliation
Act, Pub. L. 104-193.
Purpose(s):
The records are maintained and used by the DOE to document
historical information on employee wages, deductions, retirement
benefits, and leave.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the Department of Treasury to collect withheld taxes, process payroll
payments, and issue savings bonds.
2. A record from this system may be disclosed as a routine use to
the Internal Revenue Service to process Federal income tax payments
and tax levies.
3. A record from this system may be disclosed as a routine use to
state and local governments to process State and local income tax
deductions and court ordered child support or alimony payments.
4. A record from this system may be disclosed as a routine use to
OPM to establish and maintain retirement records and benefits.
5. A record from this system may be disclosed as a routine use to
the Thrift Savings Board to update Section 401K type records and
benefits.
6. A record from this system may be disclosed as a routine use to
the Social Security Administration to establish Social Security
records and benefits.
7. A record from this system may be disclosed as a routine use to
the Department of Labor to process workmen's compensation claims.
8. A record from this system may be disclosed as a routine use to
the Department of Defense to adjust military retirement.
9. A record from this system may be disclosed as a routine use to
financial institutions to credit net check deposits, savings
allotments, and discretionary allotments.
10. A record from this system may be disclosed as a routine use
to the employee unions to credit accounts for employees with union
dues deductions.
11. A record from this system may be disclosed as a routine use
to health insurance carriers to process insurance claims.
12. A record from this system may be disclosed as a routine use
to the General Accounting Office to verify accuracy and legality of
disbursement.
13. A record from this system may be disclosed as a routine use
to the Department of Veterans Affairs to evaluate veteran's benefits
to which the individual may be entitled.
14. A record from this system may be disclosed as a routine use
to States' departments of employment security to determine
entitlement to unemployment compensation or other State benefits.
15. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of
law whether civil, criminal, or regulatory in nature.
16. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
17. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
18. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving
the constituent when the constituent has requested assistance from
the member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
19. A record from this system may be disclosed as a routine use
to the Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services,
Federal Parent Locator System (FPLS) and Federal Tax Offset System to
locate individuals and identify their income sources to establish
paternity, establish and modify orders of support, and for
enforcement action.
20. A record from this system may be disclosed as a routine use
to the Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services, FPLS
and Federal Tax Offset System, for release to the Social Security
Administration to verify social security numbers in connection with
the operation of the FPLS by the Office of Child Support Enforcement.
21. A record from this system may be disclosed as a routine use
to the Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services, FPLS
and Federal Tax Offset System, for release to the Department of
Treasury to administer the Earned Income Tax Credit Program (Section
32, Internal Revenue Code of 1986) and verify a claim with respect to
employment in a tax return.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, social security number, and
payroll number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, U.S. Department of Energy, Office of
Chief Financial Officer, 1000 Independence Avenue, SW., Washington,
DC 20585.
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division, U.
S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual, supervisors, timekeepers, official
personnel records, and the Internal Revenue Service.
System exempt from certain provisions of the act:
None.
DOE-14
System name:
Report of Compensation.
Security classification:
Unclassified.
System location:
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum Reserves in
California, Post Office Box 11, Tupman, CA 93276
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 North Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, 700 N, Oakland, CA 94612-5208
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Strategic Petroleum Reserve Office,
9000 Commerce Road East, New Orleans, LA 70123
Categories of individuals covered by the system:
Employees of the Department of Energy (DOE) and contractors
performing and operating onsite service work in the DOE-owned or
controlled facilities, including long-term architect-engineering and
cost-reimbursement construction contractors.
Categories of records in the system:
Name, job title, contractor, current salary up to $100,000,
amount reimbursed, and other compensation (actual and amount
reimbursed).
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the DOE to aid Managers of
Field Offices, Program Secretarial Officers and Headquarters Program
Managers in determining the reasonableness of compensation paid to
top level contractor employees and to monitor the growth of
contractor compensation at all levels.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as magnetic tape and paper records.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Contractor and Resource
Management, U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Contractor salary administrative personnel.
Systems exempted from certain provisions of the act:
None.
DOE-15
System name:
Intelligence Related Access Authorization.
Security classification:
Classified and unclassified.
System location:
U.S. Department of Energy, Office of Intelligence, 1000
Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Lawrence Livermore National
Laboratory, 7000 East Avenue, B-261, Livermore, CA 94551
U.S. Department of Energy, Idaho National Engineering &
Environmental Laboratory Systems Analysis Facility, 2271 N.
Boulevard, Idaho Falls, ID 83403
U.S. Department of Energy, Nevada Operations Office, 232 Energy
Way, Las Vegas, NV 89193
U.S. Department of Energy, Pacific Northwest National Laboratory,
Energy & Environmental Sciences Building (EESB), 3230 Q Avenue,
Richland, WA 99352
U.S. Department of Energy, Sandia National Laboratories, Center
for National Security & Arms Control, Building 810W, Albuquerque, NM
87185
U.S. Department of Energy, Remote Sensing Laboratory, EG&G/EM,
4600 N. Hollywood Blvd. Nellis AFB, Bldg 2211, Las Vegas, NV 89191-
6403
U.S. Department of Energy, Los Alamos National Laboratory,
Nonproliferation & National Security, TA-3, Building SM-43, Los
Alamos, NM 87544
U.S. Department of Energy, Savannah River Operations Office,
Savannah River Technology Center, Technical Area 700, Bdlg 735-A, New
Ellington, SC 29809
U.S. Department of Energy, Special Technologies Laboratory, 5520
Ekwill Street, Santa Barbara, CA 93111
U.S. Department of Energy, Lockheed Martin Energy Systems, PO Box
2003, Blair Road Oak Ridge, TN 37831-7312
Categories of individuals covered by the system:
Current and former DOE employees and contractor employees;
applicants for employment at DOE; individuals who may be assigned or
detailed to Federal positions at DOE; consultants to DOE.
Categories of records in the system:
The following information may be maintained in the system:
Results of background investigations, law enforcement records,
reports and files; reports on foreign contacts/travel; records,
reports and files received from other DOE elements and other Federal
agencies related to intelligence activities; polygraph examination
records, reports and videotapes of the polygraph session; eligibility
evaluation reports; and electronic mail stored on CD.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C., 2401 et seq.; The Atomic
Energy Act of 1954, as amended; 42 U.S.C. 7239; Executive Order
12333, United States Intelligence Activities (December 4, 1981);
Department of Energy Procedures for Intelligence Activities, approved
by the Attorney General under Executive Order 12333 (October 19,
1992); Executive Order 12958, Classified National Security
Information (April 17, 1995); Executive Order 12968, Access to
Classified Information (August 2, 1995); Presidential Decision
Directive-61, U.S. Department of Energy Counterintelligence Program,
and DOE Order 5670.1A, Management and Control of Foreign
Intelligence.
Purpose(s):
The records are maintained and used by the DOE to conduct
eligibility determinations, adjudications, revocations and appeals
from denials and revocations. Under DOE Order 5670.1A the Director of
Intelligence is directed to control access to and use of Sensitive
Compartmented Information (SCI) and other classified Intelligence
information bearing the Director, Central Intelligence (DCI)
authorized control markings; and approve access to SCI in compliance
with DCI directives.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the appropriate Federal, State, or local agency when records alone or
in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, and whether arising by general statute of particular program
pursuant thereto.
2. A record from the system may be disclosed as a routine use to
a Federal, state or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and
[[Page 27329]]
conduct of litigation to (1) a person representing the Department in
the investigation, settlement or litigation, and to individuals
assisting in such representation; (2) others involved in the
investigation, settlement, and litigation, and their representatives
and individuals assisting those representatives; and (3) a witness,
potential witness, or their representatives and assistants, and any
person possessing information pertaining to the matter when it is
necessary to obtain information or testimony relevant to the matter,
the reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to
the extent that the information is relevant and necessary to the
requesting agency's decision on the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publicly available pleadings,
filings or discussion in open court) when such disclosure: (1) Is
relevant to and necessary for, the proceeding; and (2) compatible
with the purpose for which the Department collected the records; and
(3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
5. A record from this system may be disclosed as a routine use to
foreign governments in accordance with treaties, international
conventions, or executive agreements.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
7. A record from the system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system.
Storage:
Records may be stored as paper records, electronic media, and
videotapes.
Retrievability:
Records may be retrieved by name and/or social security number.
Safeguards:
Paper records and videotapes are maintained in locked cabinets.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security),
secured for classified information and are password protected.
Passwords are known only by the system manager. Access is limited to
those whose official duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Office of Intelligence, U.S. Department of Energy,
Forrestal Building, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The managers of the System Locations listed above
are the system managers for their respective portions of this system.
Notification procedure:
In accordance with the Department's Privacy Act regulation at
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters,
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Office at the appropriate address
identified above under System Locations. Requests for polygraph
records should be directed to the FOIA/PA Division, U.S. Department
of Energy (Headquarters). The request should include the requester's
complete name, time period for which records are sought, and the
geographic location(s) where the requester believes the records are
located.
Record access procedures:
Same as notification procedures above. Records are generally kept
at locations where work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification Procedures above.
Record source categories:
The subject individual, present and former DOE employees and DOE
contractor employees; consultants; publicly available material; other
agencies within the Intelligence Community; other agencies within the
U.S. Government, other offices within the DOE; the FBI, and other
federal, state and local law enforcement agencies; and sources
contacted during investigations.
System exempted from certain provisions of the act:
This system is exempt pursuant to (k)(1), (2) and (5) of the
Privacy Act, 5 U.S.C. 552a, to the extent that information within the
system meets the requirements of those subsections of the Act. To the
extent the information in this system of records is exempt pursuant
to 5 U.S.C. 552a(k)(1), (2) and (5), the system has been further
exempted from subsections (c)(3) and (4), (d), (e)(1), (e)(4)(G) and
(H) and (f) of 5 U.S.C. 552a under the Privacy Act of 1974. See DOE's
Privacy Act Regulation at 10 CFR 1008.12.
DOE-18
System name:
Accounts Payable Financial System.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR, 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83404
U.S. Department of Energy, National Energy Technology Laboratory,
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory,
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U. S. Department of Energy, National Petroleum Technology Office,
William Center, Tower One, 1West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 North Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U. S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80402-0928
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29808
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301-1069
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Creditors who are due money from the Department of Energy (DOE),
including employees, former employees, contractors, and members of
the general public.
Categories of records in the system:
Creditors name and address; amount owed and services or goods
received; underpayment or other accounting information; invoice
number; servicing bank name and address, and account number.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; the GAO Policy
and Procedures Manual; Statement of Federal Financial Accounting
Standards published by the General Accounting Office and the Office
of Management and Budget.
Purpose(s):
The records are maintained and used by the DOE to substantiate
obligations and payments to individuals for goods and services
received by the agency.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal when that record alone or in
conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
2. A record from this system may be disclosed to a Federal agency
to facilitate the requesting agency's decision concerning the hiring
or retention of an employee, the issuance of a security clearance,
the reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to
the extent that the information is relevant and necessary to the
requesting agency's decision on the matter. The Department must deem
such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any other person who possesses information pertaining
to the matter, when it is necessary to obtain information or
testimony relevant to the matter.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper, electronic files, and magnetic
tapes.
Retrievability:
Records may be retrieved by name and personal identification.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Office of Chief
Financial Officer, 1000 Independence Avenue, SW., Washington, DC
20585. Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individual, contracting officer, and accounting records.
Systems exempted from certain provisions of the act:
None.
DOE-19
System name:
Accounts Receivable Financial System.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401-3393
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserve,
907 N. Poplar, Suite 150, Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Suite 700N, Oakland, CA94612-5208
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343-3020
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 10940, West Mifflin, PA 15236-0940
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, Federal Building Lobby, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80402-0928
U.S. Department of Energy, Savannah River Operations Office, Road
1A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 3063
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 7410
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Persons owing money to the Department of Energy (DOE).
Categories of records in system:
The following information may be maintained in the system:
name, address, telephone number, taxpayer identification number,
and other applicable debtor identifying information; invoice number;
amount and status of claim; and history of claim, including
collection actions taken.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Debt Collection
Improvement Act of 1996, 31 U.S.C. 3512; 5 U.S.C. 5701-09; Federal
Property Management Regulations 101-107; Treasury Financial Manual;
Executive Order 12009; and Executive Order 9397.
Purpose(s):
The records are maintained and used by the DOE to record and
manage the Department's accounts receivables.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. A record from this system may be disclosed as a routine use to
other Federal agencies, consumer reporting agencies for acquiring
credit information, and collection agencies to aid in the collection
of outstanding debts owed to the Federal Government.
2. A record from this system may be disclosed as a routine use to
Defense Manpower Data Center, Department of Defense, the United
States Postal Service, and the other Federal, State, or local
agencies to identify and locate, through computer matching,
individuals indebted to DOE who are receiving Federal salaries or
benefit payments. Information from the match will be used to collect
the debts by voluntary repayment, by administrative offset, or by
salary offset procedures.
3. A record from this system may be disclosed as a routine use to
the Internal Revenue Service (1) to collect the debt by offset
against the debtor's tax refunds under the Federal Tax Refund Offset
Program, and (2) to obtain the mailing address of a taxpayer to
collect a debt owed to the DOE. Subsequent disclosure by DOE to a
consumer reporting agency is limited to the purpose of obtaining a
commercial credit report on the particular taxpayer. The mailing
address information will not be used for any other DOE purpose or
disclosed by DOE to another Federal, State, or local agency which
seeks to locate the same individual for its own debt collection
purpose.
4. A record from this system may be disclosed as a routine use to
the Department of the Treasury for the purpose of administrative
offset and debt recovery under section 31001 (m)(1) of the Debt
Collection Improvement Act of 1996 (Pub. L. 104-134).
5. A record from this system may be disclosed as a routine use to
a ``consumer reporting agency'' as defined by the Fair Credit
Reporting Act, 15 U.S.C. 1681a(f), or the Federal Claims Collections
Act of 1966, 31 U.S.C. 3701(a)(3), in accordance with 31 U.S.C.
3711(f).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, taxpayer identification number,
or invoice number.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Office of Chief Financial Officer, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Chief Financial Officers of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The individual who is the subject of the record; contracting
officer, where applicable; and accounting records.
System exempted from certain provisions of the act:
None.
DOE-21
System name:
Emergency Defense Mobilization Files.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, Office of Emergency
Management, 1000 Independence Avenue, SW., Washington, DC 20585.
Categories of individuals covered by system:
Members of the National Defense Executive Reserve and other
individuals assigned responsibilities in the event of a national
defense emergency.
Categories of records in the system:
The following information may be maintained in the system:
name, home address, home telephone number, and e-mail address.
Authority for maintenance of system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Defense
Production Act of 1950.
Purpose(s):
The records are maintained and used by the Department of Energy
(DOE) to facilitate security clearance information for prompt re-
assignment in the event of a reservist call-up and activation.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed as a routine use to
officials of other departments and agencies to administer the
National Defense Executive Reserve Program.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored as paper records.
Retrievability: Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Emergency Management, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Records access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual.
System exempted from certain provisions of the act:
None.
DOE-23
System name:
Property Accountability System.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, National Energy Technology Laboratory,
(Pittsburgh) PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Southeastern Area Power
Administration, 2 S. Public Square, Elberton, GA 30635-2496
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK, 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
Categories of individuals covered by the system:
Department of Energy (DOE) and contractor employees authorized to
be custodians of controlled DOE equipment.
Categories of records in the system:
Item description, date of purchase, acquire date, purchase price,
purchase order number, vendor and manufacturer, model/serial/license
number, property tag identification, status/date, condition of
property, operation number, high risk field, disposal code,
responsible officer, the employees' assigned equipment, account
numbers, organization, organization code, and location.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Federal Property
and Administrative Services Act of 1949, section 202(b), 40 U.S.C.
483(b); and 41 CFR part 109, Federal Property Management Regulation
(FPMR), Subchapter E, part 109.
Purpose(s):
The records are maintained and used by the DOE to (a) provide
inventories to satisfy other Federal Procurement Management
Regulation requirements; (b) to maintain a record of location of
emergency equipment; (c) to control equipment assignments authorized
under union contracts; (d) to provide management information
necessary for the budgeting and allocation of equipment; and (e) to
provide evidence of assignment, location, and value in the event that
government property is stolen.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
any law enforcement agency as needed to provide evidence of
assignment, location, and value in the event that Government property
is stolen.
2. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when that record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; and
(3) witness, potential witness, or their representatives and
assistants, and any other person who possess information pertaining
to the matter when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
5. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
6. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
7. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving
the constituent when the constituent has requested assistance from
the member concerning the subject matter of the record. The member of
Congress must provide a copy of the constituent's request for
assistance.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by tag number, license number,
custodian name, employee identification number, position number,
accounting information, catalog number, contract number, make, model,
security logon identification, serial number, and storage location.
Safeguards:
Paper records and microfilm are maintained in locked cabinets and
desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical
security), and they are password protected. Passwords are known only
by the system manager. Access is limited to those whose official
duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Southeastern Area Power
Administration, 2 S. Public Square, Elberton, GA 30635-2496
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK, 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Information in this system comes from the Payroll/Personnel
system application, various internal Bonneville Power Administrative
forms, accountable property representative and employees, data
processing personnel, and supply officers.
System exempted from certain provisions of the act:
None.
DOE-24
System name:
Land Records System.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Bonneville Power Administration,
Information Resources, PO Box 3621, Portland, OR 97208
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
Categories of individuals covered by the system:
Individuals from whom or to whom Western Area Power
Administration and Bonneville Power Administration have acquired or
given interests in land.
Categories of records in the system:
Individual, agency, and/or company names; description of land
tract, type of agreement; rights granted or received; history of the
transaction, and IRS Form 1099 information.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the DOE to track land
rights information resulting from property right acquisitions
outgrants, licenses, transfer, exchanges, encroachments and disposals
in support of Western Power Administration and Bonneville Power
Administration construction and maintenance programs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) a person representing
the Department or assisting in such representation; (2) others
involved in the matter, their representatives and persons assisting
such persons; and (3) witnesses, potential witnesses, their
representatives and assistants, and any other persons possessing
information pertaining to the matter when it is necessary to obtain
information or testimony relevant to the matter.
3. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
5. A record from the system may be disclosed as a routine use to
the Internal Revenue Service to provide notification of individuals
who have received payment exceeding $600 on any one land right
transaction.
6. A record from the system may be disclosed as a routine use to
the Department of Justice to provide support of land right
condemnation actions.
7. A record from the system may be disclosed as a routine use to
courts and attorneys for the purpose of land right settlement
disputes or litigation.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by line identification, personal
identification, cross referenced by name of landowner, grantee, or
grantor.
Safeguards:
Paper records and microfilm are maintained in locked cabinets and
desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical
security), and they are password protected. Passwords are known only
by the system manager. Access is limited to those whose official
duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address(s):
Bonneville Power Administration: Manager, Real Estate, Bonneville
Power Administration, U.S. Department of Energy, PO Box 3621,
Portland, OR 97208
Western Area Power Administration: Director, Division of Lands,
Western Area Power Administration, U.S. Department of Energy, PO Box
3402, Golden, CO 80401.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Information in this system comes from individual landowners,
grantees, or grantors; agency officials; and state and local
authorities.
System exempted from certain provisions of the act:
None.
DOE-25
System name:
Commuter Locator and Parking Space Information System.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Categories of individuals covered by the system:
All Department of Energy (DOE) employees and contractor employees
who apply as members of a car pool or van pool for parking spaces
managed and controlled by DOE under the general direction of the
General Services Administration.
Categories of records in the system:
Name of driver and car or van pool members, federal service
computation date, payroll and other assigned number, office address
and telephone number, home addresses, home telephone numbers, make
and year of automobile, state of registration, tag number of
vehicles, number of days per week in the car pool or van pool, and
other car pooling or van pooling information.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Executive Order
12778; DOE HQ 0344.1 Parking.
Purpose(s):
Records are maintained and used by DOE to maintain information of
existing car pools, van pools, and other categories of parking, in
order to keep a current record on employees who commute to work.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the Council of Governments for commuter connections.
2. A record from this system may be disclosed as a routine use to
individuals seeking to car pool or van pool operating from their
community or residential area.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, location of parking assignment,
home address, assigned number, and license number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director of Building Operations U.S. Department of
Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, Part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
System exempted from certain provisions of the act:
None.
Record source categories:
Individual car poolers and van poolers.
DOE-26
System name:
Official Travel Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Center
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Center
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Tower Center One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum and Oil Shale Reserves
in Colorado, Utah, and Wyoming, 907 North Poplar, Suite 150, Casper,
WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, 28950 Highway 119, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U. S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29808
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301-1069
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Individuals who travel or relocate at the expense of DOE.
Categories of records in the system:
Name, address, telephone number, social security number, travel
itinerary, mode and purpose of travel, advance amount, expenses
claimed, amounts reimbursed, charge card account numbers, residential
sales records, and receipts.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 301; 5
U.S.C. Chapter 57; Policy and Procedures Manual for Guidance of
Federal Agencies, Titles 3 and 4; Federal Travel Regulation; Federal
Property Management Regulations 101-41; Department of Energy Order
DOE 1500.2A, Travel Policy and Procedures.
Purpose(s):
The records are maintained and used by DOE to document official
domestic and foreign travel and relocation expenditures and to
support reimbursement of allowable expenses.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the U.S. Treasury for payment of claim.
2. A record from this system may be disclosed as a routine use to
the U.S. General Accounting Office for audit and verification of
accuracy and legality of disbursements.
3. A record from this system may be disclosed as a routine use to
the Internal Revenue Service for notification regarding taxable
reimbursements.
4. A record from this system may be disclosed as a routine use to
the General Services Administration for audit of transportation
services.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, social security number, and
travel authorization number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Office of Chief
Financial Officer, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, identification is required before a request
is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Individual travelers, supervisors, Government travel offices, and
finance office standard references.
System exempted from certain provisions of the act:
None.
DOE-28
System name:
General Training Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, Forrestal Building, 1000
Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA, 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, PO Box 30030,
Amarillo, TX 79120-0030
U.S. Department of Energy, Argonne Area Office, 9800 South Cass
Avenue, Argonne, IL 60439
U.S. Department of Energy, Atlanta Support Office, 730 Peachtree,
NE., Suite 876, Atlanta, GA 30308
U.S. Department of Energy, Batavia Area Office, PO Box 2000,
Batavia, IL 60510
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Bonneville Power Administration, Lower
Columbia Area, 1500 NE., Irving Street, Portland, OR 97232
U.S. Department of Energy, Bonneville Power Administration, Puget
Sound Area, 201 Queen Ann Avenue, N., Suite 400, PO Box C--19030,
Seattle, WA 98109-1030
U.S. Department of Energy, Bonneville Power Administration, Snake
River Area, 101 West Poplar, Walla Walla, WA 99362
U.S. Department of Energy, Bonneville Power Administration, Upper
Columbia Area, Room 561, U.S. Court House, W. 920 Riverside Avenue,
Spokane, WA 99201
U.S. Department of Energy, Boston Support Office, One Congress
Street, Room 1101, Boston, MA 02114-2021
US. Department of Energy, Brookhaven Area Office, 53 Bell Avenue,
Bldg. 464, Upton, NY 11973
U.S. Department of Energy, Brookhaven National Laboratory, PO Box
5000, Upton, NY 11973-5000
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606
US. Department of Energy, Dallas Support Office, 1420 W.
Mockingbird Lane, Suite 400, Dallas, TX 75247
U.S. Department of Energy, Dayton Area Office, PO Box 66,
Miamisburg, OH 45342-0066
U.S. Department of Energy, Denver Support Office, 2801 Youngfield
Street, Suite 380, Golden, CO 80401-2266
U.S. Department of Energy, Fernald Field Office, 7400 Willey
Road, Cincinnati, OH 45030
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, PO Box
410202, Kansas City, MO 64141-0202
U.S. Department of Energy, Kansas City Support Office, 911 Walnut
Street, Room 1411, Kansas City, MO 64106
U.S. Department of Energy, Kirtland Area Office. PO Box 5400,
Albuquerque, NM 87185-5400
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, University of California, Los Alamos
National Laboratory, PO Box 1663, Los Alamos, NM 87545
U.S. Department of Energy, Metairie Site Office, 900 Commerce
Road, East, New Orleans, LA 70123
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, New York Support Office, 26 Federal
Plaza, Room 3437, New York, NY 10278-0068
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Office of Scientific and Technical
Information, PO Box 62, Oak Ridge, TN 37831
U.S. Department of Energy, Office of Superconducting Super
Collider, 2550 Beckleymeade Avenue, MS 1020, Dallas, TX 75237-3946
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Philadelphia Support Office, 1880 John
F. Kennedy Blvd., Ste 501, Philadelphia, PA 19103-7483
US. Department of Energy, Phoenix Area Office, PO Box 6457,
Phoenix, AZ 85005
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Pittsburgh Naval Reactors Office,
Idaho Branch Office, PO Box 2469, Idaho Falls, ID 83403-2469
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Seattle Support Office, 800 Fifth
Avenue, Suite 3950, Seattle, WA 98104
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Bldg., Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Western Area Power Administration,
Billings Area Office, PO Box 35800, Billings, MT 59107-5800
U.S. Department of Energy, Western Area Power Administration,
Loveland Area Office, PO Box 3700, Loveland, CO 80539-3003
U.S. Department of Energy, Western Area Power Administration,
Salt Lake City Area Office, PO Box 11606, Salt Lake City, UT 84147-
0606
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
All Department of Energy (DOE) Federal Employees.
Categories of records in the system:
Name; resume; assigned number; occupational series; training
requests and authorizations; grade; organization; date of birth;
social security number; home address and telephone number; special
interest area; education completed; course name; justification for
attending the course; direct and indirect costs of training; coded
information dealing with purpose, type, source of training; training
evaluations; course evaluation forms; training examinations; training
attendance records; lesson plans; training assignment sheets; reading
assignment sheets; position qualification statement; self study
sheet; position descriptions; accounting records; and quarterly
training report.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Nuclear Waste
Policy Act of 1982 (Pub. L. 97-425); Nuclear Waste Policy Amendment
Act of 1987 (Pub. L. 100-203); Government Employees Training Act of
1958; and 5 CFR parts 410 and 412,
Purpose(s):
Records are maintained and used by the Department to document
planning, completion, funding and effectiveness of employee training
and development. Appropriate local, State and Federal agencies use
certain records maintained in this system to ensure Departmental
compliance with other regulatory requirements.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
Federal agencies, including the Office of Personnel Management, for
purposes of determining eligibility or suitability for training and
as source documents for training reports; to training institutions
that personnel have requested to attend; and to other Federal
agencies as necessary for payment of training.
2. A record from this system may be disclosed as a routine use to
state and local governments, the Nuclear Regulatory Commission (NRC),
and other Federal agencies that conduct research, investigations, or
audits to determine whether DOE and contractor personnel satisfy
quality assurance requirements for activities necessary to obtain a
license from the NRC for the construction, operation and closing of a
nuclear waste repository and/or a Monitored Retrievable Storage
facility. These activities also will include research and
development, site characterization, transportation, waste packaging,
handling, design, maintenance, performance confirmation, inspection,
fabrication, and development and production of repository waste
forms.
3. A record from this system may be disclosed as a routine use to
federal, state or local government officials where the regulatory
program being implemented is applicable to the DOE or contractor
program and requires that such access be provided for the conduct of
the regulatory agencies' activities. Those provided information under
this routine use are subject to the same limitations applicable to
DOE officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the record.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Director, Training and
Human Resource Development, 1000 Independence Avenue, SW.,
Washington, DC 20585-0702.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individuals and their supervisors.
System exempted from certain provisions of the act:
None.
DOE-33
System name:
Personnel Medical Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Wash, DC 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Allied-Signal, Kansas City Division,
PO Box 419159, Kansas City, MO 64141
U.S. Department of Energy, Amarillo Area Office, PO Box 30030,
Amarillo, TX 79120-0030
U.S. Department of Energy, Ames Laboratory, Iowa State
University, Ames, IA 50011
U.S. Department of Energy, Argonne Area Office, 9800 South Cass
Avenue, Argonne, IL 60439
U.S. Department of Energy, Ashtabula Area Office, PO Box 579,
Ashtabula, OH 44005-0579
U.S. Department of Energy, Bartlesville Project Office, 220 North
Virginia Avenue, PO Box 1398, Bartlesville, OK 74003
U.S. Department of Energy, Battelle Columbus Laboratories, 505
King Avenue, Room A-496 Columbus, OH 43201
U.S. Department of Energy, Batavia Area Office, PO Box 2000,
Batavia, IL 60510
U.S. Department of Energy, Bettis Atomic Power Laboratory, PO Box
79, Pittsburgh, PA 15122-0079
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven Area Office, 53 Bell
Avenue, Bldg 464, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606
U.S. Department of Energy, Dayton Area Office, PO Box 66,
Miamisburg, OH 45342-0066
U.S. Department of Energy, EG&G Mound Applied Technologies, PO
Box 3000, Miamisburg, OH 45343-3000
U.S. Department of Energy, Environmental Measurements Laboratory,
376 Hudson Street, New York, NY 10014-3621
U.S. Department of Energy, Fermi National Accelerator Laboratory,
PO Box 500, Batavia, IL 60510
U.S. Department of Energy, Fernald Environmental Restoration
Management Corporation, PO Box 398704, Cincinnati, OH 45239-8704
U.S. Department of Energy, Fernald Field Office, 7400 Willey
Road, Cincinnati, OH 45030
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Grand Junction, PO Box 2567, Grand
Junction, CO 81502-2567
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive MS 1214, Idaho Falls, ID 83404
U.S. Department of Energy, Inhalation Toxicology Research
Institute, PO Box 5890, Albuquerque, NM 87185
U.S. Department of Energy, Kansas City Area Office, PO Box
410202, Kansas City, MO 64141-0202
U.S. Department of Energy, Kirtland Area Office, PO Box 5400,
Albuquerque, NM 87185-5400
U.S. Department of Energy, Knolls Atomic Power Laboratory, PO Box
1072, Schenectady, NY 12301
U.S. Department of Energy, Lawrence Livermore National
Laboratory, PO Box 808, Livermore, CA 94551
U.S. Department of Energy, Lawrence Berkeley Laboratory, One
Cyclotron Road, Building 26, Room 143, Berkeley, CA 94720
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc.,
Y-12 Plant, PO Box 2009 Oak Ridge, Tennessee 37831-8103
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc.,
K-25 Plant, PO Box 2003 Oak Ridge, TN 37831-7422
U.S. Department of Energy, MK Ferguson of Oak Ridge Company, PO
Box 2011, Oak Ridge, TN 37831-2011
U.S. Department of Energy, National Energy Technology Center
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Center
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Boulevard, Golden, CO 80401-3393
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 N. Poplar, Suite 150 Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, 28590 Highway 119, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Naval Reactors Representative Office,
Naval Base Branch Post Office, General Delivery, Charleston Naval
Shipyard, Charleston, SC 29408-5615
U.S. Department of Energy, Naval Reactors Representative Office,
PO Box 7021, Groton, CT 06340
U.S. Department of Energy, Naval Reactors Representative Office,
Mare Island Naval Shipyard PO Box 2053, Vallejo, CA 94592
U.S. Department of Energy, Naval Reactors Representative Office,
Newport News Shipbuilding & Dry Dock Company, PO Box 973, Newport
News, VA 23607
U.S. Department of Energy, Naval Reactors Representative Office,
Norfolk Naval Shipyard PO Box 848, Portsmouth, VA 23705-0848
U.S. Department of Energy, Naval Reactors Representative Office,
Pearl Harbor Naval Shipyard PO Box 128, Pearl Harbor, HI 96860
U.S. Department of Energy, Naval Reactors Representative Office,
Portsmouth Naval Shipyard Naval Base Branch, PO Box 2008, Portsmouth,
NH 03801-2008
U.S. Department of Energy, Naval Reactors Representative Office,
Puget Sound Naval Shipyard Substation, PO Box 1A, Bremerton, WA 98314
U.S. Department of Energy, Nevada Test Site Mercury, Mercury, NV
89023
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, New Brunswick Laboratory, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-52019
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Phoenix Area Office, PO Box 6457,
Phoenix, AZ 85005
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Plasma Physics Laboratory, James
Forrestal Campus, Princeton University, PO Box 451, Princeton, NJ
08543
U.S. Department of Energy, Portsmouth Enrichment Office, PO Box
700, Piketon, OH 45661
U.S. Department of Energy, Princeton Area Office, PO Box 102,
Princeton, NJ 08542
U.S. Department of Energy, Radiological and Environmental
Sciences Laboratory, 785 DOE Place, Idaho Falls, ID 83402
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocketdyne--Rockwell Aerospace, 6633
Canoga Avenue, PO Box 7922, Department 056 EA08, Canoga Park,
California 91309-7922
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 8040-8200
U.S. Department of Energy, Sandia National Laboratories, PO Box
5800, Albuquerque, NM 87115
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Stanford Linear Accelerator Center, PO
Box 4349, Stanford, California 94309
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Waste Isolation Pilot Plant,
Westinghouse Electric Company, Waste Isolation Division, PO Box 2078,
Carlsbad, NM 88220
U.S. Department of Energy, Weldon Spring Site Remedial Action
Project, 7295 Highway 94 South, St. Charles, MO 63304
U.S. Department of Energy, West Valley Nuclear Service Company,
Inc., PO Box 191, MS: F, West Valley, NY 14171
U.S. Department of Energy, Waste Isolation Pilot Project Office,
PO Box 3090, Carlsbad, NM 88221
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Westinghouse Electric Corporation,
Bettis Atomic Power Laboratory, Naval Reactors Facility, PO Box 2068,
Idaho Falls, ID 83403-2068
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Present and former Department of Energy (DOE) employees and DOE
contractor employees. This system includes in-patients at Kadlec
Hospital, Richland, WA, prior to September 9, 1956.
Categories of records in the system:
Medical histories on contractor employees resulting from medical
examination; in cases of injury, description of injury occurrence and
treatment; medical records of periodic physical examinations and
psychological testing, blood donor program records, audiometric
testing, routine first aid, and other visits; hospital in-patients at
Kadlec Hospital; Records on the results of work place and medical
monitoring of individuals for exposure to chemical and physical
agents (not covered in DOE-35) and related work history data,
including drug testing information and results; contractor employee-
completed health questionnaires not resulting from a medical
examination; information from the contractor employee's private
medical doctor or other health care providers, such as hospitals or
laboratories not generated from workplace medical examinations.
Authority for maintenance of the system:
Atomic Energy Act of 1954, (42 U.S.C. 2051a), section 31a;
Economy Act of 1932, as amended, (31 U.S.C. 1535); 42 U.S.C. 7101 et
seq.; 50 U.S.C. 2401 et seq.; and DOE Order 440.1.
Purpose(s):
The records are maintained and used by the Department to: (a)
Provide data necessary for proper medical evaluations, diagnosis,
treatment and care; (b) provide an accurate medical history, included
job and/or hazard exposure documentation and health monitoring in
relation to health status and claims of the individual; (c) provide a
method for evaluating quality of health care rendered and job-health
protection including engineering protection provided, protective
equipment, workplace monitoring, and medical examinations monitoring
required by the Occupational Safety Health Administration (OSHA) or
by good practice; (d) provide data for health hazard evaluations,
epidemiologic studies and public health activities; (e) ensure that
all relevant, necessary, accurate, and timely data are available to
support any medically-related employment decisions affecting the
subject of the records, including decisions pertaining to the
fitness-for-duty and disability retirement; (f) document possible re-
employment rights under statutes governing that program; (g) document
employee's reporting of on-the-job injuries or unhealthy or unsafe
working conditions, including the reporting of such conditions to the
OSHA and actions taken by the agency or by the employing agency; and
(h) ensure proper and accurate operation of the agency's employee
drug testing program under Executive Order 12564.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
physicians, the U.S. Department of Labor, various state departments
of labor and industry groups, and contractors to: (a) Ascertain
suitability of an employee for job assignments with regard to health;
(b) provide benefits under Federal programs or contracts; and (c)
maintain a record of occupational injuries or illnesses and the
performance of regular diagnostic and treatment services to patients.
2. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of
law whether civil, criminal, or regulatory in nature.
3. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractor of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
4. A record from this system of records may be disclosed to a
Federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to
be compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
6. A record from this system of records may be disclosed as a
routine use to a member of Congress submitting a request involving
the constituent when the constituent has requested the subject matter
of the record. The member of Congress must provide a copy of the
constituent's request for assistance.
7. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry pursuant to Memoranda of Understanding between the
Department and the Department of Health and Human Services or its
components.
8. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements,
collaborating researchers, or their employees, when conducting health
studies or related health or environmental duties pursuant to their
contracts, grants, and cooperating or collaborating research
agreements. In order to conduct such studies, the Department, its
contractors, grantees, participants in cooperative agreements, and
collaborating researchers may disclose a record to federal, state and
local health and medical agencies or authorities; to subcontractors
in order to determine a subject's vital status or cause of death; to
health care providers to verify a diagnosis or cause of death; or to
third parties to obtain current addresses for participants in health-
related studies, surveys and surveillance. All recipients of such
records are required to comply with the Privacy Act, to follow
prescribed measures to protect personal privacy, and to disclose or
use personally identifiable information only for the above described
research purposes.
9. A record from this system may be disclosed as a routine use to
members of DOE advisory committees, the Department of Health and
Human Services Advisory Committee on Projects Related to Department
of Energy Facilities and to designated employees of Federal, State,
or local government or government-sponsored entities authorized to
provide advice to the Department concerning health, safety or
environmental issues. All recipients of such records are required to
comply with the Privacy Act, to follow prescribed measures to protect
personal privacy, and to disclose or use personally identifiable
information only for the purpose of providing advice to the
Department or to the Department of Health and Human Services.
10. A record from this system be disclosed to Department of
Health and Human Services, their contractors, grantees, and
cooperative agreement holders, pursuant to the Energy Employees
Occupational Illness Compensation Program Act of 2000, to estimate
radiation doses and other workplace exposures received by Department
of Energy and contractor employees. The Secretary of Health and Human
Services and the Secretary of Energy shall each make available to
researchers and the general public information on the assumptions,
methodology, and data used in establishing radiation doses consistent
with the protection of private medical records.
Those provided information under this routine use are subject to
the same limitations applicable to Department officers and employees
under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Assistant Secretary for Environment,
Safety, and Health, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Managers and Directors of ``System locations''
listed above are the system managers for their respective portions of
this system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The individual who is the subject of the record, physicians,
medical institutions, Office of Workers Compensation Programs,
military retired pay systems records, Federal civilian retirement
systems, Office of Personnel Management retirement life insurance and
health benefits records system, and the personnel management records
systems of the Office of Personnel Management.
System exempted from certain provisions of the act:
None.
DOE-34
System name:
Employee Assistance Program (EAP) Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, Forrestal Building.,
1000 Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Headquarters, Germantown, 19901
Germantown Road, Germantown, MD 20585
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle WA, 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, Highway 60
FM2372, Amarillo, TX 79120
U.S. Department of Energy, Argonne Area Office, 9800 South Cass
Avenue, Argonne, IL 60439
U.S. Department of Energy, Atlanta Regional Support Office, 730
Peachtree, NE., Suite 876, Atlanta, GA 30308
U.S. Department of Energy, Batavia Area Office, PO Box 2000,
Batavia, IL 60510
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Boston Regional Office, JFK Federal
Building, Room 675 Boston, MA 02203-0002
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Fernald Field Office, 7400 Willey
Road, Cincinnati, OH 45030
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, PO Box
410202, Kansas City, MO 64141-0202
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Office of Scientific and Technical
Information, PO Box 62, Oak Ridge, TN 37831
U.S. Department of Energy, Office of Superconducting Super
Collider, 2550 Beckleymeade Avenue, MS 1020, Dallas, TX 75237-3946
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Pittsburgh Naval Reactors Office,
Idaho Branch Office, PO Box 2469, Idaho Falls, ID 83403-2469
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Bldg., Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Current and former Department of Energy (DOE) employees who have
contacted a service provider and have received counseling and/or have
been referred for assistance.
Categories of records in the system:
(a) Employee profile--name; social security number; work and
home addresses, and work and home telephone numbers; job title and
grade level; organization; supervisor's name and telephone number;
sex; race; marital status; spouse and family members' names; name,
address, and telephone number of any previously seen counselor or
treatment facility; security clearance; (b) interest inventory and/or
psychological test results; (c) issue(s) inventory; (d) case notes;
(e) consent/release forms; (f) correspondence, including referrals to
community resources and/or treatment facilities; and (g) medical and/
or psychological reports.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Public Law 91-
616, Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment
and Rehabilitation Act of 1970; Pub. L. 102-142, The Omnibus
Transportation Employee Testing Act of 1991; 5 U.S.C. 301, 7901, and
7904; 5 CFR part 792; and 15 U.S.C. 764.
Purpose(s):
The records are maintained and used by the Department to document
employees seeking assistance on behavioral problems or issues.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
2. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, if the employee is suspected of child, spousal, or
elder abuse.
3. A record from this system may be disclosed as a routine use to
any person or entity to the extent necessary to prevent an imminent
or potential crime which directly threatens loss of life or serious
bodily injury.
4. A record from this system may be disclosed as a routine use to
qualified personnel for the purpose of conducting scientific
research, management audits, financial audits, or program evaluation,
but such personnel may not identify, directly or indirectly, any
individual patient in any report, or otherwise disclose patient
identities in any manner.
5. A record from this system may be disclosed as a routine use to
the Department of Justice or other appropriate Federal agencies in
defending claims against the United States, when the claim results
from action against an individual based upon the individual's
behavior, or mental or physical condition, or is alleged to have
arisen because of activities of any Federal agency in connection with
the individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Director of Human
Resources Management, 1000 Independence Avenue, SW., Washington, DC
20585.
Field Offices: The Human Resource Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedures:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE
Privacy Act regulation, identification is required before a request
is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject employee, employee's supervisor(s), employee
assistance program coordinator, staff of the applicable servicing
personnel office, staff of the applicable personnel security office,
and therapists or institutions providing treatment.
System exempted from certain provisions of the act:
None.
DOE-35
System name:
Personnel Radiation Exposure Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Alaska Power Administration, Federal
Records Center, San Point Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Allied-Signal, Kansas City Division,
PO Box 419159, Kansas City, MO 64141
U.S. Department of Energy, Amarillo Area Office, PO Box 30030,
Amarillo, TX 79120-0030
U.S. Department of Energy, Ames Laboratory, No. 311TASF, Iowa
State University, Ames, IA 50011
U.S. Department of Energy, Argonne Area Office, 9800 South Cass
Avenue, Argonne, IL 60439
U.S. Department of Energy, Batavia Area Office, PO Box 2000,
Batavia, IL 60510
U.S. Department of Energy, Bettis Atomic Power Laboratory, PO Box
79, Pittsburgh, PA 15122-0079
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven Area Office, 53 Bell
Avenue, Bldg 464, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Continuous Electron Beam Accelerator
Facility, 12000 Jefferson Avenue, Newport News, VA 23606
U.S. Department of Energy, Dayton Area Office, PO Box 66,
Miamisburg, OH 45342-0066
U.S. Department of Energy, EG&G Mound Applied Technologies, PO
Box 3000, Miamisburg, OH 45343-3000
U.S. Department of Energy, Environmental Measurements Laboratory,
376 Hudson Street, New York, NY 10014-3621
U.S. Department of Energy, Fermi National Accelerator Laboratory,
PO Box 500, Batavia, IL 60510
U.S. Department of Energy, Fernald Environmental Restoration
Management Corporation, PO Box 398704, Cincinnati, OH 45239-8704
U.S. Department of Energy, Fernald Field Office, 7400 Willey
Road, Cincinnati, OH 45030
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Grand Junction, PO Box 2567, Grand
Junction, CO 81502-2567
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83404
U.S. Department of Energy, Inhalation Toxicology Research
Institute, PO Box 5890, Albuquerque, NM 87185
U.S. Department of Energy, Kansas City Area Office, PO Box
410202, Kansas City, MO 64141-0202
U.S. Department of Energy, Kirtland Area Office, PO Box 5400,
Albuquerque, NM 87185-5400
U.S. Department of Energy, Knolls Atomic Power Laboratory, PO Box
1072, Schenectady, NY 12301
U.S. Department of Energy, Lawrence Livermore National
Laboratory, PO Box 808, Livermore, CA 94551
U.S. Department of Energy, Lawrence Berkeley Laboratory, One
Cyclotron Road, Building 26, Room 143, Berkeley, CA 94720
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc.,
Y-12 Plant, PO Box 2009 Oak Ridge, TN 37831-8103
U.S. Department of Energy, Lockheed Martin Energy Systems, Inc.,
K-25 Plant, PO Box 2003 Oak Ridge, TN 37831-7422
U.S. Department of Energy, MK Ferguson of Oak Ridge Company, PO
Box 2011, Oak Ridge, TN 37831-2011
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, National Institute for Petroleum and
Energy Research, BDM-Oklahoma, Inc., PO Box 2565, Bartlesville, OK
74005
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Boulevard, Golden, CO 80401-3393
U.S. Department of Energy, Naval Petroleum and Oil Shale
Reserves, 907 N. Poplar, Suite 150 Casper, WY 82601
U.S. Department of Energy, Naval Petroleum Reserves in
California, PO Box 11, Tupman, CA 93276
U.S. Department of Energy, Naval Reactors Representative Office,
Naval Base Branch Post Office, General Delivery, Charleston Naval
Shipyard, Charleston, SC 29408-5615
U.S. Department of Energy, Naval Reactors Representative Office,
PO Box 7021, Groton, CT 06340
U.S. Department of Energy, Naval Reactors Representative Office,
Mare Island Naval Shipyard PO Box 2053, Vallejo, CA 94592
U.S. Department of Energy, Naval Reactors Representative Office,
Newport News Shipbuilding & Dry Dock Company, PO Box 973, Newport
News, VA 23607
U.S. Department of Energy, Naval Reactors Representative Office,
Norfolk Naval Shipyard PO Box 848, Portsmouth, VA 23705-0848
U.S. Department of Energy, Naval Reactors Representative Office,
Pearl Harbor Naval Shipyard PO Box 128, Pearl Harbor, HI 96860
U.S. Department of Energy, Naval Reactors Representative Office,
Portsmouth Naval Shipyard Naval Base Branch, PO Box 2008, Portsmouth,
NH 03801-2008
U.S. Department of Energy, Naval Reactors Representative Office,
Puget Sound Naval Shipyard Substation, PO Box 1A, Bremerton, WA 98314
U.S. Department of Energy, Nevada Test Site Mercury, Mercury, NV
89023
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, New Brunswick Laboratory, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-52019
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Phoenix Area Office, PO Box 6457,
Phoenix, AZ 85005
U.S. Department of Energy, Pinellas Area Office, PO Box 2900,
Largo, FL 34649
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Plasma Physics Laboratory, James
Forrestal Campus, Princeton University, PO Box 451, Princeton, NJ
08543
U.S. Department of Energy, Portsmouth Enrichment Office, PO Box
700, Piketon, OH 45661
U.S. Department of Energy, Princeton Area Office, PO Box 102,
Princeton, NJ 08542
U.S. Department of Energy, Radiological and Environmental
Sciences Laboratory, 850 Energy Drive, Idaho Falls, ID 83402
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocketdyne--Rockwell Aerospace, 6633
Canoga Avenue, PO Box 7922, Department 056 EA08, Canoga Park, CA
91309-7922
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A Golden, CO 80403-8200
U.S. Department of Energy, Sandia National Laboratories, PO Box
5800, Albuquerque, NM 87115
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Stanford Linear Accelerator Center, PO
Box 4349, Stanford, CA 94309
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East, New Orleans, LA 70123
U.S. Department of Energy, Waste Isolation Pilot Plant,
Westinghouse Electric Company, Waste Isolation Division, PO Box 2078,
Carlsbad, NM 88220
U.S. Department of Energy, Weldon Spring Site Remedial Action
Project, 7295 Highway 94 South, St. Charles, MO 63304
U.S. Department of Energy, West Valley Nuclear Service Company,
Inc., 10282 Rock Springs Road, PO Box 191, MS: F, West Valley, NY
14171
U.S. Department of Energy, Waste Isolation Pilot Project Office,
PO Box 3090, Carlsbad, NM 88221
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Westinghouse Electric Corporation,
Bettis Atomic Power Laboratory, Naval Reactors Facility, PO Box 2068,
Idaho Falls, ID 83403-2068
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
U.S. Department of Energy (DOE) employees and contractor
employees, and any other persons having access to certain DOE
facilities.
Categories of records in the system:
DOE contractor personnel and other individuals' radiation
exposure records, and other records, in connection with registries of
uranium, transuranic, or other elements encountered in the nuclear
industry.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department for the
purpose of monitoring and recording levels of radiation exposure to
individuals working or visiting DOE facilities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the Department of the Navy to monitor radiation exposure of Naval and
other personnel.
2. A record from this system may be disclosed as a routine use to
the Nuclear Regulatory Commission to monitor radiation exposure of
DOE and its contractors and consultants, contractors from other
agencies who have been exposed to ionizing radiation during nuclear
testing, and to conduct epidemiological studies of radiation effects
on individuals so identified.
3. A record from this system may be disclosed to the Department
of Defense for the purpose of identifying DOD and DOD-contractor
personnel exposed to ionizing radiation during nuclear testing and
for conducting epidemiological studies of radiation effects on
individuals so identified.
4. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry pursuant to a Memoranda of Understanding between the
Department and the Department of Health and Human Services or its
components.
5. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements, and
collaborating researchers, or the employees of these parties, in
performance of health studies or related health or environmental
duties pursuant to their contracts, grants, and cooperating or
collaborating research agreements. In order to perform such studies,
the Department, its contractors, grantees, participants in
cooperative agreements, and collaborating researchers may disclose a
record to federal, state and local health and medical agencies or
authorities; to subcontractors in order to determine a subject's
vital status or cause of death; to health care providers to verify a
diagnosis or cause of death; or to third parties to obtain current
addresses for participants in health-related studies, surveys and
surveillance. All recipients of such records are required to comply
with the Privacy Act, to follow prescribed measures to protect
personal privacy, and to disclose or use personally identifiable
information only for the above described research purposes.
6. A record from this system may be disclosed as a routine use to
members of DOE advisory committees, the Department of Health and
Human Services Advisory Committee on Projects Related to Department
of Energy Facilities and to designated employees of Federal, State,
or local government or government-sponsored entities authorized to
provide advice to the Department concerning health, safety or
environmental issues. All recipients of such records are required to
comply with the Privacy Act, to follow prescribed measures to protect
personal privacy, and to disclose or use personally identifiable
information only for the purpose of providing advice to the
Department or to the Department of Health and Human Services.
7. A record from this system be disclosed to Department of Health
and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm and electronic
media.
Retrievability:
Records may be retrieved by name, alphanumeric code, and social
security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Assistant Secretary for
Environment, Safety, Health, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the records are maintained are the
system managers for their respective portions of this system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual, accident-incident investigations, film
badges, dosimetry records, and previous employee records.
System exempted from certain provisions of the act:
None.
DOE-38
System name:
Occupational and Industrial Accident Records.
Security classification:
Unclassified.
System Location:
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585;
U.S. Department of Energy, Alaska Power Administration, San Point
Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
U.S. Department of Energy, Amarillo Area Office, Pantex Plant, PO
Box 1086, Amarillo, TX 79105
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven Area Office, Upton, NY
11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Carbondale Mining Research Center, PO
Box 2587, Carbondale, IL 62901
U.S. Department of Energy, Clinch River Breeder Reactor Plant
Project, PO Box U, Oak Ridge, TN 37830
U.S. Department of Energy, Dayton Area Office, PO Box 66,
Miamisburg, OH 45342
U.S. Department of Energy, Environmental Measurements Laboratory,
376 Hudson Street, New York, NY 10014
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Idaho Branch Office, PO Box 2469,
Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, PO Box 202,
Kansas City, MO 64141
U.S. Department of Energy, Knolls Atomic Power Laboratory, PO Box
1072, Schenectady, NY 12301
U.S. Department of Energy, Los Alamos Area Office, PO Box 5800,
Los Alamos, NM 87544
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Naval Petroleum Reserve, PO Box 11,
Tupman, CA 93276
U.S. Department of Energy, Nevada Test Site, Mercury, NV 89023
U.S. Department of Energy, New Brunswick Laboratory, D-350, 9800
S. Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Pinellas Area Office, PO Box 11500,
St. Petersburg, FL 33733
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Puerto Rico Area Office, PO Box BB,
San Juan, PR 00935
U.S. Department of Energy, Rocky Flats Field Office, PO Box 928,
Golden, CO 80401
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, 700-N, Oakland, CA 94612
U.S. Department of Energy, Sandia Area Office, PO Box 5800,
Albuquerque, NM 87115
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Shippingport Branch Office, PO Box 11,
Shippingport, PA 15077
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve, 900
Commerce Road, East, New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Department of Energy (DOE) employees, contractor employees, and
any other persons having access to DOE facilities who have had
accidents on DOE facilities. Also individuals involved in accidents
with employees or contractor employees or other persons having access
to DOE facilities.
Categories of records in the system:
Accident/incident information, occupational injury and illness
experience, property damage experience, and motor vehicle accidents.
Authority for maintenance of the system:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department
of Energy Organization Act; Federal Tort Claims Act, 28 U.S.C. 2671-
2680; Military Personnel and Civilian Employees Claims Act, 31 U.S.C.
240-243; Executive Order 12009.
Purpose(s):
The records are maintained and used by the Department to monitor
and record information about DOE employees, contract employees, and
other persons, who have had accidents on DOE facilities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
physicians, the Department of Labor, various state departments of
labor and industry groups, and contractors who use information to:
(a) Ascertain suitability of an employee for job assignments with
regard to health (b) provide benefits under Federal programs or
contracts, and (c) maintain a record of occupational injuries or
illnesses and the performance of regular diagnostic and treatment
services to patients.
2. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
6. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
8. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
9. A record from this system may be disclosed as a routine use to
DOE contractor personnel, grantees, and cooperative agreement holders
of components of the Department of Health and Human Services,
including the National Institute for Occupational Safety and Health,
the National Center for Environmental Health of the Center for
Disease Control and Prevention, and the Agency for Toxic Substances
and Disease Registry when conducting epidemiological studies, or
public health activities as required by law performed and pursuant to
a Memorandum of Understanding between the Department and the
Department of Health and Human Services or its components. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
10. A record from this system may be disclosed as a routine use
to contractors, grantees, participants in cooperative agreements, and
collaborating researchers, or the employees of these parties, when
conducting health studies or related health or environmental duties
pursuant to their contracts, grants, and cooperating or collaborating
research agreements. In order to conduct the studies, the Department,
its contractors, grantees, participants in cooperative agreements,
and collaborating researchers may disclose a record to federal, state
and local health and medical agencies or authorities; to
subcontractors in order to determine a subjects vital status or cause
of death; to health care providers to verify a diagnosis or cause of
death; or to third parties to obtain current addresses for
participants in health-related studies, surveys and surveillances.
All recipients of such records are required to comply with the
Privacy Act, to follow prescribed measures to protect personal
privacy, and to disclose or use personally identifiable information
only for the above descried research purpose. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
11. A record from this system of records may be disclosed to
members of DOE advisory committees, the Department of Health and
Human Services Advisory Committee on Project Related to Department of
Energy Facilities and to designated employees of Federal, State, or
local government or government-sponsored entities authorized to
provide advice to the Department concerning health, safety, or
environmental issues. Those provided information under this routine
use are subject to the same limitations applicable to Department
officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Assistant Secretary for
Environmental, Safety, Health, EH-1, Washington, DC 20585.
Field Offices: The Managers and Directors of field locations
listed above under ``System location(s)'' are the system managers for
their respective portions of this system.
Notification procedures:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The individual who is the subject of the record, physicians,
medical institutions, Office of Workers Compensation Programs,
military retired pay system records, Federal civilian retirement
systems, retirement life insurance and health benefits records system
of the Office of Personnel Management, and the personnel management
records systems of the Office of Personnel Management.
Systems exempted from certain provisions of the act:
None.
DOE-41
System name:
Legal Files (Claims, Litigation, Criminal Violations, Patents,
and Others).
Security classification:
Unclassified.
System location:
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, San Point
Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
U.S. Department of Energy, Bartlesville Energy Technology Center,
PO Box 1398, Bartlesville, OK 74003
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Grand Forks Energy Technology Center,
PO Box 8213, University Station, Grand Forks, ND 58201
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U. S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland CA 94162-5208
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden CO 80403-8200
U.S. Department of Energy, Oakland Operations Office, 1333
Broadway, Oakland, CA 94612
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
All persons identified in files maintained by the Office of
General Counsel, which includes attorneys at all DOE offices, from
which information is retrieved by name or other personal identifier,
including: litigants and other claimants against the Department and
its contractors asserting matters including, but not limited to,
personal injury, property damage or infringement (including
intellectual property), contract violation and harms resulting from
employer-employee relationships; persons who are the subjects of
claims by the DOE, such as persons who may have violated criminal
laws, DOE regulations and contracts with the DOE and persons against
whom the DOE considered asserting such claims; DOE's contractors and
potential contractors; persons holding copyrights and issued patents
pertaining to the DOE's activities; DOE employees subject to
garnishment or assignments; and DOE employees and contractor
employees who use Alternative Dispute Resolution (ADR).
Categories of records in the system:
Records concerning legal matters include, but are not limited to,
documents pertaining to: (1) Litigation and all other claims against,
and by, the DOE and its contractors, which have been assigned to the
Office of General Counsel; (2) DOE contracts; (3) issued patents and
copyright matters; (4) records pertaining ADR. Litigation and claim
records may, among others, include correspondence, pleadings such as
complaints, answers, and motions; depositions, court orders and
briefs. Records in this system also may include accident reports,
inspection reports, investigation reports, audit reports, personnel
files, contracts, consultants agreements, reports pertaining to
criminal matters of interest to the DOE, Personnel Security Review
Board documents, medical records, photographs, telephone records,
patents and related documents, correspondence, and memoranda.
Note: This system does not include records maintained in DOE-16,
Standards of Conduct.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to settle
claims and prepare for litigation and resolve disputes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to: (1) A person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
a witness, potential witness, or their representatives and
assistants, and any other person who possesses information pertaining
to the matter, when it is necessary to obtain information or
testimony relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, case name, claim name, or
assigned identifying number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Office of General Counsel, GC-2, U.S. Department of
Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Chief Counsels of the ``System location(s)''
listed above are the system managers for their respective portions of
this system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division, U.
S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individuals, inspection reports, other agencies, Office
of General Counsel attorneys, other agency officers and staff,
contractors, investigators, and auditors.
Systems exempted from certain provisions of the act:
This system is exempt under subsection (k)(1), (k)(2), and (k)(5)
of the Privacy Act, to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act; see the DOE Privacy Act regulation at Title 10,
Code of Federal Regulations, part 1008.
DOE-43
System name:
Personnel Security Files.
Security classification:
Unclassified and classified.
System location:
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
Categories of individuals covered by the system:
Applicants for Department of Energy (DOE) employment; DOE
employees including assignees and detailees, agents and consultants
with the DOE, DOE contractors and subcontractors, and DOE access
permittees processed for DOE access authorizations for access to
classified matter or special nuclear materials; other
Federal agency contractor and subcontractor applicants for
employment, and their employees, detailees, agents, and consultants
processed for DOE access authorizations; and other individuals
processed for DOE access authorizations as determined by the
Secretary.
Categories of records in the system:
Name, date and place of birth, Social Security Number,
citizenship status, grade, organization, employer(s), initial
investigation and reinvestigation history; and access authorization
history; the formal request(s) and justification(s) for access
authorization processing; security forms, fingerprint cards, and
acknowledgments completed by the individual for both the initial
investigation and reinvestigations; results of preemployment checks
(if required); request(s) and approval(s) for issuance of a security
badge(s); report of investigation provided by an agency which has
previously conducted an investigation of the individual for
employment or security clearance purposes; approvals for classified
visits; photographs; security infraction reports; security
termination statement(s), foreign travel document; letters of
interrogatory, personnel security interview transcripts or summaries,
and/or audio tapes of the interviews, and evaluations of the
interviews; reports of hospitalization or treatment for a mental
condition or substance abuse, including information provided by an
Employee Assistance Program provider; reports of DOE-sponsored mental
evaluations conducted by competent medical authorities; reports of
security violations; public record information to include law
enforcement, financial, divorce, bankruptcy, name change and other
court information or reports and copies of information appearing in
the media; security advisory letters; information concerning
citizenship status, foreign contacts, and spouse and/or individual(s)
with whom the individual resides; administrative review processing
data; justifications for participation in sensitive DOE activities
and/or for Sensitive Compartmented Information access approval;
results of required testing for participation in sensitive DOE
activities; documents concerning Interim Access Authorization
processing or processing under section 145b of the Atomic Energy Act
of 1954, as amended; written evaluations of reported derogatory
information; credit check results; copies of correspondence to and
from the individual concerning the items above and copies of inter-
and intra-agency correspondence concerning the items above; and any
other material relevant to the individual's DOE access authorization
or special authorization eligibility or processing and, for DOE
employees, suitability for Federal employment.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 10 CFR part 710,
subparts A and B; Executive Orders 10450 and 12968; 5 CFR part 732;
DOE O 472.1B, Personnel Security Activities, of 3-24-97; Personnel
Security Program Manual DOE M 472-1.1, of 5-22-98; and Director of
Central Intelligence Directive 1/14 of 1-22-92.
Purpose(s):
The records are maintained and used by the Department as an
official record of all information gathered and evaluated to
determine an individual's initial and continued DOE access
authorization eligibility and, if applicable, an individual's
eligibility for participation in DOE sensitive activities or for
access to Sensitive Compartmented Information.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
competent medical authority who, under a formal agreement for payment
of services with the local DOE personnel security element, conducts
evaluations under Title 10, Code of Federal Regulations, part 710, to
determine whether an individual has an illness or mental condition of
a nature which causes, or may cause, a significant defect in judgment
or reliability, or is alcohol dependent or suffering from alcohol
abuse.
2. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
3. A record from this system of records may be disclosed to a
Federal agency in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to
be compatible with the purpose for which the Department collected the
information.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record . The member of Congress
must provide a copy of the constituent's request for assistance.
6. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
A record may be stored as paper records, microfiche, and
electronic media.
Retrievability:
Records may be retrieved by name and assigned DOE file number
(alpha-numeric code).
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Director, Office of
Safeguards and Security, 19901 Germantown Road, Germantown, MD 20874-
1290. Field Offices: The Manager of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act at Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Documents completed and/or furnished by subject; Department of
Energy; Office of Personnel Management; Federal Bureau of
Investigation; Defense Security Service; medical professionals; and
confidential sources.
Systems exempted from certain provisions of the act:
This system is exempt under subsection (k)(1), (k)(2), and (k)(5)
of the Privacy Act to the extent that information within the System
meets the criteria of those subsections of the Act. Such information
has been exempted from the provisions of subsections (c)(3), (d), and
(e)(1) of the Act. See the Department's Privacy Act regulation at
Title 10, Code of Federal Regulations, part 1008.
DOE-44
System name:
Special Access Authorization for Categories of Classified
Information.
Security classification:
Classified.
System location:
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, Highway 60
FM2373, Amarillo, TX 79120
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, 2000 E 95th
Street, Kansas City, MO 64131-3095
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Sandia National Laboratories, 7011 E
Avenue, Albuquerque, NM 87123
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
Categories of individuals covered by the system:
Current and former Department of Energy (DOE) employees, current
and former DOE contractor employees, and employees of other Federal
agencies authorized access to special categories of classified
information and compartmentalized DOE facilities and/or areas.
Categories of records in the system:
Names of individuals, social security numbers, letters and
memoranda, and status reports relating to authorized access to
special categories of classified information and compartmentalized
DOE facilities and/or areas.
Authority for maintenance of the system:
42 U.S.C. 7101; 50 U.S.C. 2401; 5 U.S.C. 301; Atomic Energy Act
of 1954, as amended; Department of Energy Organization Act, including
authorities incorporated by reference in Title of the Department of
Energy Organization Act; DOE M 471.2-4, Executive Order 12333;
Executive Order 12968; Federal Personnel Manual, Chapters 731 and
736.
Purpose(s):
The records are maintained and used by DOE to verify individuals
who are authorized access to special categories of classified
information and compartmentalized DOE facilities and or areas.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system may be disclosed as a routine use to
other federal agencies or departments for determining individuals who
have access to classified information generated by these agencies.
3. A record from this system may disclosed as a routine use to
the appropriate local, State or Federal agency in the event that a
record within this system of records, alone or in conjunction with
other information, indicates a violation or potential violation of
law whether civil, criminal or regulatory in nature, and whether
arising by general statute of particular program pursuant thereto.
4. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving a constituent
when the constituent has requested assistance from the member of
Congress with respect to the subject matter of the record. The member
of Congress must provide a copy of the constituent's request for
assistance.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
A record may be stored as paper records, microfiche, and
electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records and microfiche are maintained in locked General
Services Administration approved security containers. Electronic
records are controlled through established DOE computer center
procedures (personnel screening and physical security), and they are
locked in General Services Administration approved security
containers. Access is limited to those whose official duties require
access to the records on a strict need-to-know basis.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Office of Security Affairs,
Headquarters, 1000 Independence Avenue, SW., Washington, DC 20585
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act at Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
The subject individual, present and former DOE employees and
contractor employees; publicly available material; other agencies
within the Intelligence Community; other offices and elements within
DOE; and other federal agencies and official records.
Systems exempted from certain provisions of the act:
This system is exempt under subsection (k)(1) of the Privacy Act
to the extent that information within the System meets the criteria
of those subsections of the Act. Such information has been exempted
from the provisions of subsections (c)(3), and (e)(1) of the Act. See
the Department's Privacy Act regulation at Title 10, Code of Federal
Regulations, part 1008.
DOE-45
System name:
Weapon Data Access Control System (WDACS).
Security classification:
Unclassified.
System location:
Headquarters: U.S. Department of Energy, Defense Programs, Deputy
Associate Deputy Assistant Secretary for Technical and Environmental
Support, Germantown Road, Germantown, MD 20874-1290.
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, PO Box 30030,
Amarillo, TX 79120-0030
U.S. Department of Energy, Kansas City Area Office, PO Box
410202, Kansas City, MO 64141-0202
U.S. Department of Energy, Miamisburg Area Office, PO Box 66,
Miamisburg, OH 45342-0066
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Pinellas Area Office, PO Box 2900,
Largo, FL 34649
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Office of Scientific and Technical
Information, PO Box 62, Oak Ridge, TN 37831
U.S. Department of Energy, Rocky Flats Field Office, PO Box 928,
Golden, CO 80402-0928
U.S. Department of Energy, Sandia National Laboratories,
Albuquerque, PO Box 5800, Albuquerque, NM 87185-5800
U.S. Department of Energy, Sandia National Laboratories, PO Box
969, Livermore, CA 94551-0969
U.S. Department of Energy, Sandia National Laboratories, Tonopah
Test Range, PO Box 871, Tonopah, NV 89049.
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29808
U.S. Department of Energy, University of California, Lawrence
Livermore National Laboratory, 7000 East Avenue, PO Box 808,
Livermore, CA 94550
U.S. Department of Energy, University of California, Los Alamos
National Laboratory, PO Box 1663, Los Alamos, NM 87545
Categories of individuals covered by the system:
Department of Energy (DOE), Department of Defense (DOD), and
other Government agency employees, contractors, and consultants
requiring access to classified weapons information and/or DOE nuclear
weapons program facilities.
Categories of records in the system:
Name, social security number, date of birth, citizenship,
employer, type of clearance, number and date of clearance, categories
of information requested and authorized, locations to be visited and
dates of visit, purpose of visit, point of contact, Government agency
certifying need-to-know, and classified mail/shipping addresses.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained by the Department to document all
persons who have been authorized access to nuclear weapon information
through a visit to one of the DOE Nuclear Weapons Complex facilities
or to receive classified data via a classified mail/shipping channel.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as microfiche, paper records, electronic
media.
Retrievability:
Records may be retrieved by social security number, and name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Office of Defense Programs, U.S. Department of
Energy, 19901 Germantown Road, Germantown, MD 20874.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedures:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U. S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The individuals, DOE, DOD, and other Government agencies, and
their contractors.
Systems exempted from certain provisions of the act:
None.
DOE-46
System name:
Administrative Review Files.
Security classification:
The contents of Administrative Review Files are unclassified and
classified.
System location:
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 1230-1069
Categories of individuals covered by the system:
Individuals processed for or granted DOE access authorization who
are subsequently processed under 10 CFR part 710 for denial or
revocation of access authorization; applicants for employment;
employees including assignees and detailees; agents, and consultants
with the DOE; DOE contractors and subcontractors at any tier; and DOE
access permittees processed for DOE access authorizations for access
to classified matter or special nuclear materials; other agency
Federal, contractor, and subcontractor at any tier; applicants for
employment, employees (including assignees and detailees), agents,
and consultants processed for DOE access authorization; other
individuals as processed for DOE access authorization as determined
by the Secretary.
Categories of records in the system:
Transcript of the hearing convened under 10 CFR part 710
procedures (when an individual does not avail himself/herself of the
right to a hearing under 10 CFR part 710 procedures, his/her DOE
Personnel Security File (see DOE-43, Personnel Security File) becomes
the basis of the administrative record); exhibits submitted by the
DOE and the respondent to the Hearing Officer for inclusion in the
administrative record; the Hearing Officer's opinion; decisions
rendered by the Manager, Director of Safeguards and Security, and/or
the Appeal Panel; evidence submitted by the DOE or the respondent
subsequent to the closing of the administrative record;
correspondence to and from the individual (and his/her counsel or
representative) related to the conduct of proceedings; intra-agency
correspondence related to the conduct of proceedings; and information
concerning reconsideration of the case.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 10 CFR part 710,
subparts A and B; Executive Order 12968; and DOE O 472.1B, PERSONNEL
SECURITY ACTIVITIES, of 3-24-97, and Personnel Security Program
Manual DOE M 472-1.1 of 5-22-98.
Purpose(s):
The records are maintained and used by the Department to maintain
an official administrative record of 10 CFR part 710 proceedings that
are conducted to determine an individual's DOE access authorization
eligibility.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. A record from this system may be disclosed to competent
medical authority who, under a formal agreement for payment of
services with the local DOE personnel security element, conducts
evaluations under Title 10, Code of Federal Regulations, part 710, to
determine whether an individual has an illness or mental condition of
a nature that causes, or may cause, a significant defect in judgment
or reliability, or is alcohol dependent or suffering from alcohol
abuse.
2. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
3. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record,
alone or in conjunction with other information, indicates a violation
or potential violation of law whether civil, criminal, or regulatory
in nature.
5. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
6. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices or storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records may be stored as paper records, audio tape, video tape,
microfiche and electronic media.
Retrievability:
Records may be retrieved by name and assigned DOE file number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Director, Office of
Safeguards and Security, 19901 Germantown Road, Germantown, MD 20874-
1290.
Field Offices: The Managers of the ``System location(s)'' listed
above are the system managers for their respective portions of the
system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act regulation at Title 10, Code of Federal Regulations, part 1008, a
request by an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as ``Notification procedures'' above.
Record source categories:
The individual's Personnel Security File, and DOE staff.
System exempted from certain provisions of the act:
This system is exempt under subsections (k)(1), (k)(2), and
(k)(5) of the Privacy Act, to the extent that information within the
System meets the criteria of those subsections of the Act. Such
information has been exempted from the provisions of subsections
(c)(3), (d), and (e)(1) of the Act; see the Department's Privacy Act
regulation at Title 10, Code of Federal Regulations, part 1008.
DOE-48
System name:
Security Education and/or Infraction Reports.
Security classification:
Classified.
System location:
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, Highway 60
FM2373, Amarillo, TX 79120
U.S. Department of Energy, Carlsbad Area Office, 4021 National
Parks Highway, Carlsbad, NM 88220
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, 2000 E. 95th
Street, Kansas City, MO 64131-3095
U.S. Department of Energy, Kirtland Area Office, Pennsylvania & H
Street, Albuquerque, NM 87185-5400
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, GO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors, PO Box
1069, Schenectady, NY 12301
Categories of individuals covered by the system:
Department of Energy (DOE) employees and DOE contractor employees
possessing DOE access authorizations.
Categories of records in the system:
Records of security education briefings, and investigative and
summary reports of security infraction incidents.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to inform
individuals of their responsibilities for protecting classified
matter, and the procedures established by the Department to ensure
authorized disclosure.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to
be compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper files and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Safeguards and Security, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20545. Field Offices: The Managers and Directors of the ``System
locations'' above are the system managers for their respective
portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act regulation at Title 10, Code of Federal Regulations, part 1008, a
request by an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Training officers, security personnel, individual's supervisor,
and local, state, and Federal authorities.
Systems exempted from certain provisions of the act:
None.
DOE-49
System name:
Security Communications File.
Security classification:
Classified and Unclassified.
System location:
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Categories of individuals covered by the system:
Any individual who transmits correspondence of any kind and by
any medium which threatens any DOE official, DOE employee, DOE
contractor employee. It also includes the names of any individual who
threatens to destroy or damage DOE facilities and/or property.
Categories of records in the system:
Threat communications received from individuals as well as
individuals who have been identified from articles in the news media
as being potential threats to DOE officials, DOE employees and DOE
contractor employees. Also includes profiles and informational
reports on any of the individuals who may have made threats against
DOE personnel or property.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq., 50 U.S.C. 2401 et seq., and the
implementing directive of E.O. 12958.
Purpose(s):
The records are maintained and used by DOE to maintain a database
and profiles of all individuals who have made threats of any kind,
and through any medium, against DOE officials, DOE employees, DOE
contractor employees, DOE facilities and/or DOE buildings.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
the appropriate local, State or Federal agency when that record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
2. A record from the system may be disclosed as a routine use to
a Federal, state or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
3. A record from this system may be disclosed to a Federal agency
to facilitate the requesting agency's decision concerning the hiring
or retention of an employee, the issuance of a security clearance,
the reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit, to
the extent that the information is relevant and necessary to the
requesting agency's decision on the matter. The Department must deem
such disclosure to be compatible with the purpose for which the
Department collected the information.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to DOE officers and
employees under the Privacy Act.
5. A record from the system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member
concerning the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfiche, and
electronic media.
Retrievability:
Records may be retrieved by name, social security number, date of
birth, and other miscellaneous personal identifiers.
Safeguards:
Paper records are maintained in locked General Services
Administration approved security containers. Electronic records are
controlled through established DOE computer center procedures
(personnel screening and physical security), and they are password
protected. Passwords are known only by the system manager. Access is
limited to those whose official duties require access to the records
on a strict need-to-know basis and other law enforcement authorities,
as applicable.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE records schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Director, Office of Security Affairs,
1000 Independence Avenue, SW., Washington, DC 20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual, complainants, witnesses, agency files and
records, official federal, state, or local records, and publicly
available material.
System exempted from certain provisions of the act:
This system is exempt under subsections (k)(1), (k)(2), and
(k)(5) of the Privacy Act, to the extent that information within the
System meets the criteria of those subsections of the Act. Such
information has been exempted from the provisions of subsections
(c)(3), (d), and (e)(1) of the Act; see the Department's Privacy Act
regulation at Title 10, Code of Federal Regulations, part 1008.
DOE-50
System name:
Personnel Assurance Program (PAP) Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115-5400
U.S. Department of Energy, Amarillo Area Office, Pantex Plant, PO
Box 30030, Amarillo, TX 79120
U.S. Department of Energy, Kirtland Area Office, AL, PO Box 5400,
Albuquerque, NM 87158-5400;
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544;
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518;
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
Categories of individuals covered by the system:
Department of Energy (DOE) or contractor employees performing
work that affords both technical knowledge and access to assembled
nuclear explosives or certain nuclear weapon components.
Categories of records in the system:
Results of medical examination; employment review; credit/
consumer reports; data pertaining to access authorizations
(clearances); training records pertaining to individuals' duties
involving assembled nuclear explosives or certain nuclear weapon
components; employee name; department division; job title; L-code
(mail code); telephone number; pager number employee number; and
social security number.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Executive Orders
10450, 10865, and 12356; and 10 CFR part 711, Personnel Assurance
Program.
Purpose(s):
The records are maintained and used by the Department to ensure
that individuals assigned to nuclear explosive duties do not have
emotional, mental, or physical incapacities that could result in a
threat to nuclear explosive safety. The PAP establishes the
requirements and responsibilities for screening, selecting, and
continuously evaluating employees assigned to or being considered for
assignment to nuclear explosive duties.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to
be compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper files and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Office of Weapons Surety, 19901
Germantown Road, Germantown, MD 20874-1290.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act regulation at Title 10, Code of Federal Regulations, part 1008, a
request by an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Medical records, occupational training records, and personnel
security records.
Systems exempted from certain provisions of the act:
None.
DOE-51
System name:
Employee and Visitor Access Control Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, Highway 60
FM2373, Amarillo, TX 79177
U.S. Department of Energy, Carlsbad Area Office, 4021 National
Parks Highway, Carlsbad, NM 88220
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Kansas City Area Office, 2000 E. 95th
Street, Kansas City, MO 64131-3095
U.S. Department of Energy, Kirtland Area Office, Pennsylvania & H
Street, Albuquerque, NM 87185-5400
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Pittsburgh Naval Reactors Office, PO
Box 109, West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, GO 80401
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors, PO Box
1069, Schenectady, NY 1230-1069
Categories of individuals covered by the system:
Department of Energy (DOE) employees, DOE contractor employees
and other individuals seeking access to DOE facilities and classified
records.
Categories of records in the system:
Records of individuals visiting DOE facilities, employees
identification files, and photographs.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to track
and control individuals accessing Departmental facilities and
classified information areas.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
4. Records from this system may be disclosed to Department of
Defense contractors and National Aeronautics and Space Administration
to authorize access to classified information and areas.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper files and electronic media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Office of Safeguards and Security, U.S.
Department of Energy, 1000 Independence Avenue, SW., Washington, DC
20545.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions of this system.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act regulation at Title 10, Code of Federal Regulations, part 1008, a
request by an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individual, Department of Defense, DOE offices and
contractors, National Aeronautics and Space Administration, and other
Government agencies.
System exempted from certain provisions of the act:
None.
DOE-52
System name:
Access Control Records of International Visits, Assignments, and
Employment at DOE facilities and Contractor Sites.
Security classification:
Classified and Unclassified.
System location:
The centralized data system is located at Los Alamos National
Laboratories.
U.S. Department of Energy, Headquarters, Office of Security and
Emergency Operations, Office of Foreign Visits and Assignments, 1000
Independence Avenue, Washington DC 20585
U.S. Department of Energy, Albany Research Center 1450 Queen
Avenue, SW., Albany, OR 97321
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Amarillo Area Office, Highway 60 FM
2373, Amarillo, TX 79120
U.S. Department of Energy, Ames Laboratory, 311 Tasf, Iowa State
University, Ames, IO 50011
U.S. Department of Energy, Argonne Area Office, 9800 South Cass
Avenue, Argonne, IL 60439
U.S. Department of Energy, Argonne National Laboratory-East, 9700
South Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Batavia Area Office, Kirk Road & Pine
Street, Batavia, IL 60510
U.S. Department of Energy, Bonneville Power Administration, 1520
Kelley Place, Walla Walla, WA, 99362
U.S. Department of Energy, Brookhaven National Laboratory, PO Box
5000, Upton, NY 11973-5000
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Dayton Area Office, Dayton, OH, 45343
U.S. Department of Energy, Environmental Measurements Laboratory,
201 Varick Street, 5th Floor, New York, NY, 10014-4811
U.S. Department of Energy, Fernald Field Office, 7400 Willey
Road, Cincinnati, OH 45030
U.S. Department of Energy, FERMI Laboratory, Kirk Road and Pine
Street, Batavia, IL 60510
U.S. Department of Energy, Grand Junction Project Office 2597 \3/
4\th Road, Grand Junction, CO 81503
U.S. Department of Energy, General Atomics, PO Box 85608, San
Diego, CA 92186
U.S. Department of Energy, Hanford Environmental Health
Foundation, 3080 George Washington Way, Richland, WA, 99352
U.S. Department of Energy, Idaho National Engineering Laboratory,
850 Energy Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy Kansas City Area Office, 2000 E. 95th
Street, Kansas City, MO 64131-3095
U.S. Department of Energy, Kirtland Area Office, Pennsylvania & H
Street, Albuquerque, NM
U.S. Department of Energy, Lawrence Berkeley Laboratory, 1
Cyclotron Road Berkeley, CA 94720
U.S. Department of Energy, Lawrence Livermore National
Laboratory, 700 East Avenue, PO Box 808, L-1, Livermore, CA 94551
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, Los Alamos National Laboratory,
University of California, SM 30 Bikini Road, Los Alamos, NM 87545
U.S. Department of Energy, Miamisburg Area Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, National Energy Technology Center
(Pittsburgh), PO Box 10940, Pittsburgh. PA 15236
U.S. Department of Energy National Petroleum Technology Office,
William Center Tower One 1, West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, National Renewable Energy Laboratory
Area Office, 1617 Cole Blvd., Golden, CO 80401
U.S. Department of Energy, Oak Ridge National Laboratory, Bethel
Valley Road, Oak Ridge, TN, 37831
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Boulevard PO Box 999, Richland, WA 99352
U.S. Department of Energy, Princeton Area Office, PO Box 102,
Princeton, NJ 08542
U.S. Department of Energy, Princeton Plasma Physics Laboratory,
Princeton University, PO Box 451, Princeton, NJ 08543
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Sandia National Laboratories, Eubank
Street SE, Albuquerque, NM 87185-5800
U.S. Department of Energy, Sandia National Laboratories,
Livermore, 7011 East Avenue, Livermore, CA 94551-0969
U.S. Department of Energy, Savannah River Ecology Laboratory,
Drawer E Aiken, SC 29802
U.S. Department of Energy, Savannah River Technology Center,
Drawer E, Aiken, SC 29802
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Scientific and Technical Information,
175 Oak Ridge Turnpike, Oak Ridge, TN 37830
U.S. Department of Energy, Stanford Linear Accelerator Center,
2575 Sand Hill Road, Menlo Park, CA 94205
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East New Orleans, LA 70123
U.S. Department of Energy, Thomas Jefferson National Accelerator
Facility 12000 Jefferson Avenue, Newport News, VA 23606
U.S. Department of Energy, University of Rochester, 250 East
River Road, Rochester, NY 14623
U.S. Department of Energy, Waste Isolation Pilot Plant, 370 Wipp
Road, Carlsbad, NM
U.S. Department of Energy, West Valley Project Office, PO Box
191, West Valley, NY 14171
U.S. Department of Energy, Western Area Power Administration
12155 W. Alamino Parkway, Lakewood, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
All non-U.S. citizens seeking access to DOE facilities,
laboratories, contractor sites, or Department of Energy (DOE)
sponsored events for unclassified purposes to include employees of
DOE or DOE contractors; prospective DOE or DOE contractor employees;
employees of other U.S. Government agencies or their contractors of
universities, of companies (professional or service staff), or of
other institutions; foreign students at US. institutions; officials
or other persons employed by foreign governments or other foreign
institutions who may or may not be involved in cooperation under
international agreements; permanent resident aliens; representatives
or agents of foreign national governments seeking access to DOE
facilities, laboratories, or contractor sites or DOE-sponsored events
for purposes of high-level protocol; national security; International
Atomic Energy Agency, or international relations.
Categories of records in the system:
Personal data: Full name (including Also Known As (AKA's),
visitor request number, gender, place of birth, city and country,
date of birth, country(ies) of citizenship, date of last visit to
country of citizenship, passport number and passport, expiration
date, immigration status, type of visa and expiration date, country
of current residence and how long at current residence, language
interpretation needs, work phone, e-mail and fax, name of current
employer, place of work, street, city, state, zip code, country;
position title or description of requesters duties. Visit/Assignment
Request Information: Date of request, purpose of request (including
subjects to be discussed or researched and specific activities
involved); requesters current whereabouts, (i.e., is proposed visitor
currently in the US), specific visa status and purpose, (i.e.,
exchange visitor (J-1) Visa), time duration of proposed visit,
assignment or activity (desired start and end dates), identification
of specific international agreement(s) or delegations related to the
proposed request, name, organization, telephone number of DOE
contact, name of financial Sponsor, cost if sponsor is other than
DOE. Visit/Assignment Facility Information: Name, location and room
number of facility or organization to be accessed during visit/
assignment, name of the host responsible for the visit/assignment,
Host's telephone number, building and room numbers, number of days on
site, visit assignment relationship to program, subject codes,
subjects to be discussed or statement of research, determination of
computer access, and sensitive subject designation. Visit/Assignment
Program Information and Remark: Designation of high level protocol
visit, cost to DOE, visit or assignment purpose code, purpose and
justification of visit assignment including benefits to DOE
program(s) and certification of DOE mission advancement, technology
transfer determination, name of requesting official or contractor,
title and organization of requesting officer, signature of requesting
official or contractor, date signed, name of site manager and local
headquarters approving official, title and organization of local
headquarters approving official, signature(s) of site field,
headquarters approving official, date signed and remarks, the kind of
business or organization of assignee's employer (e.g. government,
company, Laboratory, university), education background of requestor
including college or university training with degrees and dates
conferred; field of research, and family members who will accompany
or join the applicant later.) Management Reviews and Approvals:
Level, type or topic of review, name of reviewer and or approval
authority(ies), the date of the review approval, and remarks.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
Records are maintained and used by the Department to document,
track, manage, analyze, and or report on foreign visit and assignment
access to DOE facilities including Headquarters, Field Offices,
National Laboratories, and Contractor Sites.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A records from this system may be disclosed as a routine use
to Department of Defense contractors responsible for security
controlling access to sensitive information and sensitive equipment,
and sensitive property areas.
2. A record from this system may be disclosed as a routine use to
contractors, grantees, participants in cooperative agreements,
collaborating researchers, or their employees, in performance of
national security, international visit and assignment, or foreign
access related responsibilities.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements.
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
9. A record from this system of records may be disclosed as a
routine use to members of the DOE Advisory committees and interagency
boards charged with responsibilities pertaining to international
visits and assignments and/or national security.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfiche, and
electronic media.
Retrievability:
Records may be retrieved by name and other personal identifiers.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Headquarters, Office of Security and
Emergency Operations, Director, Office of Foreign Visits and
Assignments, 1000 Independence Avenue, Washington DC 20585.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are system managers for their respective
portions of this system.
Notification procedures:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Foreign national individuals requesting access to DOE facilities
including contractor sites, reports from federal investigation
agencies, DOE Office of Counterintelligence, Department of State,
Department of Defense, and Immigration and Naturalization Service.
System exempted from certain provisions of the act:
None.
DOE-53
System name:
Access Authorization for ADP Equipment.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Headquarters, Energy Information
Administration, 1000 Independence Avenue, SW., Washington, DC 20585.
Categories of individuals covered by the system:
Users of the Energy Information Administration computer system,
including DOE employees and contractor employees (including employees
and contractor employees of the Federal Energy Regulatory
Commission), and other authorized users of the system.
Categories of records in the system:
Name, user identification number, office address and telephone
number, organizational code, computer usage figures, data accessed,
and other management-related information.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; OMB Circular A-
71; Department of Commerce Federal Information Processing Standards
Publications (FIPS PUBS) on computer security; GSA Procurement
Regulations Amendment 155, adding Section 1-1.327.
Purpose(s):
The records are maintained and used by the Department to monitor
and control the computer usage and to ensure that only authorized
users have access to the computer system. The information is
frequently reviewed and updated to ensure records are current and
accurate.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as electronic media.
Retrievability:
Records may be retrieved by name, and user identification number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Administrator, Energy Information Administration, U.S. Department
of Energy 1000 Independence Avenue, SW., Washington, DC 20585.
Notification procedures:
In accordance with DOE regulation implementing the Privacy Act,
Title 10, Code of Federal Regulations, part 1008, a request by an
individual to determine if a system of records contains information
about him/her should be directed to the Director, Headquarters
Freedom of Information Act and Privacy Act Division, U.S. Department
of Energy, or the Privacy Act Officer at the appropriate address
identified above under ``System locations.'' The request should
include the requester's complete name, time period for which records
are sought, and the geographic location(s) where the requester
believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individual, with some information assigned by the ITG
Staff.
Systems exempted from certain provisions of the act:
None.
DOE-54
System name:
Investigation Files of the Office of Inspector General (OIG).
Security classification:
Unclassified and classified.
System location:
U.S. Department of Energy, Office of Inspector General,
Headquarters, Forrestal Building, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Categories of individuals covered by the system:
Subjects of an investigation, witnesses in an investigation,
sources of investigative information, investigative personnel, and
other individuals involved in an Office of Inspector General
investigation.
Categories of records in the system:
Criminal, civil, and administrative investigative records and
files.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Inspector
General Act of 1978, as amended, 5 U.S.C. App. 3.
Purpose(s):
The records are maintained and used by the Department in
furtherance of the responsibilities of the Inspector General. These
responsibilities include conducting and supervising investigations
relating to Departmental programs and operations; promoting economy,
efficiency, and effectiveness in the administration of such programs
and operations, and preventing and detecting fraud and abuse in such
programs and operations. The records are used in investigations of
individuals and entities suspected of having committed illegal or
unethical acts. The records also are used in any resulting criminal
prosecutions, civil proceedings, or administrative actions.
Routine uses of records maintained in the system, including
categories or users and purposes of such uses:
Pursuant to the Inspector General Act of 1978, as amended, 5
U.S.C. App. 3, the information contained in the investigative files
is collected and maintained in carrying out the duties and
responsibilities of the Inspector General to investigate, prevent and
detect fraud and abuse in departmental programs and operations.
Material gathered is used for prosecuting civil or administrative
actions.
The Inspector General Act of 1978 further states that ``the
Inspector General shall not, after receipt of a complaint or
information from an employee, disclose the identity of the employee
without the consent of the employee, unless the Inspector General
determines such disclosure is unavoidable during the course of the
investigation.'' This provision will be applied to any release of
investigation information.
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) a current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency, in response to its written request, to facilitate the
requesting agency's decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. The Department must deem such disclosure to
be compatible with the purpose for which the Department collected the
information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper and electronic media.
Retrievability:
Records may be retrieved by name of subject(s), case number,
title of investigative report, name of complainant, name of
subject(s), and names of witnesses.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected known only to the system manager.
Classified information is maintained in locked General Services
Administration approved class 6 security containers. Access is
limited to those whose official duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Assistant Inspector General for Investigations U.S. Department
of Energy 1000 Independence Avenue, SW., Washington, DC 20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, proper identification is required before
a request is processed.
Contesting record procedures:
Same as Notification Procedures above.
Record source categories:
Subject individuals; individuals and organizations that have
pertinent knowledge about the subject; those authorized by the
individual to furnish information; confidential informants; the
Department of Justice; Federal Bureau of Investigation (FBI); and
other Federal, State, and local agencies.
System exempted from certain provisions of the act:
This system is exempt under (j)(2) of the Privacy Act to the
extent that the information within the system meets the criteria of
those subsections of the Act. Such information has been exempted from
the provisions of subsections: (c)(3) and (4), (d)(1), (2), (3), and
(4), (e)(1), (2), and (3), (e)(4)(G) and (H), (e)(5) and (8), (f),
(g) of the Act; see the Department's Privacy Act regulation at Title
10, Code of Federal Regulations part 1008.
This system is exempt under (k)(1), (k)(2), and (k)(5) of the
Privacy Act, to the extent that information within the System meets
the criteria of those subsections of the Act. Such information has
been exempted from the provisions of subsections (c)(3), (d), and
(e)(1), (e)(4)(G), (H) and (f) of the Act; See the Department's
Privacy Act regulation at Title 10, Code of Federal Regulations, part
1008.
DOE-55
System name:
Freedom of Information and Privacy Act (FOIA/PA) Requests for
Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy (Headquarters), 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
U.S. Department of Energy, Brookhaven National Laboratory,
Industrial Medicine Division, Upton, NY 11973
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Grand Forks Energy Technology Center,
PO Box 8213, University Station, Grand Forks, ND 58201
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road, Morgantown, WV 26507-0940
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Ohio Field Office, 1 mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, San Francisco Operations Office, 1333
Broadway, Oakland, CA 94612
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Individuals requesting copies of records from Department of
Energy (DOE) under the provisions of the FOIA and the Privacy Act
(PA) of 1974.
Categories of records in the system:
Name, address, and telephone number; description or
identification of records requested, furnished and/or denied; FOIA
and PA division employee assigned responsibility for processing
request; dates of request and actions; interim and final actions
taken on request; persons or offices assigned actions on requests;
copy of records requested, furnished and/or denied; fee data,
including payment delinquencies; final determinations of appeals;
name/title of officials responsible for denial of records; and case
notes.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Freedom of
Information Act 5 U.S.C. 552, and the Privacy Act of 1974, 5 U.S.C.
552a.
Purpose(s):
The records are used and maintained by the Department to record,
control, and determine the status of FOIA and PA requests; produce
statistical reports; and as a data source for management information.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. A record from this system of records may be disclosed to
another Federal agency when consultation or referral is required to
process requests.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper, microfiche, video, audio, and
electronic media.
Retrievability:
Records may be retrieved by name of requester and assigned
request control number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Director, Freedom of Information Act and Privacy
Act Division, U.S. Department of Energy, 1000 Independence Avenue,
SW., Washington, DC 20585.
Field Offices: The Freedom of Information and Privacy Act
Officers of the ``Systems locations'' listed above are the system
managers for their respective portions of this system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, proper identification is required before
a request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Individuals requesting copies of records and individuals
responsible for processing and/or making determination on requests.
Systems exempted from certain provisions of the act:
None.
DOE-56
System name:
Congressional Constituent Inquiries.
Security classification:
Unclassified.
System location:
U.S. Department of Energy (Headquarters), 1000 Independence
Avenue, SW., Washington, DC 20585; U.S. Department of Energy
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven National Laboratory,
Industrial Medicine Division, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122;
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Tulsa, OK 74103
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, 700 N, Oakland, CA 94612-5208
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Individuals who have requested assistance from their
Congressional Representative, and the member of Congress who
corresponded with the Department on behalf of the constituent.
Categories of records in the system:
Name and address of constituent and date of letter by a Member
of Congress on behalf of the constituent; materials forwarded by a
member of Congress; and DOE response.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to record
Congressional inquiries on behalf of constituents, to ensure proper
document control of the response, and to record the Department's
responses to such inquiries.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
another Federal agency when consultation or referral is required to
process requests.
2. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
3. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
4. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
5. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic records.
Retrievability:
Records may be retrieved by name of constituent and name of
member of Congress.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Executive Secretariat, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585
Field: The Managers or Directors of the ``System location(s)''
listed above are the system managers for their respective portions of
the system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, proper identification is required before
a request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individual, member of Congress, and the author of the
DOE response.
Systems exempted from certain provisions of the act:
None.
DOE-57
System name:
Congressional Profiles.
Security classification:
Unclassified.
System location:
U.S. Department of Energy Headquarters, 1000 Independence Avenue,
SW., Washington, DC 20585
U.S. Department of Energy, Alaska Power Administration, San Point
Way, NE., Seattle, WA 98115
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115
U.S. Department of Energy, Bartlesville Energy Technology Center,
PO Box 1398, Bartlesville, OK 74003
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Grand Forks Energy Technology Center,
PO Box 8213, University Station, Grand Forks, ND 58201
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, Los Alamos Area Office, 528 35th
Street, Los Alamos, NM 87544
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U. S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland CA 94162-5208
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden CO 80403-8200
U.S. Department of Energy, Oakland Operations Office, 1333
Broadway, Oakland, CA 94612
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Current Members of Congress.
Categories of records in the system:
Name, picture from Congressional Yellow Book, personal
background obtained from published sources, demographic information
by state or district, committee assignments, and information about
energy interests obtained from published sources, information from
member's office, abstracts from Congressional Record, committee
hearings and other public sources.
Authority for maintenance of the system:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department
of Energy Organization Act; Executive Order 12009.
Purpose(s):
The information is maintained and used by the Department to
maintain biographical data on all members of Congress, including a
list of their sensitive energy issues or energy related legislation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from this system of records may be disclosed to a member
of Congress submitting a request involving the constituent when the
constituent has requested assistance from the member with respect to
the subject matter of the record. The member of Congress must provide
a copy of the constituent's request for assistance.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Office Congressional and Intergovernmental Affairs,
U.S. Department of Energy, 1000 Independence Avenue, SW., Washington,
DC 20585
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally
kept at locations where the work is performed. In accordance with the
DOE Privacy Act regulation, proper identification is required before
a request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Published sources, committee hearings, and the members' offices.
Systems exempted from certain provisions of the act:
None.
DOE-58
System name:
General Correspondence Files of the Office of the Secretary,
Deputy Secretary and Under Secretary of Energy.
Security classification:
Unclassified.
System location:
U.S. Department of Energy (Headquarters), 1000 Independence
Avenue, SW., Washington, DC 20585
Categories of individuals covered by the system:
Members of Congress, representatives of organizations, and other
federal and state agencies and the general public.
Categories of records in the system:
Name, address of correspondent, and copies of the agency
response. This is the portion of the Department of Energy (DOE)
correspondence files that relates to correspondence with individuals.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to document
and manage information from or to correspondents outside of DOE and
to ensure proper document control of the DOE response.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
4. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Executive Secretariat, U.S. Department of Energy,
1000 Independence Avenue, SW., Washington, DC 20585.
Field: The Managers and Directors of the ``System locations''
listed above are the system managers for their respective portions of
the system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individuals and drafter of DOE response.
Systems exempted from certain provisions of the act:
None.
DOE-59
System name:
Mailing Lists for Requesters of Energy Related Information.
Security classification:
Unclassified.
System Location:
DOE Headquarters, 1000 Independence Avenue, SW., Washington, DC
20585.
Categories of individuals covered by the system:
Persons requesting energy related information.
Categories of records in the system:
Name and address of the subject individual; some mailing lists
may also indicate specific interests of or publications requested by
the individual.
Authority for maintenance of the system:
5 U.S.C. 301; Department of Energy Organization Act, including
authorities incorporated by reference in Title III of the Department
of Energy Organization Act; Executive Order 12009.
Purpose(s):
The system is maintained and used by the Department to distribute
DOE related material to DOE employees, DOE contractors, and others
requesting information from DOE.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record from the system may be disclosed as a routine use to DOE
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties. Those provided information under this routine use are subject
to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfiche and electronic
media.
Retrievability:
Records may be retrieved by record identification and code
number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: U.S. Department of Energy, Director, Print Media
and Mail Services Group, Washington DC 20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with DOE's
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
The subject individual, generally as the result of a request for
information by that individual.
Systems exempted from certain provisions of the act:
None.
DOE-61
System name:
Census of High Energy Physicists.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Office of Science, 19901 Germantown
Road, Germantown, Maryland 20874-1290.
Categories of individuals covered by the system:
Scientists and graduate students in the field of high energy
physics.
Categories of records in the system:
Name, date of birth, education, employment history, research
activities, and technical specialties.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The information is maintained and used by the Department to
provide a database for statistical and demographic studies of the
high energy physics research community.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
physicists, research organizations, and various Government
organizations engaged in supporting physics research to obtain
information for statistical and demographic purposes, on individuals
and institutions engaged in high energy physics research.
2. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as electronic media.
Retrievability:
Records may be retrieved by name of individual.
Safeguards:
Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical
security), and they are password protected. Passwords are known only
by the system manager. Access is limited to those whose official
duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Associate Director for High Energy and Nuclear Physics, U.S.
Department of Energy, 19901 Germantown Road, Germantown, Maryland
20874-1290.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Systems exempted from certain provisions of the act:
None.
DOE-62
System name:
Historical Files--Published Information Concerning Selected
Persons in the Energy Field.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, History Division, Office of the
Executive Secretariat, 1000 Independence Avenue, SW., Washington, DC
20585.
Categories of individuals covered by the system:
Selected senior staff officials of the Manhattan Project, Atomic
Energy Commission, Nuclear Regulatory Commission, Energy Research and
Development Administration, DOE, and other selected individuals
prominent in the energy field.
Categories of records in the system:
Newspaper and magazine articles, press releases, announcements,
and speeches.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The information is maintained and used by the Department to
record, historical records of the DOE and predecessor agencies,
including the Atomic Energy Commission, Federal Energy
Administration, and the Energy Research and Development
Administration. Records are used to prepare histories in responding
to informational inquiries from DOE officials and members of the
public.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
members of the public and the media when responding to requests for
information.
2. A record from the system may be disclosed as a routine use to
another Federal agency when consultation or referral is required to
process requests.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Chief Historian, History Division, Office of the Executive
Secretariat, U.S. Department of Energy, 1000 Independence Avenue,
SW., Washington, DC 20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
DOE press releases, DOE News Clips (a daily compilation of energy
related newspaper and magazine articles), and other published
sources.
Systems exempted from certain provisions of the act:
None.
DOE-66
System name:
Power Sales to Individuals.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Western Area Power Administration,
1800 South Rio Grand, Montrose, CO 81401
U.S. Department of Energy, Colorado River Storage Region, 257
E200S, Suite 475, Salt Lake City, UT 84111
U.S. Department of Energy, Desert Southwest Region, 615 S. 43rd
Avenue, Phoenix, AZ 85009
U.S. Department of Energy, Rocky Mountain Region, 5555 E.
Crossroads Boulevard, Loveland, CO 80538-8986
U.S. Department of Energy, Sierra Nevada Region, 114 Parkshore
Drive, Folsom, CA 95630-4710
U.S. Department of Energy, Upper Great Plains Region, 2900 4th
Avenue North, Billings, MT 59101-1266
Categories of individuals covered by the system:
Individuals purchasing power from the Western Area Power
Administration.
Categories of records in the system:
Executed contracts, agreements, amendments, extensions, and
related correspondence.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to bill
individuals for sale of purchase power.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record,
alone or in conjunction with other information, indicates a violation
or potential violation of law whether civil, criminal, or regulatory
in nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks. Access
is limited to those whose official duties require access to the
records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Administrator, Western Area Power Administration, U.S. Department
of Energy, PO Box 3402, Golden, CO 80401.
Regional Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
locations.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Subject individuals.
Systems exempted from certain provisions of the act:
None.
DOE-71
System name:
The Radiation Accident Registry.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
Categories of individuals covered by the system:
Those persons accidentally exposed to acute dose of ionizing
radiation as defined by exposure dose criteria agreed to by the
Department of Energy (DOE) and the Nuclear Regulatory Commission
(NRC) by an interagency agreement. The dose criteria established by
this agreement include one or more of the following: Greater than or
equal to 25 REM (Roentgen Equivalent in Man) to the whole body,
active blood forming organs or gonads; greater than or equal to 600
REM to skin of the whole body or extremities; greater than or equal
to 75 REM to other tissues or organs from an external source; and
greater than or equal to \1/2\ NCRP maximum permissible organ burden
internally; all those medical administrations of radioisotopes that
result in a dose or organ burden equal to or greater than those given
above.
Categories of records in the system:
Official accident reports including reports of those accidents
that have occurred within the jurisdiction of the NRC and have been
transferred to the DOE for the Accident Registry according to the
DOE/NRC agreement; names, addresses, social security numbers, date of
birth, and sex; medical records compiled at the time of the accident
(such records include physician and hospital records, diagnostic and
laboratory test reports, radiographs, EKGs, and radiation exposure
report); medical records of illnesses, examinations, including
routine follow-up examinations, and investigations that have occurred
since the radiation exposure; photographs or facsimiles of radiation-
induced injuries; search and contact information for registrants not
identified and/or located; consent to release information forms
completed by registrants; death certificates; anecdotal information;
and correspondence relating to the accident and/or the individuals
involved.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; DOE Order
5500.2B, Emergency Categories, Classes, and Notification and
Reporting Requirements, April 30, 1991; 42 U.S.C. 7274i. Program to
monitor Department of Energy workers exposed to hazardous and
radioactive substances.
Purpose(s):
The information is maintained and used by the Department to
provide a current record of radiation accidents; to identify specific
populations for use in epidemiological and clinical studies; and to
conduct medical surveillance during the lifetime of the registrants.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
2. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry to facilitate health hazard evaluations,
epidemiological studies, or public health activities required by law
pursuant to a Memoranda of Understanding between the Department and
the Department of Health and Human Services or its components. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
3. A record from this system of records may be disclosed as a
routine use to DOE contractors, grantees, participants in cooperative
agreements, and collaborating researchers, or the employees of these
parties, in performance of health studies or related health or
environmental duties pursuant to their contracts, grants, and
cooperating or collaborating research agreements; federal, state and
local health and medical agencies or authorities; to subcontractors
in order to determine a subject' s vital status or cause of death; to
health care providers to verify a diagnosis or cause of death; or to
third parties to obtain current addresses for participants in health-
related studies, surveys and surveillances. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE advisory committees, the Department of
Health and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities and to designated employees of
federal, state, or local government or government-sponsored entities
authorized to provide advice to the Department concerning health,
safety, or environmental issues. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
7. A record from this system of records may be disclosed to
foreign governments or international organizations, in accordance
with treaties, international conventions, or executive agreements.
8. A record from this system be disclosed to Department of Health
and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected known only to the system manager. Access
is limited to those whose official duties require access to the
records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Manager, U.S. Department of Energy, Oak Ridge Operations Office,
PO Box 2001, Oak Ridge, TN 37831
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Record source categories:
The individual, medical records, physicians, medical
institutions, and reports of incident/accident/accident
investigations from private and public sources, radiation dosimetry
records, security clearance records, and employment records.
System exempted from certain provisions of the act:
None.
DOE-72
System name:
The Department of Energy Radiation Study Registry.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831.
Categories of individuals covered by the system:
Present and former employees, Department of Energy (DOE)
contractor employees, including employees of predecessor agencies and
organizations, including the Manhattan District, U.S. Atomic Energy
Commission, and Energy Research and Development Administration; and
present and former civilian employees in the DOE Naval Reactor
Program who received a whole body exposure of ionizing radiation
equal to or in excess of 5 REM in any 1 year.
Categories of records in the system:
Rosters of names of individuals meeting the above criteria for
inclusion in the Registry submitted through the DOE field operation
officers from DOE owned and operated facilities and sites. In
addition to names of such individuals, these rosters include social
security number or other identifying information, sex, race, date of
birth, date and/or place of death, first date of hire, last date of
termination, continuity of hire, year in which they received first
dose greater than or equal to 5 REM, actual radiation doses in excess
of 5 REM, and total career radiation exposure dose.
Original or copied lifetime medical records from plant and
private physicians and hospitals including routine physical
examinations, reports of diagnostic and laboratory tests,
radiographs, EKGs, etc., or abstracted portions of such records as
are required for the purposes of this study.
Contact information for registrants who are no longer employed at
qualified sites or who are deceased.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; DOE Order
5500.2B, Emergency Categories, Classes, and Notification and
Reporting Requirements, April 30, 1991; 42 U.S.C. 7274i.
Purpose(s):
The information is maintained and used by the Department to
identify specific populations for use in epidemiological and clinical
studies; and to conduct medical surveillance during the lifetime of
the registrants.
Routine uses of the records maintained in the system, including
categories of users and the purpose of such uses:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
3. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry to facilitate health hazard evaluations,
epidemiological studies, or public health activities required by law
pursuant to a Memoranda of Understanding between the Department and
the Department of Health and Human Services or its components. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE advisory committees, the Department of
Health and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities and to designated employees of
federal, state, or local government or government-sponsored entities
authorized to provide advice to the Department concerning health,
safety, or environmental issues. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
7. A record from this system of records may be disclosed as a
routine use to the United States Enrichment Corporation and its
contractors in performance of their contracts, and their officers and
employees who have a need for the record in the performance of their
duties subject to the same limitations applicable to DOE officers and
employees under the Privacy Act at the following sites: (1)
Portsmouth Gaseous Diffusion Plant at Piketon, Ohio, and (2) Paducah
Gaseous Diffusion Plant at Paducah, Kentucky.
8. A record from this system be disclosed to Department of Health
and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of the records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Manager, U.S. Department of Energy, Oak Ridge Operations Office,
PO Box 2001, Oak Ridge, TN 37831.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Record source categories:
The individual, medical records, physicians, medical
institutions, and reports of incident/accident/accident
investigations from private and public sources, radiation dosimetry
records, security clearance records, and employment records.
System exempted from certain provisions of the act:
None.
DOE-73
System name:
The US-DTPA Registry.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831.
Categories of individuals covered by the system:
Individuals who are or suspected of internal contamination with
transuranic elements and have received diethylene triamine
pentaacetic acid (DTPA) in the calcium or zinc form during the course
of chelation therapy. Administration of the agent DTPA is limited to
physicians who are co-investigators with the DOE contractor staff on
the Investigative New Drug License of the Food and Drug
Administration.
Categories of records in the system:
The records compiled by the physician administering DTPA in the
event of an exposure that was known to have or was suspected of
having caused transuranic contamination internally requiring
chelation therapy with DTPA. These records include a description of
the exposure, the results of serial bioassays and investigations
conducted to evaluate the level of internal contamination and the
efficacy of subsequent chelation by DTPA.
Name, social security numbers or other identifiers and vital
status of treated persons. The name and address of the individual's
last known private physicians are included in the DTPA Registry to
facilitate the search and contact of individuals; medical records of
illnesses, examinations, including routine follow-up examinations,
and investigations that have occurred since the initial
administration of DTPA; and death certificate.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7274i.
Purpose(s):
The records are maintained and used by the Department to provide
a current record of individuals treated with DTPA. To identify by
epidemiological methods any long-term effects associated with DTPA
therapy; and to provide information to Food and Drug Administration
in accordance with the Investigative New Drug licenses and issuances,
epidemiological and clinical studies; and to conduct medical
surveillance during the lifetime of the registrants.
Routine uses of records maintained in the system, including,
categories of users and the purposes of such uses:
1. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
3. A record from this system of records may be disclosed to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health and the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry to facilitate health hazard evaluations,
epidemiological studies, or public health activities required by law
pursuant to Memoranda of Understanding between the Department and the
Department of Health and Human Services or its components. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
4. A record from this system of records may be disclosed as a
routine use to members of DOE advisory committees, the Department of
Health and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities, and to designated employees of
federal, state, or local government or government-sponsored entities
authorized to provide advice to the Department concerning health,
safety, or environmental issues. Those provided information under
this routine use are subject to the same limitations applicable to
Department officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
7. A record from this system be disclosed to Department of Health
and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by name and social security number.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Manager, U.S. Department of Energy, Oak Ridge Operations Office,
PO Box 2001, Oak Ridge, TN 37831.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Record source categories:
The individual, medical records, physicians, medical
institutions, and reports of incident/accident/accident
investigations from private and public sources, radiation dosimetry
records, security clearance records, and employment records.
System exempted from certain provisions of the act:
None.
DOE-75
System name:
Call Detail Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy (DOE) Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy (Headquarters), 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Brookhaven National Laboratory,
Industrial Medicine Division, Upton, NY 11973
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive., Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Tulsa, OK 74103
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, 700 N, Oakland, CA 94612-5208
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Employees of Department of Energy (DOE) and those employees of
other Federal agencies and contractors who are located on the DOE
premises and who have assigned station numbers in the on-premise
telecommunications system.
Categories of records in the system:
Originating and terminating call data records relating to use of
DOE telephones, including calling station number; Date, time call
originated, duration of call, and called number; directory records
indicating assignment of telephone numbers to employees; and records
relating to location of telephones. Reports may be generated from
stored call detail records and may include, but are not limited to,
station usage summaries, trunk usage summaries, traffic and network
busy hour studies, on-net and off-net pricing, exception reports,
bill certification, and cost allocation.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The information is maintained and used by the Department to help
manage and control the costs of operating the Department's telephone
systems. To this end, the program will collect information about the
use of the agency's telephone system for local, long distance, and
other toll calls and may attempt to assign responsibility to
individual person for particular calls. The information also assists
the Department in choosing more efficient and cost effective ways of
communicating; in making decisions about acquiring hardware,
software, and services; and in developing management strategies for
more efficient use of existing telecommunications capabilities. Other
uses are to deter use of the telephone systems for unofficial
purposes, and to recover the cost of unofficial calls.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
representatives of the General Services Administration who are
conducting records management inspections under the authority of 44
U.S.C. 2904 and 2906.
2. A record from this system may be disclosed as a routine use to
``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act, 15 U.S.C. 2904 and 2906.
3. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
4. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
5. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
6. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
7. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
8. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
9. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements
10. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, microfilm, and electronic
media.
Retrievability:
Records may be retrieved by individual telephone extension
number.
Safeguards:
Paper and microfilm records are maintained in locked cabinets and
desks. Electronic records are controlled through established DOE
computer center procedures (personnel screening and physical
security), and they are password protected. Passwords are known only
by the system manager. Access is limited to those whose official
duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Headquarters Office of Information
Management, Germantown, MD 20874
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
locations.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures above.
Record source categories:
Categories include telephone assignment records; call detail
listings; results of administrative inquiries relating to assignment
of responsibility for placement of special local and long-distance
calls.
Systems exempted from certain provisions of the act:
None.
DOE-77
System name:
Physical Fitness Test Records.
Security classification:
Unclassified.
System location:
U.S. Department of Energy, (Headquarters), 19901 Germantown Road,
Germantown, MD 20874-1290
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 785 DOE
Place, Idaho Falls, ID 83402
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), PO Box 880, Morgantown, WV 26505
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15122
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK
74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831-8501
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
Pittsburgh, PA 15122
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
DOE contractor employees (armed uniformed guards).
Categories of records in the system:
Record of individual's ability to complete the physical fitness
test as set forth in applicable DOE directives.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The records are maintained and used by the Department to record
physical fitness tests of Department of Energy (DOE) federal and
contractor employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Headquarters: Office of Safeguards and Security, U.S. Department
of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Record source categories:
The subject individual, physicians, and persons administering the
tests.
System exempted from certain provisions of the act:
None.
DOE-81
System name:
Counterintelligence Administrative and Analytical Records and
Reports.
Security classification:
Classified and unclassified.
System location:
U.S. Department of Energy (Headquarters), Office of
Counterintelligence, 1000 Independence Avenue, SW., Washington, DC
20585;
U.S. Department of Energy, Albuquerque Operations Office, PO Box
4500, Albuquerque, NM 87115;
U.S. Department of Energy, Chicago Operations Office, 9800 Cass
Ave., Argonne, IL 60439;
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401;
U.S. Department of Energy, Lawrence Livermore National
Laboratory, PO Box 808, L-062, Livermore, CA 94551
U.S. Department of Energy, Lockheed Martin Idaho Technology, PO
Box 1625, M/S 2800, Idaho Falls, ID 83415-2800
U.S. Department of Energy, Los Alamos National Laboratory, Mail
Station 5000, PO Box 1663, Los Alamos National Laboratory, NM 87545
U.S. Department of Energy, Martin Lockheed Energy Systems, PO Box
2009, Oak Ridge, TN 37831-8107
U.S. Department of Energy, Mason & Hangar--Silar Mason, Co.,
Inc., Pantex Plant, Bldg 11-54, PO Box 30020, Amarillo, TX 79177
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114;
U.S. Department of Energy, Oak Ridge Operations Office, PO Box E,
Oak Ridge, TN 37830;
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612
U.S. Department of Energy, Ohio Field Office. Mound Plant, PO Box
3000, OSE-4, Miamisburg, OH 45343
U.S. Department of Energy, Pacific Northwest Laboratory, 902
Battelle Blvd., PO Box 999, Richland, WA 99352
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352;
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 880403-8200
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801;
U.S. Department of Energy, Sandia National Laboratory, PO Box
969, M/S 9020, Livermore, CA 94551-0969
U.S. Department of Energy, Sandia National Laboratory, Org 7400,
PO Box 5800, M/S 0173, Albuquerque, NM 87185
U.S. Department of Energy, Westinghouse Hanford Co., PO Box 1970,
Richland, WA 99352
U.S. Department of Energy, Worldwide Security Service Ltd., Rocky
Flats Environmental Technology Site, PO Box 464, T893B, Golden, CO
80402-0464
Categories of individuals covered by the system:
Current and former Department of Energy (DOE) employees,
contractor employees, and consultants; persons suspected of violating
DOE regulations or laws; and, where there are indications of contact
with a current or former DOE employee, contractor employee or
consultant, persons who are reasonably believed to be officers or
employees of, or otherwise acting for or on behalf of, a foreign
power; members of an organization reasonably believed to be owned or
controlled directly or indirectly by a foreign power; reasonably
believed to be targets, hostages, or victims of international
terrorist organizations; or reasonably believed to be engaged in or
about to engage in clandestine intelligence activities, sabotage,
assassinations, or international terrorist activities involving DOE
programs, personnel, facilities, information or materials.
Categories of records in the system:
Analytical, training and investigative records, reports and
files; travel reports; reports on foreign contacts; records, reports
and files received from other DOE elements and other Federal
agencies.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Federal Personnel
Manual, Chapters 731 and 736.
Purpose(s):
The information is maintained and used by the Department in
furtherance of the responsibilities of the Office of
Counterintelligence (OCI), which include analysis of the foreign
intelligence threat; conducting administrative inquiries and
investigations to identify and neutralize the foreign intelligence
threat to classified and sensitive DOE programs, personnel,
information and activities; reporting on foreign contacts and travel,
including briefings and debriefings; conducting counterintelligence
investigations and producing intelligence on hostile and foreign
intelligence entities; counterintelligence related training; and
other activities relating to OCI's responsibilities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the Federal Bureau of Investigation when such records indicate a
violation or probable violation of the law.
2. A record from this system may be disclosed as a routine use to
other counterintelligence agency components with whom the Office of
Counterintelligence is preparing joint analysis of
counterintelligence-related threats which may impact the Department.
3. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
4. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
5. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
6. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
7. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
8. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
9. A record from this system of records may be disclosed to
foreign governments or international organization in accordance with
treaties, international conventions, or executive agreements
10. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by name, social security number or other
personal identifying data.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Department of Energy, Office of Counterintelligence,
Headquarters, Analytical Division, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers and Directors of the ``System
locations'' listed above are the system managers for their respective
portions.
Notification procedure:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Record source categories:
The subject individual; present and former DOE employees and
contractor employees; publicly available material; other agencies
within the Intelligence Community; other offices and elements within
DOE; the FBI, and other federal, state and local law enforcement
agencies; sources contacted during administrative inquiries and
investigations; and official records.
System exempted from certain provisions of the Act
This system is exempt under (k)(1), (k)(2), and (k)(5) of the
Privacy Act to the extent that information within the system meets
the criteria of those subsections of the Act. Such information has
been exempted from the provisions of subsections (c)(3), and (4),
(d), and (e)(1) (e)(4)(G) and (H) and (f) of the Act; See the DOE
Privacy Act regulation at Title10, Code of Federal Regulations, part
1008.
DOE-82
System name:
Grant and Contract Records for Research Projects, Science
Education, and Related Activities.
Security classification:
Unclassified.
System location:
Office of Science, U.S. Department of Energy, 1000 Independence
Avenue, SW., Washington, DC 20585.
Categories of individuals covered by the system:
(1) Applicant/Grantee organization; Principal Investigator, i.e.,
the scientist or other individual designated by the applicant or
proposer to direct the project; Senior Personnel, i.e., scientists or
other individuals designated by the applicant or proposer to perform
work on the project; Certifying Representative, i.e., the business
representative having the authority to accept the obligation to
comply with Department of Energy (DOE) terms and conditions if DOE
makes a grant or contract award. (2) DOE officials DOE Project
Officer, i.e., the individual who is responsible for the review and
evaluation of the application or proposal and the monitoring of a
resulting grant or contract; DOE Program Official, i.e., the
individual who is responsible for review and approval of applications
or proposals for funding; DOE Budget Official, i.e., the individual
who is responsible for certifying funds availability for approved
applications or proposals; DOE Contracting Officer or Contract
Specialist, i.e., individuals who are responsible for awarding and
administering grants or contracts. (3) Merit/Peer Reviewer, i.e., the
individual (Federal or non-Federal) who provides a written review or
evaluation of the application or proposal to the DOE Project Officer.
Categories of records in the system:
Grant applications, contract proposals, technical reviews by peer
reviewer, records of grant and contract awards, financial data, and
any other pertinent information needed for the tracking or approval
of a grant or contract.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
Purpose(s):
The information is maintained and used by the Department to track
and monitor the receipt, review, and disposition of grant
applications and contract proposals from universities, non-profit
organizations, large and small businesses, other Federal agencies,
State and local governments, individuals, and DOE national
laboratories seeking Federal financial support for research projects,
training, and related activities. The system also tracks and monitors
funding authorizations and associated financial data.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
expert peer reviewers selected by DOE for their expertise in specific
research areas to evaluate the application or proposal in accordance
with established evaluation criteria.
2. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
3. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
4. A record from this system may be disclosed as a routine use to
an applicant's principal investigator, sponsored programs office,
business office, or similar element, via electronic media for the
purpose of checking the status of its grant applications or contract
proposals which have been submitted to DOE for support. Safeguards
will be employed on a case by case basis to allow access only to
authorized persons having a need to know.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
Records may be retrieved by application or proposal number,
project number, award number, name of applicant or awardee, name of
principal investigator, social security number, name of peer
reviewer, DOE project officer, or budget and reporting classification
code.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Grants and Contracts Division, Office of Resource
Management, Office of Science, U.S. Department of Energy, Washington,
DC 20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures.
Record source categories:
Grant applications and contract proposals.
System exempted from certain provisions of the act:
None
DOE-83
System name:
Allegation-Based Inspections Files of the Office of Inspector
General.
Security classification:
Unclassified and classified.
System location:
Official Allegation-Based Inspections Files are located at:
U.S. Department of Energy, Office of Inspector General,
Headquarters, 1000 Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Office of Inspector General, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Office of Inspector General, Building
703-41A, Aiken, SC 29802
U.S. Department of Energy, Office of Inspector General, PO Box
2254, Livermore, CA 94551
U.S. Department of Energy, Office of Inspector General, PO Box
62, Room 502, Oak Ridge, TN 37831
Categories of individuals covered by the system:
Individuals who are the subjects of inspections or inquiries
concerning allegations or complaints, individuals who have pertinent
knowledge about the inspection or inquiry, individuals authorized to
furnish information, confidential informants, complainants, Office of
Inspector General inspections personnel, and other individuals
involved in these inspections.
Categories of records in the system:
Inspection files predicated on allegations or complaints and
which identify subjects or sources of information by name.
Inspections performed relate to sensitive allegations of wrongdoing
received concerning certain individuals, including agency employees,
or other persons or entities with some relationship to the agency.
Allegations include, but are not limited to, abuse of authority;
misuse of government time, property, or position; conflicts of
interest; whistleblower reprisal; or other non-criminal violations of
law, rules, or regulations.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Inspector
General Act of 1978, as amended, 5 U.S.C. App. 3.
Purpose(s):
The records are maintained and used by the Department in
furtherance of the responsibilities of the Inspector General. These
responsibilities include evaluating the effectiveness and efficiency
of an operation, determining compliance with laws and regulations,
evaluating Departmental program operations and results, preventing
and detecting fraud and abuse in such programs and operations, and
assuring the investigation of complaints by contractor employees
alleging retaliation for making disclosures protected under 10 CFR
part 708 and 41 U.S.C. 265.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
2. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
3. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
5. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record alone
or in conjunction with other information, indicates a violation or
potential violation of law whether civil, criminal, or regulatory in
nature.
6. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
7. A record from this system of records may be disclosed to
foreign governments or international organizations in accordance with
treaties, international conventions, or executive agreements
8. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper, microfilm, and electronic media.
Retrievability:
Records may be retrieved by name of individual involved, case
number, report title, or subject matter.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Deputy Inspector General for Inspections, U.S. Department of
Energy, Room 5B-250, 1000 Independence Avenue, SW., Washington, DC
20585.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification Procedures above.
Record source categories:
Subject individuals; individuals and organizations that have
pertinent knowledge about a subject individual or corporate entity;
those authorized by an individual to furnish information;
confidential informants; and Federal Bureau of Investigation (FBI)
and other Federal, state, and local entities.
System exempted from certain provision of the Act:
This system is exempt under (k)(1) and (k)(2) of the Privacy Act
to the extent that information within the System meets the criteria
of those subsections of the Act. Such information has been exempted
from the provisions of subsections (c)(3), (d), and (e)(1), (e)(4)(G)
and (H) and (f) of the Act; See the DOE Privacy Act regulation at
Title10, Code of Federal Regulations, part 1008.
DOE-84
System name:
Counterintelligence Investigative Records.
Security classification:
Classified and unclassified.
System location:
Records maintained in DOE-84, except those pertaining to
polygraph examinations and the e-mail analysis project, will be
stored at the following locations:
U.S. Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87115
U.S. Department of Energy, Argonne National Laboratory-East, 9700
South Cass Avenue, Argonne, IL 60439
U.S. Department of Energy Brookhaven National Laboratory, PO Box
5000, Upton, NY 11973-5000
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83403
U.S. Department of Energy, Lawrence Livermore National
Laboratory, 7000 East Avenue, PO Box 808, Livermore, CA 94551
U.S. Department of Energy, Lockheed Idaho Technical Center, 765
Lindsay Boulevard, Idaho Falls, ID 83403
U.S. Department of Energy, Los Alamos Area Office, M/S B-236, PO
Box 1663, Los Alamos, NM 87545
U.S. Department of Energy, Nevada Operations Office, PO Box
14100, Las Vegas, NV 89114
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, PO Box 808,
Livermore, CA 94550
U.S. Department of Energy, Ohio Field Office, PO Box 3020,
Miamisburg, OH 45343
Pacific Northwest National Laboratory, 902 Battelle Blvd., PO Box
999, Richland, WA 99352
U.S. Department of Energy, Richland Operations Office, PO Box
550, Richland, WA 99352;
U.S. Department of Energy, Rocky Flats Field Office, PO Box 928,
Golden, CO 80402
U.S. Department of Energy, Rocky Flats, World Wide Security
Services, Ltd, PO Box 40, Broomfield, CO 80038
U.S. Department of Energy, Sandia National Laboratory--
Albuquerque, PO Box 5400, Albuquerque, NM 87185-5800
U.S. Department of Energy, Sandia National Laboratory--
California, PO Box 969, Livermore, CA 94551
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801; Savannah River, Westinghouse Savannah River
Company, Bldg. 703-45A, Aiken, SC 29808
Records maintained in DOE-84 in connection with DOE administered
counterintelligence-scope polygraph examinations, will be maintained
only at the following locations:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, DOE Test Center, Albuquerque, NM 87106
Records maintained in DOE-84 in connection with the DOE e-mail
analysis project will be maintained only at the following locations:
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Lawrence Livermore National
Laboratory, 7000 East Avenue, PO Box 808, Livermore, CA 94551
U.S. Department of Energy, Los Alamos Area Office, PO Box 1663,
Los Alamos, NM 87545
U.S. Department of Energy, Pacific Northwest National Laboratory,
902 Battelle Blvd., PO Box 999, Richland, WA 99352
U.S. Department of Energy, Sandia National Laboratory--
Albuquerque, PO Box 5800, Albuquerque, NM 87185-5800
U.S. Department of Energy, Sandia National Laboratory--
California, PO Box 969, Livermore, CA 94551
Categories of individuals covered by the system:
Current and former DOE employees and contractor employees;
applicants for employment at DOE; individuals who may be assigned or
detailed to Federal positions at DOE; consultants to DOE; users of
the e-mail systems at the Sandia National Laboratories, Los Alamos
National Laboratory, Lawrence Livermore National Laboratory, and
Pacific Northwest National Laboratory; persons suspected of violating
DOE regulations or criminal laws; individuals who voluntarily request
a polygraph examination in order to respond to questions that have
arisen in the context of a counterintelligence investigation; and
those individuals who are (a) reasonably believed to be officers or
employees of, or otherwise acting for or on behalf of, a foreign
power; (b) members of an organization reasonably believed to be owned
or controlled directly or indirectly by a foreign power; (c)
reasonably believed to be targets, hostages, or victims of
international terrorist organizations; or (d) reasonably believed to
be engaged or about to engage in clandestine intelligence activities,
sabotage, assassinations, or international terrorist activities
involving DOE programs, personnel, facilities, information, or
materials and have made personal or impersonal contact with a current
or former DOE employee, contractor employee or consultant.
Categories of records in the system:
Law enforcement records, reports and files; reports on foreign
contacts; records, reports and files received from other DOE elements
and other Federal agencies related to intelligence activities;
counterintelligence evaluation records; polygraph examination
records; reports and videotapes of the polygraph session; and
electronic mail stored on CD.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; The Atomic Energy
Act of 1954, as amended; National Defense Authorization Act of Fiscal
Year 2000 Pub. L. 106-65; the Employee Polygraph Protection Act, Pub.
L. 100-347; 29 U.S.C. 2006 (b)(1)(B); the Electronic Communications
Privacy Act, Pub. L. 99-508, 18 U.S.C. 2510 et seq.; Executive Order
12333, United States Intelligence Activities (December 4, 1981);
Department of Energy Procedures for Intelligence Activities, approved
by the Attorney General under Executive Order 12333 (October 19,
1992); Executive Order 12958, Classified National Security
Information (April 17, 1995); Executive Order 12968, Access to
Classified Information (August 2, 1995); and Presidential Decision
Directive-61.
Purpose(s):
The information is maintained and used by the Department to
conduct counterintelligence investigations. The records in this
system also will be used by the Office of Counterintelligence when
participating in joint law enforcement counterintelligence-related
investigations with the FBI or other Federal law enforcement agencies
or components thereof in order to detect and prevent foreign
intelligence threats directed at or involving DOE classified and
sensitive information, materials, programs, facilities, personnel,
and other Department resources. Finally, the records in this system
are collected and maintained by the Office of Counterintelligence in
order to fulfill its statutory responsibilities under section 3154 of
the National Defense Authorization Act for Fiscal Year 2000.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
1. A record from this system may be disclosed as a routine use to
an appropriate Federal, State, local or foreign agency when a record
within this system of records, alone or in conjunction with other
information, indicates a violation or potential violation of law
whether civil, criminal, or regulatory in nature, and whether arising
by general statute of particular program pursuant thereto.
2. A record from this system of record may be disclosed, as a
routine use, to a Federal, state or local agency that maintains
relevant information to obtain information relevant to a Department
decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit. The Department must
deem such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed as a routine use to
a Federal agency, to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
4. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. The contractor and its officers receiving information
under this routine use are subject to the same limitations applicable
to DOE officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as paper records, electronic media, and
videotapes.
Retrievability:
Records may be retrieved by name and/or social security number.
Safeguards:
Paper records and videotapes are maintained in locked cabinets.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security),
secured for classified information and are password protected.
Passwords are known only by the system manager. Access is limited to
those whose official duties require access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
Director, Office of Counterintelligence, U.S. Department of
Energy, Forrestal Building, 1000 Independence Avenue, SW.,
Washington, DC 20585.
Field Offices: The Managers of the ``System locations'' listed
above are the system managers for their respective portions of this
system.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Office at the
appropriate address identified above under ``System locations.''
Requests for polygraph records should be directed to Headquarters,
Freedom of Information and Privacy Act Division, U.S. Department of
Energy. The request should include the requester's complete name,
time period for which records are sought, and the geographic
location(s) where the requester believes the records are located.
Record access procedures:
Same as notification procedures above. Records are generally kept
at locations where work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification Procedures above.
Record source categories:
The subject individual, present and former DOE employees and DOE
contractor employees, applicants for employment, individuals assigned
or detailed to Federal positions at DOE, and consultants; any user of
the DOE e-mail systems at Sandia National Laboratories, Los Alamos
National Laboratory, Lawrence Livermore National Laboratory, and
Pacific Northwest National Laboratory; publicly available material;
other agencies within the Intelligence Community; other offices
within the DOE; the FBI, and other federal, state and local law
enforcement agencies; and sources contacted during investigations.
System exempted from certain provisions of the act:
This system is exempt pursuant to subsections (j)(2) and (k)(1),
(2) and (5) of the Privacy Act, 5 U.S.C. 552a, to the extent that
information within the system meets the requirements of those
subsections of the Act. Under subsection (j)(2) of the Privacy Act,
this system has been exempted from subsections (c)(3) and (4), (d),
(e)(1), (2), and (3), (e)(4)(G) and (H), (e)(8), (f) and (g) of 5
U.S.C. 552a. See DOE the Privacy Act Regulation at 10 CFR 1008.12.
To the extent the information in this system of records is exempt
pursuant to 5 U.S.C. 552a(k)(1), (2) and (5), the system has been
further exempted from subsections (c)(3), (d), (e)(1), (e)(4)(G) and
(H) and (f) of 5 U.S.C. 552a under the Privacy Act of 1974. See the
DOE Privacy Act Regulation at 10 CFR 1008.12(b).
DOE-86
System name:
Human Radiation Experiments Records.
Security classification:
None.
System location:
U.S. Department of Energy, Office of Human Radiation Experiments,
1000 Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Coordination and Information Center,
3084 S. Highland St., Las Vegas, NV 89109
Categories of individuals covered by the system:
Persons who participated in the organizing, conducting, and
financing of the Human Radiation Experiments and environmental
releases of radiation described in Executive Order 12891, 59 FR 2935
(January 20, 1994). Records are also maintained on persons who were
subjects of the experiments or were affected by the releases.
Generally, the records pertain to persons in the following
categories: (1) Former and current employees of the DOE, its
predecessor agencies and their contractors and subcontractors; (2)
members of the public; (3) persons exposed to radiation as a result
of proximity to nuclear facilities or the intentional or accidental
release of radiation.
Categories of records in the system:
Records pertaining to the planning, organizing, financing,
conducting, effects and results of experiments and environmental
releases, gathered from DOE, its predecessor agencies and their
contractors and subcontractors. Such records include correspondence,
memoranda, published and unpublished reports, notes, logs, proposals,
contracts, minutes of meetings of the Atomic Energy Commission and
its advisory committees and subcommittees dealing with radiation,
correspondence with members of the public, transcripts of interviews
of persons associated with the organizing, financing and conducting
of the experiments, reports of Congressional hearings, personal
notes, diaries and papers, archival collections, interagency
memoranda and agreements, consent forms, medical and laboratory
reports, transcripts of medical conferences, and newspaper and
magazine articles.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7151;
42 U.S.C. 2201 and 42 U.S.C. 5813 and 5817.
Purpose(s):
The purpose of this system of records is to assist members of the
public in piecing together their own (or immediate family) history of
possible involvement in government-sponsored radiation experiments.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
the Advisory Committee on Human Radiation Experiments to perform its
assigned task of evaluating the scientific and ethical aspects of the
Human Radiation Experiments and environmental releases. A record from
this system of records may be disclosed to that Committee to provide
it with information concerning experiments or releases of radiation
that were sponsored, financed or conducted by DOE, its predecessors,
or other Federal agencies, and their contractors and subcontractors.
Those provided information under this routine use are subject to the
same limitations applicable to Department officers and employees
under the Privacy Act.
2. A record from this system may be disclosed as a routine use
pertaining to another Federal agency if it appears from the record,
or other available information, that the other Federal agency
conducted the Human Radiation Experiment or environmental release or
that referral to the other Federal agency is appropriate for remedial
purposes.
3. A record from this system may be disclosed as a routine use to
DOE contractors and subcontractors conducting epidemiological,
industrial safety or hygiene studies to ascertain or determine: (a)
How radiation exposure effects the health and well being of
individuals or groups of individuals; and (b) the risks of working
with, or being in proximity to, nuclear equipment, devices and
facilities and how such risks may be ameliorated. Those provided
information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
4. A record from this system may be disclosed as a routine use to
the Centers for Disease Control and Prevention, other Federal and
state health agencies, and Federal and state agencies involved with
industrial or employee safety to be used for epidemiological or
industrial safety or hygiene studies to ascertain or determine: (a)
How radiation exposure effects the health and well being of
individuals or groups of individuals; and (b) the risks of working
with, or being in proximity to, nuclear equipment, devices and
facilities, and how such risks may be ameliorated.
5. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
7. A record from the system may be disclosed as a routine use to
a Federal, State, or local agency to obtain information relevant to a
Departmental decision concerning the hiring or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
8. A record from this system of records may be disclosed to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant, or
other benefit, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter. The
Department must deem such disclosure to be compatible with the
purpose for which the Department collected the information.
9. A record from the system may be disclosed as a routine use to
the appropriate local, state, or Federal agency when the record,
alone or in conjunction with other information, indicates a violation
or potential violation of law whether civil, criminal, or regulatory
in nature.
10. A record from this system of records may be disclosed to a
member of Congress submitting a request involving the constituent
when the constituent has requested assistance from the member with
respect to the subject matter of the record. The member of Congress
must provide a copy of the constituent's request for assistance.
11. A record from the system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
12. A record from this system of records may be disclosed to
officials and contractor personnel of the Agency for Toxic Substances
and Disease Registry in carrying out that agency's authorized
activities at DOE's facilities pursuant to section 104(I) of the
Comprehensive Environmental Response, Compensation, and Liability
Act.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records may be stored as paper records and electronic media.
Retrievability:
The records may be retrieved by name or other personal identifier
as dictated by the needs of the particular researcher.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Director, Office of Human Radiation
Experiments, 1000 Independence Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Manager, Nevada Operations Office, PO
Box 98518, Las Vegas, NV 89193-8518
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters Freedom of Information Act and Privacy Act Division,
U.S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at locations where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as Notification procedures.
Record source categories:
Persons conducting or otherwise having a role in the organization
and financing of experiments or releases, present and former DOE and
predecessor agency contractors and subcontractors, physicians,
medical records, dosimetry records, subject individuals, DOE and its
predecessor agency officials and operating offices.
Systems exempted from certain provisions of the act:
None.
DOE-88
System name:
Epidemiologic and Other Health Studies, Surveys and
Surveillances.
Security classification:
None.
System location:
U.S. Department of Energy, Office of Environment, Safety and
Health, Office of Health Studies, Germantown, MD. 20874-1290.
Portions also may be located with contractors, other entities
involved in conducting or managing health studies, surveys, and
surveillances, or other Department offices listed below:
U.S. Department of Energy, Albuquerque Operations Office, PO Box
5400, Albuquerque, NM 87185-5400
U.S. Department of Energy, Bonneville Power Administration, PO
Box 3621, Portland, OR 97208
U.S. Department of Energy, Chicago Operations Office, 9800 South
Cass Avenue, Argonne, IL 60439
U.S. Department of Energy, Golden Field Office, 1617 Cole
Boulevard, Golden, CO 80401
U.S. Department of Energy, Grand Junction, PO Box 2567, Grand
Junction, CO 81502-2567
U.S. Department of Energy, Headquarters, 1000 Independence
Avenue, SW., Washington, DC 20585
U.S. Department of Energy, Idaho Operations Office, 850 Energy
Drive, Idaho Falls, ID 83401
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road Morgantown, WV 26507-0880
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
U.S. Department of Energy, National Petroleum Technology Office,
William Center Tower One, 1 West Third Street, Tulsa, OK 74103
U.S. Department of Energy, Nevada Operations Office, PO Box
98518, Las Vegas, NV 89193-8518
U.S. Department of Energy, Oak Ridge Operations Office, PO Box
2001, Oak Ridge, TN 37831
U.S. Department of Energy, Oakland Operations Office, 1301 Clay
Street, Oakland, CA 94612-5208
U.S. Department of Energy, Ohio Field Office, 1 Mound Road,
Miamisburg, OH 45342
U.S. Department of Energy, Pittsburgh Naval Reactors, PO Box 109,
West Mifflin, PA 15122-0109
U.S. Department of Energy, Richland Operations Office, 825 Jadwin
Avenue, PO Box 550, Richland, WA 99352
U.S. Department of Energy, Rocky Flats Field Office, 10808
Highway 93, Unit A, Golden, CO 80402-0928
U.S. Department of Energy, Savannah River Operations Office, PO
Box A, Aiken, SC 29801
U.S. Department of Energy, Schenectady Naval Reactors Office, PO
Box 1069, Schenectady, NY 12301
U.S. Department of Energy, Southeastern Power Administration,
Samuel Elbert Building, Public Square, Elberton, GA 30635
U.S. Department of Energy, Southwestern Power Administration, PO
Box 1619, Tulsa, OK 74101
U.S. Department of Energy, Strategic Petroleum Reserve Project
Office, 900 Commerce Road East New Orleans, LA 70123
U.S. Department of Energy, Western Area Power Administration, PO
Box 3402, Golden, CO 80401
U.S. Department of Energy, Yucca Mountain Site Characterization
Office, 1551 Hillshire Drive, Suite A, Las Vegas, NV 89134
Categories of individuals covered by the system:
Data about individuals who were included in any authorized
epidemiologic or other health study, survey, or surveillance. Such
persons include current and former employees of the Department, its
predecessor agencies, and their contractors and subcontractors, as
well as other individuals included in health studies, surveys, and
surveillances pertaining to any potential health hazard (including
electromagnetic fields) associated with energy production,
transmission, or use. Accordingly, persons having access, or in
proximity, to the Department's facilities, persons involved in or
effected by energy production activities, and members of the general
population selected as control groups also may be included.
As defined in Executive Order 12891, Human Radiation Experiments
include: (1) Experiments on individuals involving intentional
exposure to ionizing radiation. This category does not include common
and routine clinical practices, such as established diagnosis and
treatment methods, involving incidental exposures to ionizing
radiation; (2) experiments involving intentional environmental
releases of radiation that (A) were designed to test human health
effects of ionizing radiation; or (B) were designed to test the
extent of human exposure to ionizing radiation; (3) the experiment
into the atmospheric diffusion of radioactive gases and test of
detectability, commonly referred to as the ``Green Run test,''
conducted by the former Atomic Energy Commission and the Air Force in
December 1949 in Hanford, Washington; (4) two radiation warfare field
experiments conducted at the Atomic Energy Commission's Oak Ridge
office in 1948 involving gamma radiation released from non-bomb point
sources at or near ground level; (5) six tests conducted during 1949-
1952 of radiation warfare ballistic dispersal devices containing
radioactive agents at the U.S. Army's Dugway, Utah, site; (6) four
atmospheric radiation-tracking tests in 1950 at Los Alamos, New
Mexico; and (7) other similar human experiments that may later be
identified by the Human Radiation Interagency Working Group.
Categories of records in the system:
Specific types of records collected and maintained are determined
by the needs of the individual study, survey, or surveillance.
Examples include, but are not limited to, questionnaires, demographic
information, work history, medical and reproductive history, birth
data, radiation and other exposure history, laboratory test results,
data from prior studies, surveys, and surveillances, alcohol and
tobacco use history, and illness absence information. Information may
be collected directly from individuals, as well as extracted as
necessary from personnel files and lists, training files, medical
records, legal case files, bioassay records, industrial hygiene
files, payroll and leave records, radiation and other hazard exposure
records, occupational and industrial accident records, employee
insurance claims, personnel security clearance questionnaires,
personnel assurance program records, and related sources.
Authority for maintenance of the system:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 7151
and 7297; 42 U.S.C. 2201(c), 2201(i)(3), 5813 and 5817
Purpose(s):
The information is maintained and used by the Department to
conduct epidemiological and other health studies, surveys and
surveillances, conducted by the Department and the Department of
Health and Human Services performing studies for the Department,
their contractors, grantees, and collaborating researchers. The
health studies pertain to individual and aggregate population health
risks from exposures to radiation, or other chemical, physical, or
biological hazards that may occur or may have occurred as a result of
the Department's, or its predecessor agencies' operations, or as a
result of energy production, transmission, or use. Individually
identifiable information does not appear in published epidemiological
studies or other published health studies, surveys, and
surveillances. However, the system will contain records compiled in
completing published and unpublished studies, surveys, and
surveillances from which information may be retrieved by name or
other personal identifier.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record from this system may be disclosed as a routine use to
contractor personnel, grantees, and cooperative agreement holders of
components of the Department of Health and Human Services, including
the National Institute for Occupational Safety and Health, the
National Center for Environmental Health of the Centers for Disease
Control and Prevention, and the Agency for Toxic Substances and
Disease Registry pursuant to a Memoranda of Understanding between the
Department and the Department of Health and Human Services or its
components. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
2. A record from this system of records may be disclosed as a
routine use to contractors, grantees, participants in cooperative
agreements and collaborating researchers, or the employees of these
parties, when conducting health studies or related health or
environmental duties pursuant to their contracts, grants, and
cooperating or collaborating research agreements. In order to perform
such studies, the Department, its contractors, grantees, participants
in cooperative agreements, and collaborating researchers may disclose
a record: to Federal, State, and local health and medical agencies or
authorities; to subcontractors in order to determine a subject's
vital status or cause of death; to health care providers to verify a
diagnosis or cause of death; or to third parties to obtain current
addresses for participants in health-related studies, surveys and
surveillances. All recipients of such records are required to comply
with the Privacy Act, to follow prescribed measures to protect
personal privacy, and to disclose or use personally identifiable
information only for the above described research purposes. Those
provided information under this routine use are subject to the same
limitations applicable to Department officers and employees under the
Privacy Act.
3. A record from this system of records may be disclosed to
members of Department advisory committees, the Department of Health
and Human Services Advisory Committee on Projects Related to
Department of Energy Facilities, and to designated employees of
Federal, State, or local government, or government-sponsored
entities, authorized to provide advice to the Department concerning
health, safety, or environmental issues. All recipients of such
records are required to comply with the Privacy Act, to follow
prescribed measures to protect personal privacy, and to disclose or
use personally identifiable information only for the purpose of
providing advice to the Department or to the Department of Health and
Human Services. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
4. A record from this system of records may be disclosed as a
routine use, to DOE contractors in performance of their contracts,
and their officers and employees who have a need for the record in
the performance of their duties subject to the same limitations
applicable to DOE officers and employees under the Privacy Act.
5. A record from this system may be disclosed as a routine use
for the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to a (1) person representing
the Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witness, potential witness, or their representatives and assistants,
and any other person who possesses information pertaining to the
matter, when it is necessary to obtain information or testimony
relevant to the matter.
6. A record from this system may be disclosed as a routine use in
court or administrative proceedings to the tribunals, counsel, other
parties, witnesses, and the public (in publically available
pleadings, filings or discussion in open court) when such disclosure:
(1) Is relevant to, and necessary for, the proceeding; and (2) is
compatible with the purpose for which the Department collected the
records; and (3) the proceedings involve:
(a) The Department, its predecessor agencies, current or former
contractors of the Department, or other United States Government
agencies and their components, or
(b) A current or former employee of the Department and its
predecessor agencies, current or former contractors of the
Department, or other United States Government agencies and their
components, who is acting in an official capacity, or in any
individual capacity where the Department or other United States
Government agency has agreed to represent the employee.
7. A record from this system be disclosed to Department of Health
and Human Services, their contractors, grantees, and cooperative
agreement holders, pursuant to the Energy Employees Occupational
Illness Compensation Program Act of 2000, to estimate radiation doses
and other workplace exposures received by Department of Energy and
contractor employees. The Secretary of Health and Human Services and
the Secretary of Energy shall each make available to researchers and
the general public information on the assumptions, methodology, and
data used in establishing radiation doses consistent with the
protection of private medical records. Those provided information
under this routine use are subject to the same limitations applicable
to Department officers and employees under the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records may be stored as microfilm, paper records, and electronic
media.
Retrievability:
Records may be retrieved by name, study/surveillance-assigned
control number, social security number, or other personal identifier,
as dictated by the needs of the particular researcher.
Safeguards:
Paper records are maintained in locked cabinets and desks.
Electronic records are controlled through established DOE computer
center procedures (personnel screening and physical security), and
they are password protected. Passwords are known only by the system
manager. Access is limited to those whose official duties require
access to the records.
Retention and disposal:
Records retention and disposal authorities are contained in the
National Archives and Records Administration (NARA) General Records
Schedule and DOE record schedules that have been approved by NARA.
System manager(s) and address:
U.S. Department of Energy, Director, Office of Epidemiologic
Studies, Germantown, Md. 20874-1290.
Notification procedures:
In accordance with the DOE regulation implementing the Privacy
Act, Title 10, Code of Federal Regulations, part 1008, a request by
an individual to determine if a system of records contains
information about him/her should be directed to the Director,
Headquarters, Freedom of Information Act and Privacy Act Division, U.
S. Department of Energy, or the Privacy Act Officer at the
appropriate address identified above under ``System locations.'' The
request should include the requester's complete name, time period for
which records are sought, and the geographic location(s) where the
requester believes the records are located.
Record access procedures:
Same as Notification procedures above. Records are generally kept
at location where the work is performed. In accordance with the DOE
Privacy Act regulation, proper identification is required before a
request is processed.
Contesting record procedures:
Same as notification procedures.
Record source categories:
Subject individual and the individual's employer, including DOE
and its predecessor agencies and their contractors and
subcontractors.
Systems exempted from certain provisions of the act:
None.
Appendix A
As defined in Executive Order 12891, Human Radiation Experiments
include:
(1) Experiments on individuals involving intentional exposure to
ionizing radiation. This category does not include common and routine
clinical practices, such as established diagnosis and treatment
methods, involving incidental exposures to ionizing radiation;
(2) Experiments involving intentional environmental releases of
radiation that (A) were designed to test human health effects of
ionizing radiation; or (B) were designed to test the extent of human
exposure to ionizing radiation;
(3) The experiment into the atmospheric diffusion of radioactive
gases and test of detectability, commonly referred to as the ``Green
Run test,'' conducted by the former Atomic Energy Commission and the
Air Force in December 1949 in Hanford, Washington;
(4) Two radiation warfare field experiments conducted at the
Atomic Energy Commission's Oak Ridge office in 1948 involving gamma
radiation released from non-bomb point sources at or near ground
level;
(5) Six tests conducted during 1949-1952 of radiation warfare
ballistic dispersal devices containing radioactive agents at the U.S.
Army's Dugway, Utah, site;
(6) Four atmospheric radiation-tracking tests in 1950 at Los
Alamos, New Mexico; and
(7) Other similar human experiments that may later be identified
by the Human Radiation Interagency Working Group.
Appendix A
(1) U.S. Department of Energy (Headquarters), 1000 Independence
Avenue, SW, Washington, DC 20585
(2) U.S. Department of Energy, Alaska Power Administration, PO
Box 50, Juneau, AK 99802
(3) U.S. Department of Energy, Albuquerque Operations Office,
PO Box 5400, Albuquerque, NM 87115
(4) U.S. Department of Energy, Bartlesville Energy Technology
Center, PO Box 1398, Bartlesville, OK 74003
(5) U.S. Department of Energy, Bonneville Power Administration,
PO Box 3621, Portland, OR 97208
(6) U.S. Department of Energy, Chicago Operations Office, 9800
South Cass Avenue, Argonne, IL 60439
(7) U.S. Department of Energy, Grand Forks Energy Technology
Center, PO Box 8213, University Station, Grand Forks, ND 58201
(8) U.S. Department of Energy, Idaho Operations Office, 550
Second Street, Idaho Falls, ID 83401
(9) U.S. Department of Energy, Laramie Energy Technology
Center, PO Box 3395, University Station, Laramie, WY 82071
(10) U.S. Department of Energy, Morgantown Energy Technology
Center, PO Box 880, Morgantown, WV 26505
(11) U.S. Department of Energy, Nevada Operations Office, PO
Box 14100, Las Vegas, NV 89114
(12) U.S. Department of Energy, Oak Ridge Operations Office, PO
Box E, Oak Ridge, TN 37830
(13) U.S. Department of Energy, Pittsburgh Energy Technology
Center, PO Box 10940, Pittsburgh, PA 15122-0109
(14) U.S. Department of Energy, Pittsburgh Naval Reactors, PO
Box 109, Pittsburgh, PA 15122
(15) U.S. Department of Energy, Richland Operations Office, PO
Box 550, Richland, WA 99352
(16) U.S. Department of Energy, San Francisco Operations
Office, 1333 Broadway, Oakland, CA 94612
(17) U.S. Department of Energy, Savannah River Operations
Office, PO Box A, Aiken, SC 29801
(18) U.S. Department of Energy, Schenectady Naval Reactors
Office, PO Box 1069, Schenectady, NY 12301
(19) U.S. Department of Energy, Southeastern Power
Administration, Samuel Elbert Building, Elberton, GA 30635
(20) U.S. Department of Energy, Southwestern Power
Administration, PO Box 1619, Tulsa, OK 74101
(21) U.S. Department of Energy, Western Area Power
Administration, PO Box 3402, Golden, CO 80401
Appendix B--Additional Routine Uses.
The following routine uses apply to and are incorporated by
reference into each system of records as stated therein:
1. In the event that a record within this system of records
maintained by this agency indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program pursuant
thereto, 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, or 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, or local agency maintaining civil,
criminal, or other relevant enforcement information or other
pertinent information, such as current licenses, if necessary, to
obtain information relevant to an agency 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 record may be disclosed, as a
routine use, to a Federal 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, (a) to appropriate parties engaged in litigation or in
preparation of possible litigation, such as potential witnesses, for
the purpose of securing their testimony when necessary; (b) to
courts, magistrates or administrative tribunals; (c) to parties and
their attorneys for the purpose of proceeding with litigation or
settlement of disputes; and (d) to individuals seeking information by
using established discovery procedures, whether in connection with
civil, criminal, or regulatory proceedings.
5. A record maintained by this agency to carry out its functions
which relates to civil and criminal procedings may be disclosed to
the news medial in accordance with guidelines contained in Department
of Justice regulations 28 CFR 50.2.
6. A record maintained by this agency to carry out its functions
may be disclosed to foreign governments in accordance with treaty
obligations.
7. A record from this system of records may be disclosed to the
Office of Management and Budget in connection with the review of
private relief legislation as set forth in OMB Circular No. A-19 at
any stage of the legislative coordination and clearance process as
set forth in that Circular.
8. A record form this system of record may be disclosed, as a
routine use, to DOE contractors in performance of their contracts,
and their officers and employee have a need for the record in the
performance of their duties subject to the same limitations
applicable to DOE officers and employees under the Privacy Act.
9. A record in this system of records may be disclosed, as a
routine use, to a member of Congress submitting a request involving
the individual when the individual is a constituent of the member and
has requested assistance from the member with respect to the subject
matter of the record.
10. A record in this system of records which contains medical
and/or psychological information may be disclosed, as a routine use,
to the physician or mental health professional of any individual
submitting a request for access to the record under the Privacy Act
of 1974 and DOE's Privacy Act regulations if, in its sole judgment
and good faith, DOE believes that disclosure of the medical and/or
psychological information directly to the individual who is the
subject of the record could have an adverse effect upon that
individual, in accordance with the provisions of 5 U.S.C. 552a(f)(3)
and applicable DOE regulations.
Federal Energy Regulatory Commission
Where the term ``Commission'' is used, it refers to the Federal
Energy Regulatory Commission unless the term references records which
date prior to October 1, 1977, in which case it refers to the Federal
Power Commission.
FERC-6 Biographical Material on FERC Commissioners and Key
Staff Members
FERC-15 Commission Labor and Employee Relations Case Files
FERC-16 Commission Death Cases File
FERC-17 Commission Disability Retirements File
FERC-18 Commission Discontinued Service Retirements File
FERC-19 Commission Equal Employment Opportunity (EEO)
Discrimination Complaints File
FERC-20 Commission Employee Suggestions File
FERC-21 Commission Training Records
FERC-22 Commission Indebtedness Cases Files
FERC-23 Commission Leave Without Pay Requests File
FERC-24 Commission Miscellaneous Investigation File
FERC-25 Commission Office of Workers Compensation Program
(OWCP) Claims File
FERC-27 Commission Reconsideration of Retirement Refund
Decisions File
FERC-28 Commission Restoration of Annual Leave Requests File
FERC-29 Commission Unemployment Compensation File
FERC-30 Commission Within-Grade Increase (WGI) Denials and
Reconsideration File
FERC-31 Commission Parking Records
FERC-32 Commission Fitness Center Records
FERC-35 Commission Security Investigations Records
FERC-36 Management, Administrative, and Payroll System (MAPS)
FERC-37 Commission Voluntary Leave Transfer Files
FERC-38 Commission Employee Performance Files
FERC-39 Commission Temporary Work-at-Home Program
FERC-40 Commission Family Medical Leave Act (FMLA) Request
Files
FERC-41 Commission Transit Subsidy Program (TSP) Records
FERC-42 Commission Headquarters Security Access and Control
Records
FERC-43 Commission Travel Records
FERC-44 Requests for Commission Publications and Information
FERC-45 Commission's Requested Records Tracking System (RRTS)
FERC-46 Commission Freedom of Information Act and Privacy Act
Request Files
FERC-47 Commission Office of Finance, Accounting and
Operations' Recruitment Records
FERC-48 Department of Energy (DOE) Inspector General
Investigative Records Relating to the Federal Energy Regulatory
Commission
FERC-49 Commission Telecommunications Records
FERC-50 Commission Accounting System Records
FERC-51 Commission Congressional Correspondence, State Files
and Constituent Records
FERC-52 Commission Supervisor-Maintained Personnel Records
FERC-53 Commission Information Technology System Log Records
FERC-54 Commission Employee Assistance Program Records
FERC-6
System name:
Biographical Material on FERC Commissioners and Key Staff
Members.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of External Affairs,
Division of Congressional, Intergovernmental and Public Affairs, 888
First Street, NE, Room 11H-24, Washington, DC 20426.
Categories of individuals covered by the system:
Commissioners and key staff members currently or formerly
employed by the Commission.
Categories of records in the system:
Biographical material on Commissioners and key staff members of
the Commission including: Date and place of birth, marital status,
number of children, educational background, past work experience,
honors or awards, published materials, and military experience and
honors.
Authority for maintenance of the system:
15 U.S.C. 717o; 16 U.S.C. 825h; 42 U.S.C. 7172(a)(2); 44 U.S.C.
section 3101.
Purpose(s):
To maintain and provide immediate access to current and
historical biographical data for official use.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records are used by authorized Commission personnel whose
official duties require access in preparation of introductions for
speaking engagements, and news releases to announce appointments of
Commissioners and key staff members. Records are also made available
to the general public pursuant to the Freedom of Information Act, 5
U.S.C. 552.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper.
Retrievability:
Name.
Safeguards:
Records are maintained in a lockable file cabinet.
Retention and disposal:
Records are destroyed when they are superseded or obsolete.
System manager(s) and address:
Division of Congressional, Intergovernmental and Public Affairs,
Office of External Affairs, Federal Energy Regulatory Commission, 888
First Street, Room 11H-22, Washington, DC 20426.
Notification procedure:
Requests by individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None.
FERC-15
System name:
Commission Labor and Employee Relations Case Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees who are the subject of any one of the following
actions: Disciplinary/adverse action, performance-based action, and
grievance.
Categories of records in the system:
Various agency forms, decision documents, grievances, denials,
appeals, requests for reconsideration, and briefs.
Authority for maintenance of the system:
5 CFR parts 430, 432, 752, 771; 5 U.S.C. 7121.
Purpose(s):
Maintain data on labor and employee relations cases that may be
used to support actions before other government entities such as the
Merit System Protection Board (MSPB) and Federal Labor Relations
Authority (FLRA), and to support progressive discipline actions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for the Office of Personnel Management (OPM)
or the Government Accounting Office (GAO) during the course of on-
site inspections or audits; to serve as a data source to FERC
officials in determining the proper current personnel action to take
concerning the employee; to adjudicate appeals, complaints,
grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper.
Retrievability:
By name of requester or by type of action.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration. File documents are
shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Subject employee, supervisors, Office Directors, Office of
Strategy and Organizational Management director, personnel
specialists, Office of the General Counsel staff, and Merit Systems
Protection Board.
Exemptions claimed for the system:
None.
FERC-16
System name:
Commission Death Cases File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees who die while employed and whose survivors file a
claim for death benefits.
Categories of records in the system:
Claims forms for various death benefits filed by deceased
employees' survivors.
Authority for maintenance of the system:
5 CFR 831.102 and 841.106 and 5 CFR parts 870 and 890.
Purpose(s):
Maintain copies in case of disputes relating to claims for
benefits by survivors of deceased employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to disclose to a federal, state, or local
agency for use in a decision by that agency on a claim arising from
the employee's death.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Three years. File documents are shredded and disposed of in burn
bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Chief, Labor and Employee Relations Branch and employees'
survivors.
Exemptions claimed for the system:
None.
FERC-17
System name:
Commission Disability Retirements File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 415,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees who file claim to retire from Federal service due
to medical disability.
Categories of records in the system:
Various retirement claims forms, supporting medical and other
documentation, and decision documents on the claim from the Office of
Personnel Management.
Authority for maintenance of the system:
5 CFR 831.102 and 841.106.
Purpose(s):
Maintain documentation relating to employee's request and
approval/disapproval for disability retirement.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to disclose to a federal, state, or local
agency for a decision by that agency on a claim by the employee; to
adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and disposed of in burn bags upon receipt of
official OPM acceptance of annual summary.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 415,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Office of Personnel Management, retiree, supervisors, doctors,
insurance companies, personnel specialists, and the FERC Personnel
Director.
Exemptions claimed for the system:
None.
FERC-18
System name:
Commission Discontinued Service Retirements File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 415,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees retiring due to involuntary separation.
Categories of records in the system:
Retirement application documents and supporting documents.
Authority for maintenance of the system:
5 CFR 831.102 and 841.106.
Purpose(s):
To maintain documentation in support of employees' discontinued
service retirement.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to disclose to a federal, state, or local
agency for a decision by that agency on a claim by the employee; to
adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and disposed of in burn bags upon receipt of
official OPM acceptance of annual summary.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 415,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
FERC Personnel Director, subject employee, personnel specialists.
Exemptions claimed for the system:
None.
FERC-19
System name:
Commission Equal Employment Opportunity (EEO) Discrimination
Complaints File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Equal Employment Opportunity Manager, 888
First Street, NE, Room 42-26, Washington, DC 20426.
Categories of individuals covered by the system:
Individuals who file formal EEO Complaints of Discrimination.
Categories of records in the system:
Written complaint, investigative reports and decision documents.
Authority for maintenance of the system:
29 CFR part 1614.
Purpose(s):
To maintain documentation of FERC EEO complaints filed.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for EEO, OPM or GAO during the course of on-
site inspections or audits; to serve as a data source to FERC
officials in determining the proper current personnel action to take
concerning the employee; to disclose to a federal, state or local
agency for a decision by that agency on a claim by the employee; to
adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are maintained in lockable metal file cabinets in a
lockable room limited to those whose official duties require access.
Retention and disposal:
Official discrimination complaint case files are destroyed 4
years after resolution of case. Records documenting complaints that
do not develop into official discrimination complaint cases are
destroyed when 2 years old. Records are shredded and/or disposed of
in burn bags.
System manager(s) and address:
Equal Employment Opportunity Manager, Office of Strategy and
Organizational Management, Federal Energy Regulatory Commission, 888
First Street, NE, Room 42-26, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Equal Employment Opportunity Investigator, subject employee, EEO
Manager, Office of the General Counsel staff, Equal Employment
Opportunity Commission, and courts.
Exemptions claimed for the system:
None.
FERC-20
System name:
Commission Employee Suggestions File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 415,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees submitting suggestions to the FERC suggestion
program.
Categories of records in the system:
Written suggestions, evaluation and decision documents relating
to the suggestions.
Authority for maintenance of the system:
5 CFR 451.107.
Purpose(s):
To maintain documentation on employee suggestions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to adjudicate appeals, complaints, or
grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are destroyed 2 years after approval or disapproval. They
are shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 415,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
The Director of the Program Office to which the suggestion is
directed, subject employee, if known, and personnel specialists
responsible for follow-up on suggestions.
Exemptions claimed for the system:
None.
FERC-21
System name:
Commission Training Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Training and
Development Branch, 888 First Street, NE, Room 42-19, Washington, DC,
20426.
Categories of individuals covered by the system:
All employees who formally request to attend training at the
expense of the Commission.
Categories of records in the system:
Name of employee, Program Office, course name, vendor, cost, type
of course, and purpose.
Authority for maintenance of the system:
5 CFR 410.311.
Purpose(s):
To maintain data on the training and development of FERC
employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To serve as a data source to make reports available to OPM; to
generate individual training histories and produce ad-hoc management
reports; to track agency office expenditures.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Computer and paper.
Retrievability:
By employee name, Program Office, course name, or vendor.
Safeguards:
Paper records are in lockable file cabinets, and/or in a lockable
room with access limited to those employees whose official duties
require access. Access to lockable room containing official agency
training records is badge-activated. Access and system rights to the
electronic records are assigned by the system administrator to
Training and Development Branch employees requiring access. Training
and Development Branch staff access the database through their
personal computers. All Branch staff with assigned rights must enter
a user identification and a valid password to access their computers
and all employees use screen saver passwords.
Retention and disposal:
Official records are destroyed when 5 years old or 5 years after
completion of a specific training program. Administrative copies of
training requests/authorizations, vouchers and evaluations maintained
by Program Office Administrative Officers are destroyed when 2 years
old.
System manager(s) and address:
Chief, Training and Development Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 42-19,
Washington, DC 20426 or the appropriate Administrative Office in
which the individual is employed.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the
Administrative Office in which the individual is employed, or to the
System Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Administrative Officer for individual Program Offices, Training
and Development Branch staff, Commission employee.
Exemptions claimed for the system:
None.
FERC-22
System name:
Commission Indebtedness Cases Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 415,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees about whom creditors submit written complaints of
indebtedness to FERC.
Categories of records in the system:
Written complaints and agency correspondence.
Authority for maintenance of the system:
5 CFR part 735.
Purpose(s):
To maintain correspondence relating to employee indebtedness.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source to FERC officials in
determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances.
5Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are destroyed 3 years after garnishment is terminated.
Documents are shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 415,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Creditors of employees, personnel specialists, supervisors, and
subject employee.
Exemptions claimed for the system:
None.
FERC-23
System name:
Commission Leave Without Pay Requests File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees requesting leave without pay in excess of 52
weeks.
Categories of records in the system:
Written request and decision document from the Director, Office
of Strategy and Organizational Management.
Authority for maintenance of the system:
5 CFR 630.101.
Purpose(s):
To maintain documentation supporting requests and approvals for
LWOP in excess of 52 weeks.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source to FERC officials in
determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are destroyed after GAO audit or when 3 years old,
whichever is sooner. Documents are shredded and disposed of in burn
bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Director, Office of Strategy and Organizational Management,
subject employee and employee's supervisor.
Exemptions claimed for the system:
None.
FERC-24
System name:
Commission Miscellaneous Investigation File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
Employees involved in issues that FERC management deems
appropriate for informal inquiry and that do not involve a finalized
grievance, appeal process, or formal Department of Energy Inspector
General inquiry.
Categories of records in the system:
Formal reports of inquiry and supporting documentation, records
of actions taken resulting from the inquiry, and decision documents.
Authority for maintenance of the system:
5 CFR part 735.
Purpose(s):
To maintain documentation on employee issues that do not go
through the formal grievance process.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source to FERC officials in
determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are maintained pursuant to instructions authorized by
the National Archives and Records Administration. File documents are
shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures: Same as notification procedures above.
Contesting record procedures: Same as notification procedures
above.
Record source categories:Various FERC officials, complainants,
and investigators.
Exemptions claimed for the system: None.
FERC-25
System name:
Commission Office of Workers Compensation Program (OWCP) Claims
File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees who file compensation claims for expenses or
``lost time'' salary reimbursement due to work-related injury or
illness.
Categories of records in the system:
Employee claims and supporting documents, supporting data from
FERC officials, and Department of Labor decision documents.
Authority for maintenance of the system:
20 CFR part 10.
Purpose(s):
To maintain documentation on employees who file OWCP claims.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to disclose to a federal, state, or local
agency for a decision by that agency on a claim by the employee; to
serve as a data source to FERC officials in determining the proper
current personnel action to take concerning the employee; to
adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are cut off on termination of compensation or when
deadline for filing a claim has passed, and destroyed 3 years after
cutoff. Documents are shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Department of Labor, subject employee, and various FERC
officials.
Exemptions claimed for the system:
None.
FERC-27
System name:
Commission Reconsideration of Retirement Refund Decisions File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees appealing a determination of ineligibility for
refund of Civil Service Retirement/Federal Employees Retirement
System deductions.
Categories of records in the system:
Written reconsideration request, agency preliminary decision, and
final OPM decision document.
Authority for maintenance of the system:
5 CFR 831.2002 and 842.308.
Purpose(s):
To maintain documentation concerning requests and appeals for
refund of retirement deductions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to disclose to a federal, state, or local
agency for a decision by that agency on a claim by the employee; to
adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and disposed of in burn bags upon receipt of
official OPM acceptance of annual summary.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Office of Personnel Management, subject employee, and personnel
specialists.
Exemptions claimed for the system:
None.
FERC-28
System name:
Commission Restoration of Annual Leave Requests File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees requesting restoration of excess annual leave lost
due to illness or exigencies of public business.
Categories of records in the system:
Request for restoration and supporting documents and the decision
document.
Authority for maintenance of the system:
5 CFR 630.101.
Purpose(s):
To maintain documentation of those employees requesting
restoration of excess annual leave.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source for FERC officials
in determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are destroyed 3 years after GAO audit or when 3 years
old, whichever is sooner. Documents are shredded and disposed of in
burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Chief, Labor and Employee Relations Branch, Director, Office of
Strategy and Organizational Management, subject employee, personnel
specialists.
Exemptions claimed for the system:
None.
FERC-29
System name:
Commission Unemployment Compensation File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
Former FERC employees who have filed for unemployment
compensation.
Categories of records in the system:
Notification of filing from state unemployment compensation
office, former employee's claim, and decision document.
Authority for maintenance of the system:
20 CFR part 609.
Purpose(s):
To maintain documentation of requests for unemployment
compensation and decision documents.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to adjudicate appeals.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge- activated.
Retention and disposal:
Records are destroyed when they are 6 months old. Documents are
shredded and disposed of in burn bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
State Unemployment Compensation Office, Chief, Labor and Employee
Relations Branch, former employees, and supervisors.
Exemptions claimed for the system:
None.
FERC-30
System name:
Commission Within-Grade Increase (WGI) Denials and
Reconsideration File.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees who have had their Within-Grade Increases withheld
and/or who have filed requests to have the withholding decision
reconsidered.
Categories of records in the system:
Withholding letter and supporting documents, written
reconsideration request, review documents, and decision document.
Authority for maintenance of the system:
5 CFR 531.410.
Purpose(s):
To maintain documentation on WGI denials and actions taken after
denials.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source to FERC officials in
determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g. letters, forms, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Three years. File documents are shredded and disposed of in burn
bags.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Subject employee, supervisors and management officials.
Exemptions claimed for the system:
None.
FERC-31
System name:
Commission Parking Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Division of Logistics
Management, Management Services Branch, 888 North Capitol Street, NE,
Room 4V-13, Washington, DC 20426.
Categories of individuals covered by the system:
Employees and members of the public who park in the FERC
Headquarters garage.
Categories of records in the system:
Name, office and home address, office and home phone number,
vehicle description and license tag number.
Authority for maintenance of the system:
41 CFR 101-20.104.
Purpose(s):
To oversee parking in the Federal Energy Regulatory Commission
Headquarters garage as managed and controlled by the Commission.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To rank and assign applications for FERC parking spaces; to
notify drivers of emergencies or parking violations; to match
employees in the same zip code area to existing or potential
carpools.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
By employee's or member of the public's name, by city, zip code
or vehicle license plate number.
Safeguards:
Paper records are maintained in lockable file cabinets in a
lockable room with access limited to those employees whose official
duties require access; Computer data is secured by password.
Retention and disposal:
Paper records are shredded and destroyed and computer data is
deleted after subsequent open parking season.
System manager(s) and address:
Management Services Branch, Division of Logistics Management,
Office of Finance, Accounting and Operations, Federal Energy
Regulatory Commission, 888 First Street, NE, Room 4V-13, Washington,
DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Employee or member of the public.
Exemptions claimed for the system:
None.
FERC-32
System name:
Commission Fitness Center Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Fitness Center Office, 888
First Street, NE, Room E-1, Washington, DC 20426.
Categories of individuals covered by the system:
Employees and FERC contractors who are members of the Commission
Fitness Center.
Categories of records in the system:
Sign-in sheets; individual's name, gender, age, history of
certain medical conditions, name of individual's personal physician
and of any prescription or over-the-counter drugs taken on a regular
basis; name, telephone number and address of a person to be notified
in case of emergency; individual's degree of physical fitness and
his/her fitness activities and goals. Contains forms, memoranda, or
correspondence as appropriate, related to the employee's membership
in the Commission Fitness Center.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To maintain health profiles of members of the Fitness Center.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To provide a point of contact in case of an emergency; to monitor
member's degree of physical fitness.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper.
Retrievability:
Member's name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access.
Retention and disposal:
Records are updated when necessary to reflect changes and
maintained pursuant to instructions authorized by the National
Archives and Records Administration.
System manager(s) and address:
Chairman, Board of Directors, Commission Fitness Center
Organization, Federal Energy Regulatory Commission, 888 First Street,
NE, Room E-1, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager of the system.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Fitness Center members.
Exemptions claimed for the system:
None.
FERC-35
System name:
Commission Security Investigations Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Logistics Management,
Facilities and Security Branch, 888 First Street, NE, Room 41-74,
Washington, DC 20426.
Categories of individuals covered by the system:
Current and former employees of the Commission, current and
former contractors of the Commission, and current and former day care
provider employees.
Categories of records in the system:
Name, social security number, home and work address and phone
number, reference's home and work address and phone number.
Authority for maintenance of the system:
5 U.S.C. 301, 2302(b)(2)(B), 2302(b)(10), 7311, 7313; Executive
Order 10450; 5 CFR 731.103.
Purpose(s):
To conduct security investigations on FERC employees, applicants
for FERC employment, and individuals performing work for the
Commission under contract.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To an agency, office, or other establishment in the executive,
legislative, or judicial branches of the Federal Government, or the
District of Columbia Government, in response to its request, in
connection with the hiring or retention of an employee, the issuance
of a security clearance, the conducting of a security or suitability
investigation of an individual, the classifying of jobs, the letting
of a contract, or the issuance of a license, grant, or other benefit
by the requesting agency; to intelligence agencies for use in
intelligence activities; to any source from which information is
requested in the course of an investigation, to the extent necessary
to identify the individual, inform the source of the nature and
purpose of the investigation, and to identify the type of information
requested; to Federal agencies as a data source for management
information through the production of summary descriptive statistics
and analytical studies in support of the functions for which the
records are maintained or for related studies; to a congressional
office in response to an inquiry made at the request of that
individual; in litigation before a court or in an administrative
proceeding being conducted by a Federal agency; to a Federal, State,
or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order in
connection with functions vested in those agencies.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper.
Retrievability:
Employee or other individual name.
Safeguards:
Records are maintained in combination safes in locked rooms
pursuant to Office of Personnel Management regulations.
Retention and disposal:
Records are destroyed upon notification of death or not later
than 5 years after separation or transfer of employee or no later
than 5 years after contract relationship expires, whichever is
applicable. Records are shredded and disposed of in burn bags.
System manager(s) and address:
Security, Safety and Occupational Health Officer, Facilities and
Security Branch, Division of Logistics Management, Office of Finance,
Accounting and Operations, Federal Energy Regulatory Commission, 888
First Street, NE, Room 41-74, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Employees, contractors, applicants, questionnaires, other forms
completed in the course of an investigation for employment at another
federal government agency, SF-171 or resume, transmittal
correspondence.
Exemptions claimed for the system:
None.
FERC-36
System name:
Management, Administrative, and Payroll System (MAPS).
Security classification:
Unclassified.
System location:
Hard copy of personnel and timekeeping data is located at the
Federal Energy Regulatory Commission, 888 First Street, NE,
Washington, DC 20426. Hard copy of payroll transactions and reports
are located at the Department of Veterans Affairs, Financial Services
Center (FSC), Austin, Texas 78772. Computerized data is located at
the Department of Veterans Affairs, Austin Automation Center (AAC),
Austin, Texas 78772.
Categories of individuals covered by the system:
All employees (Senior Executive Service and non-Senior Executive
Service, bargaining unit and non-bargaining unit) employed by the
Federal Energy Regulatory Commission.
Categories of records in the system:
All official personnel actions and/or payroll transaction
information on Commission employees.
Authority for maintenance of the system:
5 U.S.C. 301, 2302(b)(20)(B), 2302(b)(10), 7311, 7313; Executive
Order 10450; 5 CFR 731.103.
Purpose(s):
To manage the Commission's management, administrative, and
payroll systems.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the Merit Systems Protection Board, the Office of Special
Counsel, the Equal Employment Opportunity Commission, or the Federal
Labor Relations Authority, in connection with functions vested in
those agencies. To a Congressional office in response to an inquiry
made at the request of that individual. To the Office of Management
and Budget in connection with private relief legislation. In
litigation before a court or in an administrative proceeding being
conducted by a Federal agency. To the National Archives and Records
Administration for records management inspections. To Federal
agencies as a data source for management information through the
production of summary descriptive statistics and analytical studies
in support of the functions for which the records are maintained for
related studies.
Disclosure to consumer reporting agencies:
Not applicable.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
On paper in Official Folders located at the FERC and FSC.
Computerized on a DEC Alpha Server which resides at the AAC.
Retrievability:
Data can be retrieved by employee's name, employee identification
number, or social security number.
Safeguards:
The Austin Automation Center is located in a secured Federal
complex. Within this secured building, the Computer Operations Center
is located in a controlled access room. Specific employees have been
identified as system and database administrators having specific
responsibilities allowing access to FERC personnel and payroll data.
Security is embedded within the software, in both the operating
system and at the application level. Individuals not granted access
rights cannot view or change data. The database is monitored by
software applications that provide audits of log-ins, both successful
and failed. Output documents from the system are maintained as hard
copy documents by FERC's Human Resources Division and the VA's
Payroll Operations and Finance Offices and are safeguarded in secured
cabinets located within secured rooms.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration and the Office of
Personnel Management.
System manager(s) and address:
The Federal Energy Regulatory Commission and the Department of
Veterans Affairs share responsibility for system management. The
first point of contact is the Director, Division of Management,
Administrative and Payroll Support, Office of Finance, Accounting and
Operations, Federal Energy Regulatory Commission, 888 First Street,
NE, Room 42-59, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above. Involvement by the Office
of Personnel Management may be necessary, as provided in the Federal
Personnel Manual, Chapter 731.
Record source categories:
Department of Energy's Corporate Human Resource Information
System (CHRIS); FERC's Payroll Utilization Reporting System (PURS);
the employee's supervisors; and the employee.
Exemptions claimed for the system:
None.
FERC-37
System name:
Commission Voluntary Leave Transfer Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
All employees who request participation in the Voluntary Leave
Transfer Program (VLTP).
Categories of records in the system:
Written requests to participate in the VLTP and supporting
medical documentation.
Authority for maintenance of the system:
5 CFR 630.913.
Purpose(s):
To maintain information concerning VLTP applicants and the number
of applications approved.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of a
particular action or the employee's general employment history; to
serve as a data source for OPM and GAO during the course of onsite
inspections or audits; to serve as a data source for FERC officials
in determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g., letters, memos, forms, support
medical documentation).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and disposed of in burn bags 1 year after
the end of the year in which the file is closed.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Employee, personnelist and supervisor.
Exemptions claimed for the system:
None.
FERC-38
System name:
Commission Employee Performance Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
Supervisory and nonsupervisory employees.
Categories of records in the system:
Employee performance appraisals, awards documentation.
Authority for maintenance of the system:
5 CFR parts 430 and 451.
Purpose(s):
To maintain information on employee performance appraisals and
awards.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of a
particular action or the employee's general employment history; to
serve as a data source for OPM and GAO during the course of onsite
inspections or audits; to serve as a data source for FERC officials
to adjudicate appeals, complaints and grievances; to adjudicate
appeals, complaints or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents) and computer.
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated. Computer records
are password protected.
Retention and disposal:
Paper records and computer performance-related records pertaining
to former employees are destroyed and deleted when four years old.
Other paper and computer summary performance appraisal records are
destroyed and deleted four years after the date of the appraisal.
Paper and computer employee awards records are destroyed and deleted
2 years after approval or disapproval.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Subject employees, supervisors and personnelists.
Exemptions claimed for the system:
None.
FERC-39
System name:
Commission Temporary Work-at-Home Program.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
Employees with medical problems who apply for program.
Categories of records in the system:
Written employee requests and supporting medical documentation.
Letters of approval/disapproval.
Authority for maintenance of the system:
29 CFR 1613.704.
Purpose(s):
To maintain documentation concerning employee requests to
participate in an alternate worksite program.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress the status of a particular
action or the employee's general employment history; to serve as a
data source for OPM & GAO during the course of onsite inspections or
audits; to serve as a data source for FERC officials in determining
proper current personnel action to take concerning the employee; to
adjudicate appeals, complaints or grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g., written request, medical
documentation, memos, letters, etc.).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and destroyed in burn bags 1 year after the
end of the employee's participation in the program, or 1 year after
the request is rejected if disapproved.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Subject employee, personnelists, and supervisor.
Exemptions claimed for the system:
None.
FERC-40
System name:
Commission Family Medical Leave Act (FMLA) Request Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Categories of individuals covered by the system:
Employees who apply for leave under FMLA.
Categories of records in the system:
Written requests for FMLA coverage and supporting medical
documentation.
Authority for maintenance of the system:
5 CFR 630.1211.
Purpose(s):
To maintain documentation on FMLA requests.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of a
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of an onsite
investigation or audits; to serve as a data source for FERC officials
in determining the proper, current personnel action to take
concerning the employee; to adjudicate appeals, complaints or
grievances.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper (assorted documents, e.g., letters, memos, forms, medical
documentation).
Retrievability:
By employee name.
Safeguards:
Records are in lockable file cabinets in a lockable room with
access limited to those employees whose official duties require
access. Access to lockable room is badge-activated.
Retention and disposal:
Records are shredded and destroyed in burn bags after GAO audit
or when 3 years old, whichever is sooner.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Subject employee, personnelists, and supervisor.
Exemptions claimed for the system:
None.
FERC-41
System name:
Commission Transit Subsidy Program (TSP) Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Logistics Management,
Management Services Branch, 888 First Street, NE, Room 3L-06,
Washington, DC 20426.
Categories of individuals covered by the system:
Employees using public transportation who receive commuting cost
reimbursement.
Categories of records in the system:
Employee name, office and home address, office phone number,
grade, monthly commuting cost, and mode of public transportation.
Authority for maintenance of the system:
41 CFR 101-6.300.
Purpose(s):
To account for disbursement of Federal government transportation
subsidies to employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To track employees' commuting expenses; to monitor the TSP
budget.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
Employee name.
Safeguards:
Hard copy records are in lockable file cabinets in a lockable
room with access limited to those employees whose official duties
require access; computer data secured by password.
Retention and disposal:
Hard copy records are shredded and destroyed in burn bags when
three years old. Computer data is deleted when three years old.
System manager(s) and address:
Chief, Management Services Branch, Division of Logistics
Management, Office of Finance, Accounting and Operations, Federal
Energy Regulatory Commission, 888 First Street, NE, Room 3L-06,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Employee.
Exemptions claimed for the system:
None.
FERC-42
System name:
Commission Headquarters Security Access and Control Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Logistics Management,
Facilities and Security Branch, 888 First Street, NE, Room 101-20,
Washington, DC 20426.
Categories of individuals covered by the system:
Current and former employees, consultants, contractors, other
Government agency personnel, and approved members of the public.
Categories of records in the system:
Individual name, employee badge number, date, time and entry
point of building access.
Authority for maintenance of the system:
41 CFR 101-20.103.
Purpose(s):
For Federal government building security, access control and
monitoring.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To monitor access of employees and members of the public to a
Federal government building.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
By individual name, date, employee badge number, or entry point.
Safeguards:
Paper records are in lockable file cabinets in a lockable room
with access limited to those employees whose official duties require
access; computer data is password protected.
Retention and disposal:
Records are maintained for 2 years after final entry or 2 years
after date of document. Identification credentials are destroyed 3
months after return to security officer.
System manager(s) and address:
Security, Safety and Occupational Health Officer, Facilities and
Security Branch, Division of Logistics Management, Office of Finance,
Accounting and Operations, Federal Energy Regulatory Commission, 888
First Street, NE, Room 41-74, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Employee or member of the public.
Exemptions claimed for the system:
None.
FERC-43
System name:
Commission Travel Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Financial Services, 888 First
Street, NE, Room 42-71, Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees.
Categories of records in the system:
Employee name, home and office address, home and office phone
numbers, social security number, destination, itinerary, mode and
purpose of travel, date of travel, government credit card numbers,
expenses, amounts claimed, amounts reimbursed, travel orders, travel
vouchers and receipts.
Authority for maintenance of the system:
5 U.S.C. 302.
Purpose(s):
To administer the travel requirements of the Commission.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To process travel authorizations and travel vouchers, including
government credit card usage, for employees on official travel; to
maintain a tracking system for travel authorizations and vouchers for
employees on official travel; to General Accounting Office for audit
and verification purposes.
Disclosure to consumer reporting agencies:
Cardholder information is reported to consumer credit reporting
agencies only if the account is closed, or for non-payment purposes
in excess of $100.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
Employee name, employee social security number, employee address,
government credit card account number.
Safeguards:
Paper records are maintained in lockable file cabinets; computer
data is password protected and appropriate user identifications must
be established.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Director, Division of Financial Services, Office of Finance,
Accounting and Operation, Federal Energy Regulatory Commission, 888
First Street, NE, Room 42-71, Washington, DC 20426 and Administrative
Offices in which individuals are employed.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager or to the Administrative Office in which the individual is
employed.
Record access procedures:
See notification procedure above.
Contesting record procedures:
See notification procedure above.
Record source categories:
Employees, supervisors, the Electronic Account Government Ledger
System (EGALS), and the Commission's Management, Administrative, and
Payroll System (MAPS).
Exemptions claimed for the system:
None.
FERC-44
System name:
Requests for Commission Publications and Information.
Security classification:
Unclassified.
System location:
Office of the Chief Information Officer, Information Services
Group, Information Services Team, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 2-A, Washington, DC 20426.
Categories of individuals covered by the system:
Members of the general public, federal, state and local
governments, regulated entities, and public and private interest
groups.
Categories of records in the system:
Name, address, phone number and/or e-mail address of requester,
description of information being requested, receipt of request and
completion dates, and method of payment for documents and
publications when costs are incurred.
Authority for maintenance of the system:
18 CFR 388.106.
Purpose(s):
To allow Technical Information Specialists within the Public
Reference Room a single point of reference for tracking information
requests; to provide statistics to management on services provided to
the public; to monitor average turn-around times for requests; and to
identify trends information requests for customer service profiles.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used to monitor status of requests, identify technical
assistance provided, develop request statistics, and identify trends
in types of information being requested by members of the public.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
By date, name of requester or company represented.
Safeguards:
Hard copies are maintained in a centralized area to which the
general public is not authorized access. The public's access to the
records are monitored by Technical Information Specialists at a front
desk and a security guard. Access and system rights to the computer
are assigned by the system administrator to Technical Information
Specialists requiring access. Technical Information Specialists
access the system through their personal computers. All Technical
Information Specialists with assigned rights to access the system
must enter a user identification and a valid password to access their
computers and all employees use screen saver passwords. In addition,
the computers are situated in an area to which the general public is
not allowed access.
Retention and disposal:
Paper records are maintained for three months then disposed of
in burn bags. Computer data is purged annually.
System manager(s) and address:
Leader, Information Services Team, Information Services Group,
Office of the Chief Information Officer, Federal Energy Regulatory
Commission, 888 First Street, Room 2-A, Washington, DC 20426.
Notification procedure:
All inquiries and requests relating to this system of records
should be addressed to the system manager of the system.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Members of the general public.
Exemptions claimed for the system:
None.
FERC-45
System name:
Commission's Requested Records Tracking System (RRTS).
Security classification:
Unclassified.
System location:
Office of the Chief Information Officer, Information Services
Group, Records Maintenance Team, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 1-B5, Washington, DC 20426.
Categories of individuals covered by the system:
FERC staff, members of the general public, federal, state and
local governments, regulated entities, and public and private
interest groups.
Categories of records in the system:
Name, company represented (if applicable), address, phone number
of requester, self-assigned user identification, records requested,
dates and times of records requests, descriptions, docket numbers,
assignee, locations of records, dates of requester notification,
receipt and return, and other general comments.
Authority for maintenance of the system:
18 CFR 388.106.
Purpose(s):
To allow Records Maintenance Team personnel a single point of
reference for tracking requests for official Commission records; and
to monitor official records requested and/or charged out of the
Commission's Records Maintenance Center.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
System is used to monitor status of records charged out to
Commission employees and/or members of the public.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Computer.
Retrievability:
By date, control number, docket number, record description,
assignee, and/or name of requester.
Safeguards:
Access and system rights to the computer are assigned by the
system administrator only to employees of the Records Maintenance
Team (RMT). RMT employees access the system through their personal
computers. All employees with assigned rights to access the system
must enter a user identification and a valid password to access their
computers and employees all use screen saver passwords. In addition,
the computers are situated in an area to which the general public is
not allowed access.
Retention and disposal:
Records are maintained pursuant to instructions authorized by
the National Archives and Records Administration.
System manager(s) and address:
Leader, Records Maintenance Team, Information Services Group,
Office of the Chief Information Officer, Federal Energy Regulatory
Commission, 888 First Street, Room 2-A, Washington, DC 20426.
Notification procedure:
All inquiries and requests relating to this system of records
should be addressed to the system manager of the system.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Commission employees and members of the general public.
Exemptions claimed for the system:
None.
FERC-46
System name:
Commission Freedom of Information Act and Privacy Act Request
Files.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of External Affairs,
Division of Congressional, Intergovernmental and Public Affairs, 888
First Street, NE, Room 11H-22, Washington, DC 20426.
Categories of individuals covered by the system:
All individuals requesting records from FERC under the provisions
of the Freedom of Information Act (FOIA) and the Privacy Act (PA) of
1974.
Categories of records in the system:
Requester's name and address, log number, description of request,
billing information, tracking information, and all correspondence
with the requester.
Authority for maintenance of the system:
5 U.S.C. 552, 552a; Executive Order 12009.
Purpose(s):
To record, track and maintain a complete record of events and
ensure proper document control of time-sensitive responses to FOIA
and PA inquiries.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To maintain a tracking system to expedite responses within the
statutory time limits for the FOIA requests; to contact FOIA
requesters; to prepare an annual report to the U.S. Department of
Justice for submission to Congress each fiscal year under section
552(e) of the Freedom of Information Act; to prepare periodic
activity reports for the Director, Office of External Affairs, to
serve as a point of reference for all events and documents pertinent
to the request in case of litigation.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Computer and paper.
Retrievability:
By log number, individual name, affiliation and subject.
Safeguards:
Records are maintained in lockable metal file cabinets in a
lockable room with a key distributed to those whose official duties
require access. Computer data is secured by password.
Retention and disposal:
Retention period is two years after completion date if the
information is released or six years after completion date if any or
all information is withheld from the requester. Computer records are
deleted and paper records are shredded and destroyed.
System manager(s) and address:
FOIA Liaison, Division of Congressional, Intergovernmental and
Public Affairs, Office of External Affairs, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 11H-22, Washington, DC 20426.
Notification procedure:
Requests by individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Requests for access to records should be directed to the
Director, Office of External Affairs, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 11H, Washington, DC 20426.
Contesting record procedures:
Same as record access procedures above.
Record source categories:
The subject individual; system manager; FERC staff, and the
Director, Office of External Affairs.
Exemptions claimed for the system:
None.
FERC-47
System name:
Commission Office of Finance, Accounting and Operations'
Recruitment Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Operations Support, 888 First
Street, NE, Room 72-15, Washington, DC 20426.
Categories of individuals covered by the system:
Prospective applicants submitting resumes for potential
employment opportunities with the Commission's Office of Finance,
Accounting and Operations.
Categories of records in the system:
Applicant name, home and office address, home and office phone
number and social security number.
Authority for maintenance of the system:
5 CFR 300.101.
Purpose(s):
To keep current source of prospective applicants for Auditor
vacancies.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used to track applicants interested in employment with the
Commission's Office of Finance, Accounting and Operations, Division
of Operations Support.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
Applicant name, school or event (job fair).
Safeguards:
Paper records are maintained locked file cabinets; computer data
is password protected and accessible only by those employees whose
official duties require access.
Retention and disposal:
Records are destroyed and/or deleted when two years old.
System manager(s) and address:
Supervisory Auditor, Division of Operations Support, Office of
Finance, Accounting and Operations, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 72-15, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager of the system.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Prospective applicants and schools.
Exemptions claimed for the system:
None.
FERC-48
System name:
Department of Energy (DOE) Inspector General Investigative
Records Relating to the Federal Energy Regulatory Commission.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Internal Control and
Evaluation, 888 First Street, NE, Room 4V-07, Washington, DC 20426.
Categories of individuals covered by the system:
Employees or contractors who are or have been subjects of the DOE
Inspector General's investigations relating to Commission programs
and operations.
Categories of records in the system:
Correspondence relevant to the investigation; internal staff
correspondence, subpoenas issued during the investigation,
affidavits, statements from witnesses, transcripts of testimony taken
in the investigation and accompanying exhibits; documents and records
or copies obtained during the investigation; working papers of the
staff and other documents and records relating to the investigation;
opening reports, progress reports and closing reports.
Authority for maintenance of the system:
Pub. L. 95-452, as amended; 5 U.S.C. app. at 1184.
Purpose(s):
To maintain documentation on investigations conducted by the DOE
Inspector General.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Where there is an indication of a violation or a potential
violation of law, whether civil, criminal or regulatory in nature,
whether arising by general statute or particular program statute, or
by regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred to the appropriate
agency, whether federal, foreign, state, or local, charged with
enforcing or implementing the statute, or rule, regulation or order;
to Federal, foreign, state or local authorities in order to obtain
information or records relevant to an Inspector General
investigation; to Federal, foreign, state or local governmental
authorities maintaining civil, criminal or other relevant enforcement
information or other pertinent information to obtain information
relevant to an agency 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; to
Federal, foreign, state, or local governmental authorities in
response to their request in connection with the hiring or retention
of an employee, discriminatory or other administrative action
concerning 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 in the matter; to non-
governmental parties where those parties may have information the
Inspector General seeks to obtain in connection with an
investigation; to independent auditors or other private firms with
which the Inspector General has contracted to carry out an
independent audit, or to collate, aggregate or otherwise refine data
collected in the system of records; to respond to subpoenas in any
litigation or other proceeding; to the Department of Justice and/or
the Office of General Counsel of the Commission when the defendant in
litigation is: (A) Any component of the Commission or any employee of
the Commission, or any employee of the Commission in his or her
official capacity; (B) the United States where the Commission
determines that the claim, if successful, is likely to directly
affect the operations of the Commission; or (C) any Commission
employee in his or her individual capacity where the Department of
Justice and/or the Commission's Office of the General Counsel agree
to represent such employee; 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.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
Name of the subject of the investigation.
Safeguards:
Paper records are maintained in a lockable file room with access
limited to those persons whose official duties require such access;
computer records are password protected.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration; records created on
electronic mail and word processing system are deleted within 180
days after the recordkeeping copy is produced.
System manager(s) and address:
Director, Division of Internal Control and Evaluation, Office of
Finance, Accounting and Operations, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 4V-07, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager of the system.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
Individuals including, where practicable, those to whom the
information relates; witnesses, corporations and other entities;
records of individuals and of the Commission; records of other
entities; Federal, foreign, state or local bodies and law enforcement
agencies; documents, correspondence relating to litigation, and
transcripts of testimony; and miscellaneous other sources.
Exemptions claimed for the system:
None.
FERC-49
System name:
Commission Telecommunications Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of the Chief
Information Officer, Operations Group, General Operations and
Telecommunications Team, 888 First Street, NE, Room 42-35,
Washington, DC 20426.
Categories of individuals covered by the system:
Individuals assigned telephone numbers by the Federal Energy
Regulatory Commission, including current and former Commission
employees and contractors, who make long distance and local calls
placed from Commission telephones.
Categories of records in the system:
Records relating to the use of government telephones to place
long distance and local calls; records indicating assignment of
telephone numbers to individuals covered by the system; records
relating to the assignment of government equipment and location of
government telephones.
Authority for maintenance of the system:
42 U.S.C. 2201.
Purpose(s):
To oversee telecommunications services managed by the Federal
Energy Regulatory Commission.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To disclose to a federal, state, or local agency if such agency
is charged with the responsibility of investigating violations or
charged with enforcing a statute, rule, regulation, or order issued;
to identify assignment of government equipment to individuals and the
telephone numbers assigned to those individuals; to maintain an
inventory of government telecommunications equipment and in planning
for long range requirements; to use as a source for budgetary
purposes; and to conduct invoice certification.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
By telephone number.
Safeguards:
Paper records are maintained in lockable filing cabinets with
access limited to those employees whose official duties require
access. Computer data is secured by system rights and identification
passwords.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Manager, Operations Group, Office of the Chief Information
Officer, Federal Energy Regulatory Commission, 888 First Street, NE,
Room 42-35, Washington, DC 20426.
Notification procedure:
All inquiries and requests relating to this system of records
should be addressed to the System Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Telephone companies or telecommunications service providers for
the Commission, government telephone assignment records.
Exemptions claimed for the system:
None.
FERC-50
System name:
Commission Accounting System Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of Finance,
Accounting and Operations, Division of Financial Services, 888 First
Street, NE, Room 42-71, Washington, DC 20426.
Categories of individuals covered by the system:
FERC employees, contractors and vendors.
Categories of records in the system:
Name, social security number, address, bank account information
for employees and vendors, accounts receivable and payable
information, cost centers, source document information.
Authority for maintenance of the system:
31 U.S.C. 3511.
Purpose(s):
To manage and oversee the Commission's Accounting Program.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To process and track electronic payments to employees and
vendors; to record and track travel and training accounting
transactions.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
Name, social security number, address and source document
identification.
Safeguards:
Paper records are maintained in lockable file cabinets with
access limited to those employees whose official duties require
access. Computer data is secured by system rights and identification
passwords.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Director, Division of Financial Services, Office of Finance,
Accounting and Operations, Federal Energy Regulatory Commission, 888
First Street, NE, Room 42-71, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedure above.
Contesting record procedures:
Same as notification procedure above.
Record source categories:
FERC employees, vendors, Commission travel and training records,
and the Departmental Integrated Standardized Core Accounting System
(DISCAS).
Exemptions claimed for the system:
None.
FERC-51
System name:
Commission Congressional Correspondence, State Files and
Constituent Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of External Affairs,
Division of Congressional, Intergovernmental and Public Affairs, 888
First Street, NE, Room 11H-15, Washington, DC 20426.
Categories of individuals covered by the system:
Members of the United States Congress or Congressional
constituent who have requested information from the Commission.
Categories of records in the system:
Requester's name and address, log number, description of request,
tracking information, and incoming and outgoing correspondence.
Authority for maintenance of the system:
42 U.S.C. 7172.
Purpose(s):
To maintain records of correspondence by the Commission with
Congress.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To maintain a tracking system to expedite responses; to maintain
documentation of correspondence relating to Commission matters.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system
Storage:
Paper and computer.
Retrievability:
By name of Senators and representatives and internal Commission
tracking log number.
Safeguards:
Paper records are maintained in lockable metal file cabinets in a
lockable room with a key distributed to those whose official duties
require access. Computer records are password protected.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Division of Congressional, Intergovernmental and Public Affairs,
Office of External Affairs, Federal Energy Regulatory Commission, 888
First Street, NE, Room 11H-15, Washington, DC 20426 or the
appropriate Administrative Office in which the staff member replying
to the correspondence is employed.
Notification procedure:
Requests by individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories;
Corresponding Senators, representatives and Congressional
constituents, and Commission staff who prepare replies.
Exemptions claimed for the system:
None.
FERC-52
System name:
Commission Supervisor-Maintained Personnel Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, 888 First Street, NE,
Washington, DC 20426. The records are maintained at all FERC Offices,
by employees' respective supervisors.
Categories of individuals covered by the system:
Current Commission employees; in a few cases, records include
current contractors of the Commission and former employees of the
Commission.
Categories of records in the system:
The contents vary from Office to Office, but include all or some
of the following: Copies and summaries of employment history, job
description, education, address, date of birth, social security
number, awards and commendations received, participation in
professional or community activities, training, earnings and leave
data, certification or qualification examinations, injury reports,
appraisals, security infraction notices, records of supervisor-
employee discussions, reprimands, admonitions, adverse actions,
contingency planning data, security clearance status, and Government
property in employee's possession. Also contains emergency contact
information such as home address and phone number, next of kin or
individual to contact in case of emergency and their respective
addresses and phone numbers.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To maintain documentation on supervisor-employee relations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a member of Congress concerning the status of the
particular action or the employee's general employment history; to
serve as a data source for OPM or GAO during the course of on-site
inspections or audits; to serve as a data source to FERC officials in
determining the proper current personnel action to take concerning
the employee; to adjudicate appeals, complaints, or grievances; to
contact individuals in case of an emergency.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and computer.
Retrievability:
By name.
Safeguards:
Records are maintained under the control of supervisory officials
in lockable file cabinets or drawers. Computer records are password
protected.
Retention and disposal:
Records are maintained pursuant to guidelines authorized by the
National Archives and Records Administration.
System manager(s) and address:
The supervisor of the individual. Federal Energy Regulatory
Commission, 888 First Street, NE, Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager or to the Privacy Act Officer, Federal Energy Regulatory
Commission, 888 First Street, NE, Room 91-21, Washington, DC 20426.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
The great majority of the data comes directly from the
individuals or cognizant supervisory officials; other data comes from
copies of personnel action documents.
Exemptions claimed for the system:
None.
FERC-53
System name:
Information Technology System Log Records.
Security classification:
Unclassified.
System location:
Federal Energy Regulatory Commission, Office of the Chief
Information Officer, Computer Data Center, 888 First Street, NE.,
Room 1F, Washington, DC 20426.
Categories of individuals covered by the system:
All individuals accessing the Commission's applications.
Categories of records in the system:
Records relating to the use of the Commission's applications,
including Information Technology system log files; Internet/Intranet,
local area network, and software, system, and e-mail usage.
Authority for maintenance of the system:
5 U.S.C. 302.
Purpose(s):
To oversee, maintain and troubleshoot problems with information
technology resources managed by the Federal Energy Regulatory
Commission.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To determine hardware or software problems; to maintain
inventory; to monitor overall activity and disk space usage; to serve
as a data source if the Commission, in carrying out its functions,
discovers 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, or rule, regulation, or order issued
pursuant thereto.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Disk and tape.
Retrievability:
User Identification Code.
Safeguards:
Access and system rights are assigned by the System Administrator
to only those employees whose official duties require access. All
employees with assigned rights must enter a user identification and a
valid password to access the data.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Operations Manager, Office of the Chief Information Officer,
Federal Energy Regulatory Commission, 888 First Street, NE., Room 42-
35, Washington, DC 20426.
Notification procedure:
All inquiries and requests relating to this system of records
should be addressed to the system manager of the system.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Information is automatically captured when accessing an
application.
Exemptions claimed for the system:
None.
FERC-54
System name:
Commission Employee Assistance Program Files
Security classification:
Unclassified
System location:
Federal Energy Regulatory Commission, Office of Strategy and
Organizational Management, Division of Human Resources, Labor and
Employee Relations Branch, 888 First Street, NE., Room 3-J,
Washington, DC 20426.
Categories of individuals covered by the system:
Commission employees who have been counseled by or referred to
the Employee Assistance Program 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:
Information on employees who have participated in the Employee
Assistance Program and the results of any counseling or referrals
which may have taken place, and information on the nature of each
individual's problem, subsequent treatment, and progress.
Authority for maintenance of the system:
42 U.S.C. 290dd-1 and 290ee.
Purpose(s):
To provide assistance to employees in need of counsel.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
For statistical reporting purposes; any disclosure of information
pertaining to an individual will be made in compliance with the
Confidentiality of Alcohol and Drug Abuse Patient Records regulation,
42 CFR part 2, as authorized by 21 U.S.C. 1175 and 42 U.S.C. 4582, as
amended.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper.
Retrievability:
By employee name.
Safeguards:
Files are maintained in lockable cabinets and under the immediate
control of the Employee Assistance Program Counselor.
Retention and disposal:
Records are maintained pursuant to instructions authorized by the
National Archives and Records Administration.
System manager(s) and address:
Chief, Labor and Employee Relations Branch, Division of Human
Resources, Office of Strategy and Organizational Management, Federal
Energy Regulatory Commission, 888 First Street, NE., Room 4A-05,
Washington, DC 20426.
Notification procedure:
Requests from individuals to determine if a system of records
contains information about them should be directed to the System
Manager.
Record access procedures:
Same as notification procedures above.
Contesting record procedures:
Same as notification procedures above.
Record source categories:
Information is compiled by the Employee Assistance Program
Counselor during the course of counseling an employee.
Exemptions claimed for the system:
None.
ENERGY DEPARTMENT
Title 10-Energy
Chapter X-Department of Energy
PART 1008--RECORDS MAINTAINED ON INDIVIDUALS (PRIVACY ACT)
Subpart A--General Provisions
Sec.
1008.1 Purpose and scope.
1008.2 Definitions.
1008.3 Employee standards of conduct with regard to privacy.
1008.4 Procedures for identifying the individual making a request for
access to or amendment of records.
1008.5 Effect of the Freedom of Information Act (FOIA).
Subpart B--Requests for Access or Amendment
1008.6 Procedures for Privacy Act requests.
1008.7 Processing of requests.
1008.8 Action in response to a request for access: disclosure of
requested information to subject individuals.
1008.9 Action in response to a request for access: initial denial of
access.
1008.10 Action in response to a request for correction or amendment of
records.
1008.11 Appeals of denials of requests pursuant to Sec. 1008.6.
1008.12 Exemptions.
1008.13 Fees.
1008.14 Requests under false pretenses.
1008.15 Civil remedies.
Subpart C--Disclosure to Third Parties
1008.16 Prohibition against disclosure.
1008.17 Conditions of disclosure.
1008.18 Accounting for disclosures.
1008.19 Criminal penalties--improper disclosure.
Subpart D--Maintenance and Establishment of Systems of Records
1008.20 Content of systems of records.
1008.21 Collection of information by DOE about an individual for a
system of records.
1008.22 Use and collection of social security numbers.
1008.23 Public notice of systems of records.
1008.24 Criminal penalties--failure to publish a system notice.
Authority: Department of Energy Organization Act, Pub. L. 95-91,
Executive Order 12091, 42 FR 46267, Privacy Act of 1974, Pub. L. 93-579
(5 U.S.C. 552a).
Source: 45 FR 61577, Sept. 16, 1980, unless otherwise noted.
Subpart A--General Provisions
Sec. 1008.1 Purpose and scope.
(a) This part establishes the procedures to implement the Privacy Act
of 1974 (Pub. L. 93-579, 5 U.S.C. 552a) within the Department of Energy.
(b) This part applies to all systems of records, as defined in
Sec. 1008.2(m), maintained by DOE.
(c) This part applies to all divisions within the DOE, and to the
personnel records of the Federal Energy Regulatory Commission (FERC),
which are maintained by DOE on behalf of FERC. These regulations do not
apply to other systems of records maintained by FERC. These regulations
also apply to DOE contractors and their employees to the extent required
by 5 U.S.C. 552a(m).
Sec. 1008.2 Definitions.
(a) ``Department'' or ``Department of Energy (DOE)'' means all
organizational entities which are a part of the executive department
created by Title II of the Department of Energy Organization Act, Pub.
L. 95-91, except the Federal Energy Regulatory Commission (FERC).
(b) ``Director, Office of Hearings and Appeals'' means the Director or
his delegate.
(c) ``DOE locations'' means each of the following DOE components:
(1) Alaska Power Administration, PO Box 50, Juneau, AK 88801.
(2) Albuquerque Operations Office, PO Box 5400, Albuquerque, NM 87115.
Note.--This office has cognizance over the following area offices:
Amarillo, Dayton, Kansas City, Los Alamos, Pinellas, Rocky Flats and
Sanria.
(3) Bartlesville Energy Technology Center, PO Box 1398, Bartlesville,
OK 74003.
(4) Bonneville Power Administration, PO Box 3621, Portland, OR 97268.
(5) Chicago Operations Office, 9800 South Cass Avenue, Argonne, IL
60439.
Note.--This office has cognizance over the Batvia and Brookhaven area
offices and the New Brunswick laboratory.
(6) Grand Forks Energy Technology Center, PO Box 8213, University
Station, Grand Forks, ND 58201.
(7) Grand Junction Office, PO Box 2567, Grand Junction, CO 81502.
(8) Headquarters, Department of Energy, 1000 Independence Avenue, SW.,
Washington, DC 20585.
(9) Idaho Operations Office, 550 Second Street, Idaho Falls, ID 83401.
(10) Laramie Energy Technology Center, PO Box 3395, University
Station, Laramie, WY 82070.
(11) Morgantown Energy Technology Center, PO Box 880, Morgantown, WV
26505.
(12) Nevada Operations Office, PO Box 14100, Las Vegas, NV 89114.
(13) Oak Ridge Operations Office, PO Box E, Oak Ridge, TN 37830.
(14) Oak Ridge Technical Information Center, PO Box 62, Oak Ridge, TN
37830.
(15) Pittsburgh Energy Technology Center, 4800 Forbes Avenue,
Pittsburgh, PA 15213.
(16) Region I, Analex Building, Room 700, 150 Causeway Street, Boston,
MA 02114.
(17) Region II, 26 Federal Plaza, Room 3206, New York, NY 10007.
(18) Region III, 1421 Cherry Street, 10th Floor, Philadelphia, PA
19102.
(19) Region IV, 1655 Peachtree Street, NE., 8th Floor, Atlanta, GA
30309.
(20) Region V, 175 West Jackson Boulevard, Room A-333, Chicago, IL
60604.
(21) Region VI, PO Box 35228, 2626 West Mockingbird Lane, Dallas, TX
75235.
(22) Region VII, Twelve Grand Building, 1150 Grand Avenue, Kansas
City, MO 64106.
(23) Region VIII, PO Box 26247--Belmar Branch, 1075 South Yukon
Street, Lakewood, CO 80226.
(24) Region IX, 111 Pine Street, Third Floor, San Francisco, CA 94111.
(25) Region X, 1992 Federal Building, 915 Second Avenue, Seattle, WA
98174.
(26) Richland Operations Office, PO Box 550, Richland, WA 99352.
(27) San Francisco Operations Office, 1333 Broadway, Wells Fargo
Building, Oakland, CA 94612.
(28) Savannah River Operations Office, PO Box ``A,'' Aiken, SC 29801.
(29) Southeastern Power Administration, Elberton, GA 30635.
(30) Southwestern Power Administration, PO Drawer 619, Tulsa, OK
74101.
(31) Western Area Power Administration, PO Box 3402, Golden, CO 80401.
(d) ``General Counsel'' means the General Counsel provided for in
section 202(b) of the Department of Energy Organization Act, or any DOE
attorney designated by the General Counsel.
(e) ``Headquarters'' means all DOE facilities functioning within the
Washington, DC metropolitan area.
(f) ``Individual'' means a citizen of the United States or an alien
lawfully admitted for permanent residence, but does not include
proprietorships, businesses, or corporations. Where appropriate, the
term ``individual'' also includes a duly authorized representative of an
individual.
(g) ``Maintain'' means maintain, collect, use, or disseminate.
(h) ``Privacy Act Officer'' means the person designated by the
Director, Office of Administration, as responsible for administering the
DOE's program for implementing the requirements of the Privacy Act of
1974 at the DOE locations listed at Sec. 1008.2(c).
(i) ``Record'' means any item, collection, or grouping of information
about an individual that is maintained by or for the DOE including, but
not limited, to education, financial transactions, medical history, and
criminal or employment history, and that contains that individual's
name, or other identifying number, symbol, or other identifying
particulars assigned to the individual, such as a finger or voice print
or photograph. See subsection (a)(4) of the Act.
(j) ``Routine use'' means, with respect to the disclosure of a record,
the use of such record for a purpose which is compatible with the
purpose for which it was collected. See subsection (a)(7) of the Act.
(k) ``Statistical record'' means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual, except as provided by 13 U.S.C. section 8. See
subsection (a)(6) of the Act.
(l) ``System Manager'' means the DOE official who is responsible for a
system of records as designated in the system notice of that system of
records published by DOE.
(m) ``System of records'' means a group of any records under DOE
control from which information is retrieved by the name of the
individual or by some identifying number, symbol, or other identifying
particulars assigned to the individual. See subsection (a)(5) of the
Act.
(n) ``Act'' means the Privacy Act of 1974, Pub. L. 93-579; references
to subsections of the Act mean subsections of section 3 of the Act.
Sec. 1008.3 Employee standards of conduct with regard to privacy.
(a) The Headquarters DOE Privacy Act Officer shall assure that DOE
personnel are advised of the provisions of the Privacy Act, including
the criminal penalties and civil liabilities provided therein,
(subsections (g) and (i) of the Act), and that DOE personnel are made
aware of their responsibilities: To protect the security of personal
information to assure its accuracy, relevance, timeliness and
completeness; to avoid unauthorized disclosure; and to insure that no
system of records concerning individuals, no matter how insignificant or
specialized, is maintained without public notice.
(b) DOE personnel shall:
(1) Collect or maintain no information of a personal nature about
individuals unless relevant and necessary to achieve a purpose or carry
out a responsibility of the DOE as required by statute or by Executive
Order. See subsection (e)(1) of the Act and Sec. 1008.18(a).
(2) Collect information, wherever possible, directly from the
individual to whom it pertains. See subsection (e)(2) of the Act and
Sec. 1009.19(a).
(3) Inform individuals from whom information is collected of the
authority for collection, the principal purposes for which the
information will be used, the routine uses that will be made of the
information, and the effects of not furnishing the information. See
subsection (e)(3) of the Act and Sec. 1008.19.
(4) Collect, maintain, use or disseminate no information concerning an
individual's rights guaranteed by the First Amendment, unless (i) the
individual has volunteered such; or (ii) the information is expressly
authorized by statute to be collected, maintained, used or disseminated;
or (iii) the activities involved are pertinent to and within the scope
of an authorized law enforcement activity. See subsection (e)(7) of the
Act and Sec. 1008.18(b).
(5) Advise their supervisors of the existence or proposal of any
system of records which retrieves information about individuals by the
individual's name or other identifying number, symbol, or identifying
particulars assigned to the individual.
(6) Maintain an accounting, in the prescribed form, of all disclosures
of information other than those to officers or employees who have a need
for the record in the performance of their duties and those required
under the Freedom of Information Act. See subsection (c) of the Act.
(7) Disclose no records other than to DOE personnel without the
advance written consent of the individual, except as authorized by 5
U.S.C. 552a(b) including routine uses published in the Federal Register.
(8) Maintain and process information concerning individuals with care
to insure that no inadvertent disclosure of the information is made. See
subsection (e)(10) of the Act.
(9) Inform the proper DOE authorities of any information maintained in
a DOE system of records which is not authorized by the Privacy Act of
1974.
(c) Heads of Headquarters Divisions and Offices and heads of the other
DOE locations shall review annually the systems of records subject to
their responsibility to insure compliance with the requirements of the
Privacy Act of 1974.
Sec. 1008.4 Procedures for identifying the individual making a
request for access to or amendment of records.
(a) When a request for information about or for access to or
correction of a record pertaining to an individual and contained in a
system of records has been made pursuant to Sec. 1008.6, valid
identification of the individual making the request shall be required
before information will be given, access granted or a correction
considered, to insure that information is given, corrected, or records
disclosed or corrected only at the request of the proper person.
(b) Subject to paragraphs (c) and (d) of this section, an individual
making a request may establish his identity by:
(1) Including with his request, if submitted by mail, a photocopy of
two identifying documents bearing his name and signature, one of which
shall bear his current home or business address and date of birth; or
(2) Appearing at the appropriate DOE location during the regular
business hours and presenting either of the following:
(i) One identifying document bearing the individual's photograph and
signature, such as a driver's license or passport; or
(ii) Two identifying documents bearing the individual's name and
signature, one of which shall bear the individual's current home or
business address and date of birth; or
(3) Providing such other proof of identity as the Privacy Act Officer
deems satisfactory in the circumstances of a particular request.
(c) If the Privacy Act Officer or the appropriate System Manager
determines that the information in a record is so sensitive that
unauthorized access could cause harm or embarrassment to the individual
whose record in involved, or if the individual making the request is
unable to produce satisfactory evidence of identity under paragraph (b)
or (d) of this section, the individual making the request may be
required to submit a notarized statement attesting to his identity and
his understanding of the criminal penalties provided under section 1001
of Title 18 of the United States Code for making false statements to a
Government agency and under subsection (i)(3) of the Act for obtaining
records under false pretenses. Copies of these statutory provisions and
forms of such notarized statements may be obtained upon request from the
Privacy Act Officer, Headquarters, Department of Energy, Washington, DC.
(d) When an individual acting as the parent of a minor or the legal
guardian of the person to whom a record pertains makes a request
pursuant to Sec. 1008.6 of this part--
(1) Such an individual shall establish his personal identity in the
same manner required in either paragraph (b) or (c) of this section.
(2) In addition, such an individual shall establish his identity in
the representative capacity of parent or legal guardian. In the case of
the parent of a minor, the proof of identity shall be a certified or
authenticated copy of the minor's birth certificate. In the case of the
legal guardian of a person who has been declared incompetent due to
physical or mental incapacity or age by a court of competent
jurisdiction, the proof of identity shall be a certified or
authenticated copy of the order from a court of competent jurisdiction.
(3) A parent or legal guardian may act only for a living individual,
not for a decedent. Requests for the records of decedents will be
handled under the Freedom of Information Act (5 U.S.C. 552).
Sec. 1008.5 Effect of the Freedom of Information Act (FOIA).
(a) DOE shall not rely on any exemption contained in the Freedom of
Information Act (5 U.S.C. 552) to withhold from the individual to whom
it pertains, any record which is otherwise accessible to such individual
under this part.
(b) DOE shall rely on subsection (b) of the Privacy Act to withhold
information from a person other than the person to whom the record
pertains only when the information is also exempt from disclosure under
the FOIA.
(c) Where a request for access to records is submitted pursuant to
both the FOIA and the Privacy Act, the DOE shall, to the maximum extent
possible, process the request under the provisions of this part,
including the time limits of this part.
Subpart B--Requests for Access or Amendment
Sec. 1008.6 Procedures for Privacy Act requests.
(a) Any individual may--
(1) Ask the DOE whether a system of records maintained by the DOE
contains records about him or her;
(2) Request access to information pertaining to him or her that is
maintained in a DOE system of records;
(3) Request that information about him or her in a DOE system of
records be amended or corrected. Requests for correction or amendment
may include inquiries concerning--
(i) whether such information is relevant or necessary to accomplish a
purpose that DOE is required to accomplish by statute or Executive
Order; or
(ii) if the information is to be used by the DOE in making a
determination about the individual, whether the information is as
accurate, relevant, timely, or complete as is reasonably necessary to
assure fairness in the determination.
(b) Requests submitted pursuant to this section shall--
(1) Be in writing and signed by the individual making the request;
(2) State that the request is a ``Privacy Act Access'' or ``Privacy
Act Amendment'' request;
(3) Include the identification information required by Sec. 1008.4;
(4) Specify, if possible, the title and identifying number of the
system of records as listed in DOE's published notices of system of
records;
(5) Provide if possible any additional information to aid DOE in
responding to the request, for example, a description of the records
sought;
(6) Indicate, as appropriate, the time, place, and form of access
sought.
(c) Any request not addressed and marked as specified in paragraph (a)
of this section shall be forwarded immediately to the appropriate
Privacy Act Officer. An improperly addressed request will not be deemed
to have been received for purposes of measuring time periods pursuant to
Secs. 1008.7 and 1008.10 until actual receipt by the appropriate Privacy
Act Officer. The individual making the request shall be notified that
the request was improperly addressed and the date when the request was
received by the Privacy Act Officer.
(d) Assistance in preparing an access request pursuant to this section
may be obtained from any DOE Privacy Act Officer at the locations listed
at Sec. 1008.2(e).
(e) An individual shall not be required to state a reason or otherwise
justify his request for information or access to a record pertaining to
him/her that is contained in a system of records.
Sec. 1008.7 Processing of requests.
(a) Receipt of a request made in accordance with Sec. 1008.6 shall be
promptly acknowledged by the Privacy Act Officer.
(b) Each request shall be acted upon promptly. Every effort will be
made to respond within ten working days of the date of receipt by the
System Manager or designee. If a response cannot be made within ten
working days, the appropriate Privacy Act Officer shall send an interim
response providing information on the status of the request, including
an estimate of the time within which action is expected to be taken on
the request and asking for any further information as may be necessary
to respond to the request. Action will be completed as soon as possible,
but not later than 20 working days after receipt of the original
specific inquiry. In unusual circumstances and for good cause, the
appropriate Privacy Act Officer may decide that action cannot be
completed within the initial 20 working days. In such case, the
appropriate Privacy Act Officer will advise the individual of the reason
for the delay and the date (not to exceed an additional 20 working days)
by which action can be expected to be completed.
(c) The term ``unusual circumstances'' as used in this section
includes situations where a search for requested records from inactive
storage is necessary; cases where a voluminous amount of data is
involved; instances where information on other individuals must be
separated or expunged from the particular record; and cases where
consultation with other agencies which have substantial interest in the
response to the request is necessary.
(d) Upon receiving a request, the Privacy Act Officer shall ascertain
which System Manager or Managers of the DOE have primary responsibility
for, custody of, or concern with the system or systems of records
subject to the request and shall forward the request to such System
Manager or Managers. The System Manager or Managers shall promptly
identify and, in consultation with the General Counsel, review the
records encompassed by the request.
(e) Where the request is for access to or information about records,
after reviewing the material the System Manager or Managers concerned
shall transmit to the Privacy Act Officer the requested material. The
transmission to the Privacy Act Officer shall include any recommendation
that the request be granted or wholly or partially denied and shall set
forth any exemption categories supporting denials. Any denial
recommendation must be concurred in by the appropriate General Counsel.
(f) Where the request is for correction or amendment of records, after
reviewing the material the System Manager or Managers shall transmit a
recommended decision to the Privacy Act Officer. Any recommendation that
the request be granted or wholly or partially denied shall cite the
exemption relied on and set forth the policy considerations supporting a
denial. Any recommendation of denial must be concurred in by General
Counsel.
Sec. 1008.8 Action in response to a request for access: Disclosure
of requested information to subject individuals.
(a) Consistent with the recommendation of the System Manager and the
concurrence of the appropriate General Counsel, the Privacy Act Officer
shall provide to the requesting individual the information about or
access to a record or information pertaining to the individual contained
in a system of records, unless the request is being denied in accordance
with Sec. 1008.9 of this part. The Privacy Act Officer shall notify the
individual of such determination and provide the following information:
(1) Whether there is information or a record pertaining to him that is
contained in a system of records;
(2) The methods of access as set forth in paragraph (b) of this
section;
(3) The place at which the record or information may be inspected;
(4) The earliest date on which the record or information may be
inspected and the period of time that the record or information will
remain available for inspection. In no event shall the earliest date be
later than thirty calendar days from the date of notification.
(5) An indication that copies of the records are enclosed, or the
estimated date by which a copy of the record could be mailed and the
estimate of fees that would be charged to provide other than the first
copy of the record, pursuant to Sec. 1008.13.
(6) The fact that the individual, if he wishes, may be accompanied by
another person during the in-person review of the record or information,
provided that the individual shall first furnish to the Privacy Act
Officer a written statement authorizing disclosure of that individual's
record in the accompanying person's presence; and
(7) Any additional requirements that must be satisfied in order to
provide information about or to grant access to the requested record or
information.
(b) The following methods of access to records or information
pertaining to an individual and contained in a system of records may be
available to that individual depending on the circumstances of a
particular request:
(1) A copy of the record may be enclosed with the initial response in
accordance with paragraph (a) of this section;
(2) Inspection in person may be arranged during the regular business
hours of the DOE in the office specified by the Privacy Act Officer;
(3) Transfer of records to a Federal facility more convenient to the
individual may be arranged, but only if the Privacy Act Officer
determines that a suitable facility is available, that the individual's
access can be properly supervised at that facility, and that transmittal
of the records or information to that facility will not unduly interfere
with operations of the DOE or involve unreasonable costs, in terms of
money or manpower; and
(4) The requested number of copies in addition to the initial copy may
be mailed at the request of the individual, subject to payment of the
fees prescribed in Sec. 1008.13.
(c) If the Privacy Act Officer believes, based upon a recommendation
of the System Manager and the agency's medical officer, that disclosure
of medical and/or psychological information directly to an individual
could have an adverse effect upon that individual, the individual may be
asked:
(1) To designate in writing a physician or mental health professional
to whom he would like the records to be disclosed; or
(2) To submit a signed statement by his physician or a mental health
professional indicating that, in his view, disclosure of the requested
records or information directly to the individual will not have an
adverse effect upon the individual. If the individual refuses to
designate a physician or mental health professional, or to submit a
signed statement from his physician or mental health professional as
provided in paragraph (c) (1) and (2) of this section, the request will
be considered denied, and the appeal rights provided in Sec. 1008.11
will be available to the individual.
(d) The Privacy Act Officer shall supply such other information and
assistance at the time of an individual's review of his record as is
necessary to make the record intelligible to the individual.
(e) The DOE will, as required by subsection (d)(1), assure an
individual's right ``to review his or her record and have a copy made of
all or any portion thereof in a form comprehensible to him.'' However,
original records will be made available to individuals only under the
supervision of the Privacy Act Officer or his designee. Individuals will
be provided at their request with a copy, but not the original, of
records pertaining to them.
Sec. 1008.9 Action in response to a request for access: initial
denial of access.
(a) A request by an individual for information about or access to a
record or information pertaining to that individual that is contained in
a system of records may be denied only upon a determination by the
appropriate System Manager, with the concurrence of the appropriate
General Counsel, that:
(1) The record is subject to an exemption under Sec. 1008.12;
(2) The record is information compiled in reasonable anticipation of a
civil action or proceeding; or
(3) The individual has unreasonably failed to comply with the
procedural requirements of this part.
(b) The Privacy Act Officer shall give written notice of the denial of
a request of information about or access to records or information
pertaining to the individual and contained in a system of records. Such
written notice shall be sent by certified or registered mail, return
receipt requested and shall include the following information:
(1) The System Manager's name and title;
(2) The reasons for the denial, including citation to the appropriate
sections of the Privacy Act and this part; and
(3) Notification of the individual's right to appeal the denial
pursuant to Sec. 1008.11 and to administrative and judicial review under
5 U.S.C. 552a(g)(1)(B), as limited by 552a(g)(5).
(c) Nothing in this section shall:
(1) Require the furnishing of information or records that are not
retrieved by the name or by some other identifying number, symbol or
identifying particular of the individual making the request;
(2) Prevent a System Manager from waiving any exemption authorizing
the denial of records, in accordance with Sec. 1008.12.
Sec. 1008.10 Action in response to a request for correction or
amendment of records.
(a) The Privacy Act Officer must respond in writing to the requester
for amendment of a record within 10 working days of receipt. This
response shall inform the requester of the decision whenever possible.
(b) If the decision cannot be reached within 10 working days, the
requester shall be informed of the reason for delay and the date (within
20 working days) it is expected that the decision will be made.
(c) The Privacy Act Officer, consistent with the recommendation of the
System Manager or Managers, as concurred in by the appropriate General
Counsel, if appropriate, shall do one of the following:
(1) Instruct the System Manager to make the requested correction or
amendment; and advise the individual in writing of such action,
providing either a copy of the corrected or amended record, or a
statement as to the means whereby the correction or amendment was
accomplished in cases where a copy cannot be provided (for example,
erasure of information from a record maintained only in an electronic
data bank); or
(2) Inform the individual in writing that his request is denied in
whole or in part. Such denial shall be sent by certified or registered
mail, return receipt requested, and shall provide the following
information:
(i) The System Manager's name and title;
(ii) The reasons for the denial; including citation to the appropriate
sections of the Act and this part; and
(iii) Notification of the individual's right to appeal the denial
pursuant to Sec. 1008.11 and to administrative and judicial review under
5 U.S.C. 552a(g)(1)(B), as limited by 5 U.S.C. 552a(g)(5).
(iv) Notification of the right of the individual to submit a statement
of disagreement consistent with Sec. 1008.11(g).
(d) Whenever an individual's record is amended pursuant to a request
by that individual, the Privacy Act Officer or the System Manager, as
appropriate, shall notify all persons and agencies to which the amended
portion of the record had been disclosed prior to its amendment, if an
accounting of such disclosure was required by the Act. The notification
shall request a recipient agency maintaining the record to acknowledge
receipt of the notification, to correct or amend the record and to
apprise an agency or person to which it had disclosed the record of the
substance of the amendment.
(e) The following criteria will be taken into account by the DOE in
reviewing a request for amendment:
(1) The sufficiency of the evidence submitted by the individual;
(2) The factual accuracy of the information;
(3) The relevance and necessity of the information in relation to the
purpose for which it was collected;
(4) If such information is used in making any determination about the
individual, whether the information is as accurate, relevant, timely,
and complete as is reasonably necessary to assure fairness to the
individual in such determination;
(5) The degree of possibility that denial of the request could
unfairly result in a determination adverse to the individual;
(6) The nature of the record sought to be corrected or amended; and
(7) The propriety and feasibility of complying with the specific means
of amendment requested by the individual.
(f) The DOE will not undertake to gather evidence for the individual,
but does reserve the right to verify the evidence that the individual
submits.
(g) Amendment of a record requested by an individual may be denied
upon a determination that:
(1) The individual has failed to establish, by a preponderance of the
evidence, the propriety of the amendment in relation to the criteria
stated in paragraph (e) of this section;
(2) The record sought to be amended was compiled in a terminated
judicial, quasi-judicial or quasi-legislative proceeding to which the
individual was a party or participant;
(3) The record sought to be amended is the subject of a pending
judicial, quasi-judicial or quasi-legislative proceeding to which the
individual is a party or participant;
(4) The amendment would violate a duly enacted statute or promulgated
regulation;
(5) The individual has unreasonably failed to comply with the
procedural requirements of this part; or
(6) The record has been properly exempted from the provisions of
subsection (d) of the Act.
(h) Nothing in this section shall restrict the DOE from granting in
part or denying in part a request for amendment of records.
[45 FR 61577, Sept.16, 1980, as amended at 46 FR 31637, June 17, 1981]
Sec. 1008.11 Appeals of denials of requests pursuant to Sec. 1008.6.
(a) Any individual may appeal the denial of a request made by him for
information about or for access to or correction or amendment of
records. An appeal shall be filed within 30 calendar days after receipt
of the denial. When an appeal is filed by mail, the postmark is
conclusive as to timeliness. The appeal shall be in writing and must be
signed by the individual. The words ``PRIVACY ACT APPEAL'' should appear
in capital letters on the envelope and the letter. Appeals of denials
relating to records maintained in government-wide systems of records
reported by the OPM, shall be filed, as appropriate, with the Assistant
Director for Agency Compliance and Evaluation, Office of Personnel
Management (OPM), 1900 E Street, NW, Washington, DC 20415. All other
appeals relating to DOE records shall be directed to the Director,
Office of Hearings and Appeals (OHA), Department of Energy,
Headquarters, Washington, DC.
(b) An appeal not addressed and marked as specified in paragraph (a)
of this section shall be forwarded immediately to the Assistant Director
for Agency Compliance and Evaluation, OPM, or the Director, OHA, as
appropriate. An appeal that is not properly addressed by an individual
shall not be deemed to have been received for purposes of time periods
in this section until actual receipt of the appeal by the Assistant
Director, OPM, or the Director, OHA. In each instance when an appeal so
forwarded is received, the individual filing the appeal shall be
notified that the appeal was improperly addressed and the date when the
appeal was received by the Assistant Director, OPM, or the Director,
OHA.
(c) The appeal shall include the following:
(1) A copy of the original request for access or for amendment;
(2) A copy of the initial denial; and
(3) A statement of the reasons why the initial denial is believed to
be in error.
(d) The records or record to which the individual was denied access,
or which was requested to be corrected or amended, will be supplied to
the appropriate appeal authority by the Privacy Act Officer who issued
the initial denial. While such records normally will comprise the entire
record on appeal, the appeal authority may seek such additional
information as is necessary to assure that the final determination is
fair and equitable.
(e) No personal appearance or hearing on appeal will be allowed.
(f) The appropriate appeal authority for DOE records shall act upon
the appeal and issue a final determination in writing no later than 20
working days from the date on which the appeal is received. However, the
appeal authority may extend the ten-day period upon a determination that
a fair and equitable review cannot be made within that period. In such
cases the individual shall be advised in writing of the reason for the
extension and of the estimated date by which a final determination will
be issued. The final determination shall be issued not later than the
30th working day after receipt of the appeal unless unusual
circumstances, as defined in Sec. 1008.7, are present, whereupon an
additional 30 days may be extended.
(g) If an appeal of a denial of access is granted, a copy of the
determination shall be transmitted promptly to the individual, the
Privacy Act Officer and the appropriate System Manager. Upon receipt of
the determination, the Privacy Act Officer promptly shall take action
consistent with Sec. 1008.8.
(h) If an appeal of a denial of correction or amendment is granted,
the final determination shall identify the specific corrections or
amendments to be made. A copy of the determination shall be transmitted
promptly to the individual, the Privacy Act Officer and the appropriate
System Manager. Upon receipt of the determination, the Privacy Act
Officer promptly shall take steps to insure that the actions set forth
in Sec. 1008.10 (a) and (b) are taken.
(i) If the appeal of a denial of access is denied, the final
determination shall state the reasons for the denial and shall be
transmitted promptly to the individual, the Privacy Act Officer and the
appropriate System Manager. The determination shall also include a
statement identifying the right of the individual to administrative and
judicial review pursuant to 5 U.S.C. 552a(g)(1)(B) as limited by 5
U.S.C. 552a(g)(5).
(j) If the appeal of a denial of correction or amendment is denied,
the final determination shall state the reasons for the denial and shall
be transmitted promptly to the individual, the Privacy Act Officer and
the appropriate System Manager.
(1) The determination also shall include the following:
(i) Notice of the right of the individual to file with the Privacy Act
Officer a concise, signed statement of reasons for disagreeing with the
final determination, receipt of which statement will be acknowledged by
the Privacy Act Officer.
(ii) An indication that any disagreement statement filed by the
individual will be noted and appended to the disputed record and that a
copy of the statement will be provided by the Privacy Act Officer or the
System Manager, as appropriate, to persons and agencies to which the
record is disclosed subsequent to the date of receipt of such statement;
(iii) An indication that the DOE shall append to any disagreement
statement filed by the individual a copy of the final determination or a
summary thereof, which determination or summary also will be provided to
persons and agencies to which the disagreement statement is disclosed;
and,
(iv) A statement of the right of the individual to administrative and
judicial review under 5 U.S.C. 552a(g)(1)(B), as limited by 5 U.S.C.
552a(g)(5).
(2) Although a copy of the final determination or a summary thereof
will be treated as part of the individual's record for purposes of
disclosure in instances where the individual has filed a disagreement
statement, it will not be subject to correction or amendment by the
individual.
(3) Where an individual files a statement of disagreement consistent
with paragraph (j)(1) of this section, the Privacy Act Officer shall
take steps to insure that the actions provided in paragraph (j)(1)(i),
(ii) and (iii) of this section are taken.
Sec. 1008.12 Exemptions.
(a) General exemptions-(1) Generally. 5 U.S.C. 552a(j)(2) allows the
exemption of any system of records within the DOE from any part of
section 552a except subsections (b), (c)(1) and (2), (e)(4)(A) through
(F) (e)(6), (7), (9), (10), and (11), and (i) of the Act if the system
of records is maintained by a DOE component which performs as its
principal function any activity pertaining to the enforcement of
criminal laws, including police efforts to prevent, control, or reduce
crime or to apprehend criminals, and which consists of (i) information
compiled for the purpose of identifying individual criminal offenders
and alleged offenders; (ii) information compiled for the purpose of a
criminal investigation, including reports of informants and
investigators, and associated with an identifiable individual; or (iii)
reports identifiable to an individual compiled at any stage of the
process of enforcement of the criminal laws from arrest or indictment
through release from supervision.
(2) Applicability of general exemptions to DOE systems of records.-
(i) Investigative Files of the Inspector General (DOE-54). This system
of records is being exempted pursuant to subsection (j)(2) of the Act in
order to aid the Office of the Inspector General in the performance of
its law enforcement function. The system is exempted from subsections
(c)(3) and (4); (d)(1)-(4); (e)(1)-(3); (4)(G), (H), and (I); (5) and
(8); and (g) of the Act. The system is exempt from these provisions for
the following reasons: Notifying an individual at the individual's
request of the existence of records in an investigative file pertaining
to such individual, or granting access to an investigative file could
(A) interfere with investigative and enforcement proceedings and with
co-defendants' right to a fair trial; (B) disclose the identity of
confidential sources and reveal confidential information supplied by
these sources; and (C) disclose investigative techniques and procedures.
(ii)Law Enforcement Investigative Records (DOE-84). Thissystem of
records is being exempt pursuant to subsection (j)(2) of the Act to
enable the Office of Counterintelligence to carry out its duties and
responsibilities as they pertain to its law enforcement function. The
system is exempted from these provisions for the following reasons:
Notifying an individual at the individual's request of the existence of
records in an investigative file pertaining to such individual, or
granting access to an investigative file could interfere with
investigative and enforcement proceedings and with co-defendant's right
to a fair trial; disclose the identity of confidential information
supplied by these sources; and disclose investigative techniques and
procedures.
(b) Specific exemptions. Subsection (k) of the Privacy Act establishes
seven categories of systems of records which may be exempted from
subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (7) of the
Act. The Department has exempted systems of records under four of these
provisions, as follows: (1) Classified material. (i) Subsection (k)(1)
permits exemption of systems of records that are specifically authorized
under criteria established under statute or Executive Order to be kept
secret in the interest of national defense or foreign policy, and are in
fact properly classified pursuant to such statute or Executive Order.
Restricted Data and Formerly Restricted Data under the Atomic Energy Act
of 1954, as amended, are included in this exemption.
(ii) The DOE systems of records listed below have been exempted under
subsection (k)(1) to the extent they contain classified information, in
order to prevent serious damage to the national defense or foreign
policy that could arise from providing individuals access to classified
information. Systems exempted under subsection (k)(1) are--
(A) Alien Visits and Participation (DOE-52).
(B) Clearance Board Cases (DOE-46).
(C) Security Correspondence Files (DOE-49).
(D) Foreign Travel Records (DOE-27)
(E) Legal Files (Claims, Litigations, Criminal Violation, Patents, and
other Legal Files) (DOE-41).
(F) Personnel Security Clearance Files (DOE-43).
(G) Personnel Security Clearance Index (Automated) (DOE-42).
(H) Special Access Authorization for Categories of Classified
Information (DOE-44).
(I) Administrative and Analytical Records and Reports (DOE-81).
(J) Law Enforcement Investigative Records (DOE-84).
(2) Investigatory material compiled for law enforcement purposes. (i)
Subsection (k)(2) permits the exemption of investigatory material
compiled for law enforcement purposes, provided, however, that if any
individual is denied any right, privilege, or benefit to which he would
otherwise be entitled by Federal law, or for which he would otherwise be
eligible, as a result of the maintenance of such material, such material
shall be provided to such individual, except to the extent that the
disclosure of such material would reveal the identity of a source who
furnished information to the Government under an express promise that
the identity of the source would be held in confidence, or, prior to
September 27, 1975, under an implied promise that the identity of the
source would be held in confidence.
(ii) The DOE systems of records listed below have been exempted under
subsection (k)(2) in order to prevent subjects of investigation from
frustrating the investigatory process through access to records about
themselves or as a result of learning the identities of confidential
informants; to prevent disclosure of investigative techniques; to
maintain the ability to obtain necessary information; and thereby to
insure the proper functioning and integrity of law enforcement
activities. Systems of records exempted under subsection (k)(2) are--
(A) Alien Visits and Participation (DOE-52).
(B) Clearance Board Cases (DOE-46).
(C) Security Correspondence Files (DOE-49).
(D) Foreign Travel Records (DOE-27).
(E) Legal Files (Claims, Litigation, Criminal Violations, Patents, and
other Legal Files) (DOE-41).
(F) Personnel Security Clearance Files (DOE-43).
(G) Personnel Security Clearance Index (Automated) (DOE-42).
(H) Special Access Authorization for Categories of Classified
Information (DOE-44).
(I) DOE Personnel and General Employment Records (DOE-1) (only
personnel investigative records concerning current and former DOE
employees and applicants for employment by DOE).
(J) Investigative Files of the Inspector General (DOE-54) (only
investigative records concerning past and present DOE employees).
(K) Administrative and Analytical Records and Reports (DOE-81).
(L) Law Enforcement Investigative Records (DOE-84).
(3) Investigatory material compiled for determining suitability for
Federal employment. (i) Subsection (k)(5) permits exemption of systems
of records that contain investigatory material compiled solely for the
purpose of determining suitability, eligibility, or qualification for
Federal civilian employment, military service, Federal contracts, or
access to classified information, but only to the extent that the
disclosure of such material would reveal the identity of a source who
furnished information to the Government under an express promise that
the identity of the source would be held in confidence, or, prior to
September 27, 1975, under an implied promise that the identity of the
source would be held in confidence.
(ii) The DOE systems of records listed below have been exempted under
subsection (k)(5) to the extent they contain the kinds of records
described in subsection (k)(5) in order to maintain DOE's ability to
obtain candid information on candidates for employment, contracts, or
access to classified information and to fulfill commitments made to
sources to protect the confidentiality of information, and thereby to
facilitate proper selection or continuation of the best applicants or
persons for a given position or contract. Systems exempted under
subsection (k)(5) are--
(A) DOE Personnel and General Employment Records (DOE-1);
(B) Personnel Security Clearance Files (DOE-43);
(C) Investigative Files of the Inspector General (DOE-54);
(D) Alien Visits and Participation (DOE-52);
(E) Clearance Board Cases (DOE-46);
(F) Security Correspondence Files (DOE-49);
(G) Foreign Travel Records (DOE-27);
(H) Legal Files (Claims, Litigation, Criminal Violations, Patents, and
other Legal Files) (DOE-41);
(I) Personnel Security Clearance Index (Automated) (DOE-42);
(J) Special Access Authorization for Categories of Classified
Information (DOE-44);
(K) DOE Personnel: Supervisor-Maintained Personnel Records (DOE-2);
(L) Applications for DOE Employment (DOE-4).
(M) Administrative and Analytical Records and Reports (DOE-81).
(N) Law Enforcement Investigative Records (DOE-84).
(4) Testing or examination material. (i) Subsection (k)(6) permits
exemption of systems of records that include testing or examination
material used solely to determine individual qualifications for
appointment or promotion in the Federal service, the disclosure of which
would compromise the objectivity or fairness of the testing of
examination process.
(ii) The DOE systems of records listed below have been exempted to the
extent they contain testing or examination material in order to protect
the integrity of the personnel testing and evaluation process and to
avoid providing individuals with unfair advantage, by premature or
unfair disclosure of testing or rating information. Systems exempted
under Subsection (k)(6) are--
(A) (DOE-2) DOE Personnel: Supervisor-Maintained Personnel Records.
(B) (DOE-4) Applications for DOE Employment.
(C) (DOE-1) DOE Personnel and General Employment Records.
(c) Application of exemptions to particular requests. (1) The Privacy
Act Officer, consistent with the recommendation of the System Manager
and with concurrence of the appropriate General Counsel, may make
available records which the DOE is authorized to withhold under this
section.
(2) With respect to records containing material or information that
would reveal the identity of a source who was given an assurance of
confidentiality, a determination to make records available pursuant to
paragraph (c)(1) of this section shall be made only if the source
consents to the release of such information to the individual, or if it
is determined that the material or information is not adverse or
detrimental to the individual, or for good cause shown. The exercise of
discretion with respect to waiver of the exemption shall be final.
(3) Prior to making a determination to deny access to a record in a
system of records covered by exemption (k)(1) for classified material
(see paragraph (b)(1) of this section), the System Manager shall consult
with the Director, Division of Classification, to verify the current
classification status of the information in the requested record.
[45 FR 61577, Sept. 16, 1980, as amended at 60 FR 35836, Jul. 12, 1995]n
Sec. 1008.13 Fees.
(a) The only fees to be charged to or collected from an individual
under the provisions of this part are for copying records at the request
of the individual. The fee charged shall be consistent with the fee
schedule set forth in paragraph (b) of this section.
(1) No fees shall be charged or collected for the following: Search
for and retrieval of records; review of records; copying by the DOE
incident to granting access; copying at the initiative of the DOE
without a request from the individual; copying when the aggregate of
fees for copying is $25 or less; time spent providing copies;
transportation of records and personnel; and first class postage.
(2) It is the policy of the DOE to provide an individual with one copy
of each record corrected or amended pursuant to request without charge.
(3) As required by the Office of Personnel Management in its published
regulations implementing the Act, the DOE will charge no fee for a
single copy of a personnel record covered by that Commission's
Government-wide published notice of systems of records.
(b) The schedule of fees is as follows:
(1) $.10 per copy of each page.
(2) For other forms of copying and other forms of materials (e.g.,
cassettes, computer materials), the direct cost of the materials,
personnel, and equipment shall be charged, but only with prior specific
approval of the person making the request, when such charges would be in
excess of $25.
(c) The Privacy Act Officer may, upon application by an individual,
furnish any records without charge or at a reduced rate, if the Privacy
Act Officer determines that such waiver or reduction of fees is in the
public interest.
(d) Payment shall be made by check or money order payable to the
United States Department of Energy.
(e) Advance payment of all or part of the fees may be required at the
discretion of the Privacy Act Officer. Unless the individual requesting
the copies specifically states that he is willing to pay whatever fees
are assessed for meeting the request or, alternatively, specifies an
amount in excess of $25 that he is willing to pay and which in fact
covers the anticipated fees for meeting the request, a request that is
expected to involve assessed fees in excess of $25 shall not be deemed
to have been received, for purposes of the time periods specified in
Sec. 1008.7 and Sec. 1008.10 until the individual making the request is
notified of the anticipated cost, agrees to bear it, and makes any
advance deposit required. Such notification shall be made by the Privacy
Act Officer as promptly as possible after receipt of the request.
Sec. 1008.14 Requests under false pretenses.
Subsection (i)(3) of the Act provides that any person who knowingly
and willingly requests or obtains any record concerning an individual
from an agency under false pretenses shall be quilty of a misdeamenaor
and fined not more than $5,000.
Sec. 1008.15 Civil remedies.
Subsection (g) of the Act provides that an individual may bring suit
against the DOE for a violation of the Privacy Act, as follows:
(a) If the DOE refuses to grant a request for access to an
individual's records, the court may order the DOE to provide the
individual with access to his or her records and award reasonable
litigation costs and attorney's fees.
(b) If the DOE refuses to amend a record or fails to review an
amendment request as required by subsection (d)(3) of the Act, the court
may order the DOE to make the amendment and award reasonable litigation
costs and attorney's fees.
(c) If the DOE makes an adverse determination based on a record which
is not maintained in an accurate, timely, relevant, and complete manner,
the individual may be awarded actual damages of at least $1,000. In
order to prevail, the individual must show that--
(1) The DOE's action was willful and intentional; and
(2) The adverse determination was based on the faulty record.
(d) If the DOE fails to comply with any other provision of the Privacy
Act or agency rule promulgated under the Act, in such a way as to have
an adverse effect on the individual, the court may award actual damages
of at least $1,000. In order to prevail, the individual must show that--
(1) The DOE's action was willful and intentional; and
(2) The agency's action had an adverse effort on the individual; and
(3) The adverse effect was causally related to the DOE's action.
Subpart C--Disclosure to Third Parties
Sec. 1008.16 Prohibition against disclosure.
Except as provided in Sec. 1008.17, the DOE shall not disclose any
record which is contained in a system of records, by any means of
communication, to any agency or to any person other than the individual
who is the subject of the record.
Sec. 1008.17 Conditions of disclosure.
(a) Notwithstanding the prohibition contained in Sec. 1008.16, the DOE
may disclose records covered by this part (1) to the individual to whom
the record pertains or to an agency or (2) to a person other than the
individual where he has given his prior written consent to the
disclosure or has made a written request for such disclosure.
(b) Notwithstanding the prohibition contained in Sec. 1008.16 the DOE
may also disclose records covered by this part whenever the disclosure
is:
(1) To officers and employees of the DOE who have a need for the
record in the performance of their duties;
(2) Required under the Freedom of Information Act (5 U.S.C. 552);
(3) For a routine use (as defined in Sec. 1008.2) which is described
in the Federal Register notice for the system of records which the
disclosure is to be made;
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
Title 13 of the United States Code;
(5) To a recipient who has provided the agency with advance adequate
written assurance that the record will be used solely as a statistical
research or reporting record, and the record is to be transferred in a
form that is not individually identifiable;
(6) To the National Archives of the United States as a record which
has sufficient historical or other value to warrant its continued
preservation by the United States Government, or for evaluation by the
Administrator of General Services or his designee to determine whether
the record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is authorized
by law and if the head of the agency or instrumentality has made a
written request to the DOE specifying the particular portion desired and
the law enforcement activity for which the record is sought;
(8) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(9) To either House of Congress, or to any committee or subcommittee
thereof, any joint committee of Congress or subcommittee of any such
joint committee, to the extent of matter within its jurisdiction;
(10) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office;
(11) Pursuant to the order of a court of competent jurisdiction.
(c) Notwithstanding the prohibition contained in section Sec. 1008.16
of this part, the DOE may also disclose records covered by this part
when disseminating a corrected or amended record or notation of a
disagreement statement as required by subsection (c)(4) of the Act.
Sec. 1008.18 Accounting for disclosures.
(a) For each disclosure of information contained in a system of
records under his control, except disclosures to authorized officers and
employees of DOE and disclosures required by the Freedom of Information
Act, the appropriate System Manager shall keep an accurate accounting
of:
(1) The date, nature, and purposes of each disclosure of a record made
to any person or to another agency; and
(2) The name and address of the person or agency to which the
disclosure was made.
(b) The accounting shall be retained for at least five years or the
life of the record, whichever is longer, after the disclosure for which
the accounting is made.
(c) The accounting described in paragraph (a) of this section shall be
made available to the individual named in the record upon written
request to the Privacy Act Officer at the appropriate DOE location
listed at Sec. 1008.2(c) of this part. However, the accounting shall not
be revealed with respect to disclosures made under Sec. 1008.17(b)(7) of
this part, pertaining to law enforcement activity; or with respect to
disclosures involving system of records for which DOE had claimed an
exemption from certain requirements of the Act, as provided in
Sec. 1008.12 of this part.
(d) Whenever an amendment or correction of a record or a notation of
dispute concerning the accuracy of records is made by the DOE in
accordance with Sec. 1008.10(a)(2)(iv) and Sec. 1008.11(g) of this part,
DOE shall inform any person or other agency to whom the record was
previously disclosed if an accounting of the disclosure was made
pursuant to the requirements of paragraph (a) of this section, unless
the disclosure was made pursuant to Sec. 1008.17(b)(7) of this part; or
the disclosure involved a system of records of which DOE has claimed an
exemption from certain requirements of the Act, as provided in
Sec. 1008.12 of this part.
(e) The System Manager shall make reasonable efforts to serve notice
on an individual when any record containing information about such
individual in a DOE system of records is disclosed to any person under
compulsory legal process when such process becomes a matter of public
record.
(f) Prior to disclosing any record about an individual to any person
other than an agency, unless the disclosure is pursuant to the Freedom
of Information Act, the System Manager shall make reasonable efforts to
assure that each record is accurate, complete, timely, and relevant for
DOE's purposes.
Sec. 1008.19 Criminal penalties--improper disclosure.
Subsection (i)(1) of the Act provides that a Federal employee who
willfully discloses information subject to the Privacy Act in violation
of the Act or rules promulgated under it shall be guilty of a
misdemeanor and fined up to $5,000.
Subpart D--Maintenance and Establishment of Systems of Records
Sec. 1008.20 Content of systems of records.
(a) The DOE will maintain in its records only such information about
an individual as is relevant and necessary to accomplish a purpose DOE
is required to accomplish by statute or by Executive Order of the
President, unless an exemption ot this requirement has been claimed by
DOE, as provided in Sec. 1008.12 of this part.
(b) The DOE will maintain no record describing how any individual
exercises rights guaranteed by the First Amendment unless expressly
authorized by statute or by the individual about whom the record is
maintained or unless it is pertinent to and within the scope of an
authorized law enforcement activity.
(c) The DOE will maintain all records that are used by it to make any
determination about any individual with such accuracy, relevance,
timeliness and completeness as is reasonably necessary to assure
fairness to the individual in such determination.
Sec. 1008.21 Collection of information by DOE about an individual
for a system of records.
(a) The DOE will collect information, to the greatest extent
practicable, directly from the subject individual when the use of the
information may result in adverse determinations about an individual's
rights, benefits and privileges under Federal programs, unless an
exemption from the Act to this requirement has been claimed by DOE as
provided in Sec. 1008.12
(b) Unless an exemption from the Act has been claimed by DOE under
subsection (j)(2), as provided in Sec. 1008.12, DOE shall inform each
individual whom it asks to supply information, on the form or other
means by which it uses to collect the information, or on a separate form
that can be retained by the individual, of the following:
(1) The authority (whether granted by statute or by Executive Order of
the President) that authorizes the solicitation of the information and
whether the provision of such information is mandatory or voluntary;
(2) The principal purpose or purposes for which the information is
intended to be used;
(3) The routine uses that may be made of the information, as published
in the Federal Register pursuant to the requirements of the Act; and
(4) The effect on the individual, if any, of not providing all or any
part of the requested information.
Sec. 1008.22 Use and collection of social security numbers.
(a) The System Manager of each system of records which utilizes social
security numbers as a method of identification without statutory
authorization or authorization by regulation adopted prior to January 1,
1975, shall revise the system to avoid future collection and use of the
social security numbers.
(b) Heads of Headquarters Divisions and Offices and heads of the other
DOE locations shall insure that employees authorized to collect
information from individuals are advised that individuals may not be
required to furnish social security numbers without statutory
authorization, and that individuals who are requested to provide social
security numbers voluntarily must be advised that furnishing the number
is not required and that no penalty or denial of benefits will flow from
the refusal to provide it.
Sec. 1008.23 Public notice of systems of records.
(a) The DOE shall publish in the Federal Register at least annually a
notice of the existence and character of each of its systems of records,
which notice shall include:
(1) The name and location of the system;
(2) The categories of individuals on whom records are maintained in
the system;
(3) The categories of records maintained in the system;
(4) Each routine use of the records contained in the system, including
the categories of users and the purpose of such use, subject to
paragraph (d) of this section;
(5) The policies and practices of the DOE regarding storage,
retrievability, access controls, retention, and disposal of the records;
(6) The title and business address of the DOE official who is
responsible for the system of records;
(7) The DOE procedures whereby an individual can be notified at his
request if the system of records contains a record pertaining to him;
(8) The DOE procedures whereby an individual can be notified at his
request about how he can gain access to any record pertaining to him
contained in the system or records, and how he can contest its content;
and
(9) the categories of source of records in the systems.
(b) Notwithstanding the requirements of paragraph (a) of this section,
the notice of systems of records shall not necessarily include the
information in paragraphs (a) (7)-(9) of this section if DOE has claimed
a general or specific exemption from the requirements of the Act, as
provided in Sec. 1008.12.
(c) Copies of the notices as printed in the Federal Register shall be
available at the DOE locations listed at Sec. 1008.2(c). Requests by
mail for copies of such notices should be sent to Privacy Act Officer,
Headquarters, U.S. Department of Energy, Washington, DC 20585. The first
copy will be furnished free of charge. For each additional copy, the
costs of printing and handling may be charged.
(d) DOE shall publish in the Federal Register notice of any new
routine use or intended routine use of a record in the system of
records, at least 30 calendar days prior to the implementation of any
new routine use of a record in a system of records, or at least 30
calendar days prior to publication of the annual notice of such routine
uses, as provided in paragraph (a) of this section, an opportunity for
interested persons to submit written comments consisting of data, views,
or arguments regarding such use to DOE, shall be provided.
Sec. 1008.24 Criminal penalties--failure to publish a system notice.
Subsection (i)(2) of the Act provides that an agency officer or
employee who willfully maintains a system of records without publishing
a system notice as required by subsection (e)(4) of the Act shall be
guilty of a misdemeanor and fined up to $5,000.
Title 18-Conservation of Power, Water Resources
Chapter I-Federal Energy Regulatory Commission, Department of Energy
PART 3b--COLLECTION, MAINTENANCE, USE, AND DISSEMINATION OF RECORDS OF
IDENTIFIABLE PERSONAL INFORMATION
Subpart A--General
Sec.
3b.1 Purpose.
3b.2 Definitions.
3b.3 Notice requirements.
3b.4 Government contractors.
3b.5 Legal guardians.
Subpart B--Standards for Maintenance and Collection of Records
3b.201 Content of records.
3b.202 Collection of information from individuals concerned.
3b.203 Rules of conduct.
3b.204 Safeguarding information in manual and computer-based record
systems.
Subpart C--Rules for Disclosure of Records
3b.220 Notification of maintenance of records to individuals concerned.
3b.221 Access of records to individuals concerned.
3b.222 Identification requirements.
3b.223 Fees.
3b.224 Requests to amend records and disputes thereon.
3b.225 Written consent for disclosure.
3b.226 Accounting of disclosures.
3b.227 Mailing lists.
Subpart D--Rules for Exemptions
3b.250 Specific exemptions.
Authority: Federal Power Act, as amended, section 309, 49 Stat. 858-
859 (16 U.S.C. 825h); Natural Gas Act, as amended, Section 16, 52 Stat.
830 (15 U.S.C. 717o); and Pub. L. No. 93-579 (88 Stat. 1896).
Source: Order No. 536, 40 FR 44288, Sept. 25, 1975, unless otherwise
noted.
Subpart A--General
Sec. 3b.1 Purpose.
Part 3b describes the Federal Power Commission's program to implement
the provisions of the Privacy Act of 1974 (Pub. L. No. 93-579, 88 Stat.
1896) to allow individuals to have a say in the collection and use of
information which may be used in determinations affecting them. The
program is structured to permit an individual to determine what records
pertaining to him and filed under his individual name, or some other
identifying particular, are collected, maintained, used or disseminated
by the Commission, to permit him access to such records, and to correct
or amend them, and to provide that the Commission collect, use, maintain
and disseminate such information in a lawful manner for a necessary
purpose.
Sec. 3b.2 Definitions.
In this part:
(a) ``Agency'', as defined in 5 U.S.C. 551(1) as ``* * * each
authority of the Government of the United States, whether or not it is
within or subject to review by another agency, * * *'', includes any
executive department, military department, Government corporation,
Government controlled corporation, or other establishment in the
executive branch of the Government (including the Executive Office of
the President), or any independent regulatory agency (5 U.S.C. 552(e));
(b) ``Individual'' means a citizen of the United States or an alien
lawfully admitted for permanent residence;
(c) ``Maintain'' includes, maintain, collect, use, or disseminate;
(d) ``Record'' means any item, collection or grouping of information
about an individual that is maintained by an agency, including, but not
limited to, his education, financial transactions, medical history, and
criminal or employment history and that contains his name, or the
identifying number, symbol, or other identifying particular assigned to
the individual, such as a finger or voice print or a photograph;
(e) ``System of records'' means a group of any records under the
control of any agency from which information is retrieved by the name of
the individual or by some identifying number, symbol, or other
identifying particular assigned to the individual;
(f) ``Statistical record'' means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual, except as provided by section 8 of title 13 of
the United States Code;
(g) ``Routine use'' means, with respect to the disclosure of a record,
the use of such record for a purpose which is compatible with the
purpose for which it was collected; and
(h) ``Disclosure'' means either the transmittal of a copy of a record
or the granting of access to a record, by oral, written, electronic or
mechanical communication.
Sec. 3b.3 Notice requirements.
(a) The Commission will publish at least annually in the Federal
Register a notice identifying the systems of records currently
maintained by the Commission. For each system of records, the notice
will include the following information:
(1) The name and location of the system;
(2) The categories of individuals on whom records are maintained in
the system;
(3) The categories of records maintained in the system;
(4) The specific statutory provision or executive order, or rule or
regulation issued pursuant thereto, authorizing the maintenance of the
information contained in the system;
(5) Each routine use of the records contained in the system, including
the categories of users and the purposes of such use;
(6) The policies and practices regarding the storage, retrievability,
access controls, and retention and disposal of the records;
(7) The title and business address of the Commission official who is
responsible for the system of records;
(8) The procedures whereby an individual can be notified at his
request if the system of records contains a record pertaining to him;
(9) The procedures whereby an individual can be notified at his
request how he can gain access to any record pertaining to him contained
in the system of records, and how he can contest its contents; and
(10) The categories of sources of records in the system.
(b) At least thirty days prior to its operation, the Commission will
publish in the Federal Register a notice of its intention to establish a
new system of records reciting the information required pursuant to
paragraphs (a) (1)-(10) of this section and notice of any major change
to an existing system.
(c) The Commission will publish in the Federal Register a notice of
its intention to establish any new or intended routine use of the
information in an existing system of records at least thirty days prior
to the disclosure of the record for that routine use. A new routine use
is one which involves disclosure of records for a new purpose compatible
with the purpose for which the record is maintained or which involves
disclosure to a new recipient or category of recipients. At a minimum,
the notice will contain the following information:
(1) The name of the system of records for which the routine use is to
be established;
(2) The authority authorizing the maintenance of the information
contained in the system;
(3) The categories of records maintained in the system;
(4) The proposed routine use(s);
(5) The categories of recipients for each proposed routine use; and
(6) Reference to the public notice in the Federal Register under which
the existing system had already been published.
Sec. 3b.4 Government contractors.
Systems of records operated by a contractor, pursuant to a
``contract,'' on behalf of the Commission, which are designed to
accomplish a Commission function, are considered, for the purposes of
this part, to be maintained by the Commission. A ``contract'' covers any
contract, written or oral, subject to the Federal Procurement
Regulations. The contractual instrument will specify, to the extent
consistent with the Commission's authority to require it, that the
systems of records be maintained in accordance with the requirements of
this part.
Sec. 3b.5 Legal guardians.
For the purposes of this part, the parent of any minor, or the legal
guardian of any individual who has been declared to be incompetent due
to physical or mental incapacity or age by a court of competent
jurisdiction, may act on behalf of the individual.
Subpart B--Standards for Maintenance and Collection of Records
Sec. 3b.201 Content of records.
(a) All records which are maintained by the Commission in a system of
records will contain only such information about an individual that is
relevant and necessary to accomplish a purpose of the Commission as
required to be accomplished by statute or by executive order of the
President. Pursuant to Sec. 3b.3(a)(4) of this part, the Commission will
identify in the Federal Register the specific provisions in law which
authorize it to maintain information in a system of records. In
determining the ``relevance'' and ``necessity'' of records, the
following considerations will govern:
(1) Whether each item of information relates to the purposes, in law,
for which the system is maintained;
(2) The adverse consequences, if any, of not collecting the
information;
(3) Whether the need for the information could be met through the
maintenance of the information in a non-individually identifiable form;
(4) Whether the information in the record is required to be collected
on every individual who is the subject of a record in the system or
whether a sampling procedure would suffice;
(5) The length of time it is necessary to retain the information;
(6) The financial cost of maintaining the record as compared to the
adverse consequences of not maintaining it; and
(7) Whether the information, while generally relevant and necessary to
accomplish a statutory purpose, is specifically relevant and necessary
only in certain cases.
(b) All records which the Commission maintains in a system of records
and which are used to make a determination about an individual will be
maintained with such accuracy, relevance, timeliness, and completeness
as is reasonably necessary to assure fairness to the individual in the
determination. Where practicable, in questionable instances,
reverification of pertinent information with the individual to whom the
record pertains may be appropriate. In pursuit of ``completeness'' in
the collection of information, the Commission will limit its records to
those elements of information which clearly bear on the determination
for which the records are intended to be used, assuring that all
elements necessary to the determination are present before the
determination is made.
(c) Prior to disseminating any records in a system of records, the
Commission will make reasonable efforts to assure that such records are
as accurate, relevant, timely, and complete as appropriate for the
purposes for which they are collected and/or maintained, except when
they are disclosed to a member of the public under the Freedom of
Information Act, 5 U.S.C. 552, as amended, or to another agency.
(d) No records of the Commission in a system of records shall describe
how any individual exercises his First Amendment rights unless expressly
authorized by statute or by the individual about whom the record is
maintained or unless pertinent to and within the scope of an authorized
law enforcement activity. The exercise of these rights includes, but is
not limited to, religious and political beliefs, freedom of speech and
of the press, and freedom of assembly and petition. In determining
whether or not a particular activity constitutes the exercise of a right
guaranteed by the First Amendment, the Commission will apply the
broadest reasonable interpretation.
Sec. 3b.202 Collection of information from individuals concerned.
(a) Any information collected by the Commission for inclusion in a
system of records which may result in adverse determinations about an
individual's rights, benefits, and privileges under Federal programs,
will, to the greatest extent practicable, be collected directly from the
subject individual (see paragraph (d) of this section).
(b) The Commission will inform each individual whom it asks to supply
information about himself, on the form which it uses to collect the
information, or on a separate sheet that can be easily retained by the
individual, in language which is explicit, informative, and easily
understood, and not so lengthy as to deter an individual from reading
it, of:
(1) The specific provision of the statute or executive order of the
President, including the brief title or subject of that statute or order
which authorizes the solicitation of the information; whether disclosure
of such information is mandatory or voluntary; and whether the
Commission is authorized or required to impose penalties for failing to
respond;
(2) The principal purpose or purposes for which the information is
intended to be used;
(3) The routine uses which may be made of the information, as
described in the Federal Register in the notice of the system of records
in which the information is maintained, and which are relatable and
necessary to a purpose described pursuant to paragraph (b)(2) of this
section; and
(4) The effects (beneficial and adverse) on the individual if any, of
not providing all or any part of the requested information.
(c) Social security numbers will not be required from individuals whom
the Commission asks to supply information unless the disclosure of the
number is required by Federal statute or unless disclosure is to the
Commission maintaining a system of records in existence and operating
before January 1, 1975, if such disclosure was required pursuant to a
statute or regulation adopted prior to such date to verify the identity
of an individual. When an individual is requested to disclose his social
security number to the Commission, he will be informed under what
statutory or other authority such number is solicited, what uses will be
made of it, whether disclosure is mandatory or voluntary, and if it is
mandatory, under what provisions of law or regulation.
(d) The use of third-party sources to collect information about an
individual may be appropriate in certain circumstances. In determining
when the use of third-party sources would be appropriate, the following
considerations will govern:
(1) When the information needed can only be obtained from a third
party;
(2) When the cost of collecting the information directly from the
individual concerned far exceeds the cost of collecting it from a third
party;
(3) When there is little risk that the information proposed to be
collected from the third party, if inaccurate, could result in an
adverse determination about the individual concerned.
(4) When there is a need to insure the accuracy of information
supplied by an individual by verifying it with a third party, or there
is a need to obtain a qualitative assessment of the individual's
capabilities or character; or
(5) When there are provisions for verifying any third-party
information with the individual concerned before making a determination
based on that information.
Third party sources, where feasible, will be informed of the purposes
for which information which they are asked to provide will be used. In
appropriate circumstances, pursuant to 5 U.S.C. 552a(k) (2), (5), and
(7), the Commission may assure a third party that his identity will not
be revealed to the subject of the collected information.
Sec. 3b.203 Rules of conduct.
(a) The Executive Director of the Commission has the overall
administrative responsibility for implementing the provisions of the
Privacy Act of 1974 and overseeing the conduct of all Commission
employees with respect to the act.
(b) It is the responsibility of the Comptroller of the Commission,
under the guidance of the Executive Director, to prepare the appropriate
internal administrative procedures to assure that all persons involved
in the design, development, or operation of any system of records, or in
collecting, using, or disseminating any individual record, and who have
access to any system of records, are informed of all rules and
requirements of the Commission to protect the privacy of the individuals
who are the subjects of the records, including the applicable provisions
of the FPC Standards of Conduct for Employees, Special Government
Employees and Commissioners, specifically 18 CFR 3.207(e) and 3.228(d).
(c) The Director, Office of Personnel Programs, is responsible for
establishing and conducting an adequate training program for such
persons whose official duties require access to and collection,
maintenance, use, and dissemination of such records.
(d) The General Counsel of the Commission is responsible for providing
legal interpretation of the Privacy Act of 1974, and for preparing all
agency rules and notices for official publication in compliance with the
act.
(e) Commission employees will be informed of all the implications of
their actions in this area, including especially:
(1) That there are criminal penalties for knowing and willful
unauthorized disclosure of material within a system of records; for
willful failure to publish a public notice of the existence of a system
of records; and for knowingly and willfully requesting or obtaining
records under false pretenses;
(2) That the Commission may be subject to civil suit due to failure to
amend an individual's record in accordance with his request or failure
to review his request in conformity with Sec. 3b.224; refusal to comply
with an individual's request of access to a record under Sec. 3b.221;
willful or intentional failure to maintain a record accurately pursuant
to Sec. 3b.201(b) and consequently a determination is made which is
adverse to the individual; or willful or intentional failure to comply
with any other provision of the Privacy Act of 1974, or any rule
promulgated thereunder, in such a way as to have an adverse effect upon
an individual.
Sec. 3b.204 Safeguarding information in manual and computer-based
record systems.
(a) The administrative and physical controls to protect the
information in the manual and computer-based record systems from
unauthorized access or disclosure will be specified for each system in
the Federal Register. The system managers, who are responsible for
providing protection and accountability of such records at all times and
for insuring that the records are secured in proper containers whenever
they are not in use or under direct control of authorized persons, will
be identified for each system of records in the Federal Register.
(b) Whenever records in the manual or computer-based record systems,
including input and output documents, punched cards, and magnetic tapes
or disks, are not under the personal control of an authorized person,
they will be stored in lockable containers and/or in a secured room, or
in alternative storage systems which furnish an equivalent or greater
degree of physical security. In this regard, the Commission may refer to
security guidelines prepared by the General Services Administration, the
Department of Commerce (National Bureau of Standards), or other agencies
with appropriate knowledge and expertise.
(c) Access to and use of records will only be permitted to persons
pursuant to Secs. 3b.221, 3b.224, and 3b.225. Access to areas where
records are stored will be limited to those persons whose official
duties require work in such areas. Proper control of data, in any form,
associated with the manual and computer-based record systems will be
maintained at all times, including maintenance of an accounting of
removal of the records from the storage area.
Subpart C--Rules for Disclosure of Records
Sec. 3b.220 Notification of maintenance of records to individuals
concerned.
(a) Upon written request, either in person or by mail, to the
appropriate system manager specified for each system of records, an
individual will be notified whether a system of records maintained by
the Commission and named by the individual contains a record or records
pertaining to him and filed under his individual name, or some other
identifying particular.
(b) The system manager may require appropriate identification pursuant
to Sec. 3b.222, and if necessary, may request from the individual
additional information needed to locate the record which the individual
should reasonably be expected to know, such as, but not limited to, date
of birth, place of birth, and a parent's first name.
(c) When practicable, the system manager will provide a written
acknowledgement of the inquiry within ten days of receipt of the inquiry
(excluding Saturdays, Sundays and legal public holidays) and
notification of whether or not a system of records maintained by the
Commission and named by the individual contains a record pertaining to
him and filed under his individual name or some other identifying
particular. If the system manager is unable to provide an answer within
the ten-day period, he will so inform the individual in writing, stating
the reasons therefor (for good cause shown), and when it is anticipated
that notification will be made. Such an extension will not exceed
fifteen days from receipt of the inquiry (excluding Saturdays, Sundays,
and legal public holidays).
(d) ``For good cause shown'', as used in all sections of this part,
includes circumstances such as the following: Where a search for and/or
collection of requested records from inactive storage, field offices, or
other establishments is required; where a voluminous amount of data is
involved; where information on other individuals must be separated or
expunged from the record; or where consultations are required with other
agencies or with others having a substantial interest in the
determination of the request.
Sec. 3b.221 Access of records to individuals concerned.
(a) Upon written request, either in person or by mail, to the
appropriate system manager specified for each system of records, any
individual may gain access to records or information in a system of
records pertaining to him and filed under his individual name, or some
other identifying particular, to review and to have a copy made of all
or any portion thereof in a form comprehensible to him.
(b) A person of his own choosing may accompany the individual to whom
the record pertains when the record is disclosed [see Sec. 3b.222(e)].
(c) Before disclosure, the following procedure may apply:
Medical or psychological records will be disclosed directly to the
individual to whom they pertain unless, in the judgment of the system
manager, in consultation with a medical doctor or a psychologist, access
to such records could have an adverse effect upon the individual. When
the system manager and a doctor determine that the disclosure of such
information could have an adverse effect upon the individual to whom it
pertains, the system manager may transmit such information to a medical
doctor named by the requesting individual.
(d) The system manager will provide a written acknowledgement of the
receipt of a request for access within ten days of receipt (excluding
Saturdays, Sundays, and legal public holidays). Such acknowledgement
may, if necessary, request any additional information needed to locate
the record which the individual may reasonably be expected to know, and
may require appropriate identification pursuant to Sec. 3b.222 of this
part. No acknowledgment is required if access can be granted within the
ten-day period.
(1) If access can be granted, the system manager will notify the
individual, in writing, as to when, and whether access will be granted
in person or by mail, so that access will be provided within twenty days
of the receipt of the request (excluding Saturdays, Sundays, and legal
public holidays). If the system manager is unable to provide access
within twenty days of receipt of the request, he will inform the
individual in writing as to the reasons therefor (for good cause shown),
and when it is anticipated that access will be granted. If the expected
date of access indicated in the written notification to the individual
cannot be met, the system manager will advise the individual in writing
of the delay, the reasons therefor (for good cause shown), and of a
revised date when access will be granted. Such extensions will not
exceed thirty days from receipt of the request (excluding Saturdays,
Sundays, and legal public holidays).
(2) If access cannot be granted, the system manager will inform the
individual, in writing, within twenty days of receipt of the request
(excluding Saturdays, Sundays, and legal public holidays) of the refusal
of his request; the reasons for the refusal; the right of the
individual, within thirty days of receipt of the refusal, to request in
writing a review of the refusal by the Chairman of the Federal Power
Commission, 825 North Capitol Street, NE, Washington, DC 20426, or by an
officer designated by the Chairman pursuant to Sec. 3b.224(f); and the
right of the individual to seek advice or assistance from the system
manager in obtaining such a review.
(e) The Chairman, or officer designated pursuant to Sec. 3b.224(f),
not later than thirty days (excluding Saturdays, Sundays, and legal
public holidays) from the date of receipt of the individual's request
for review will complete such review, unless, for good cause shown, the
Chairman, or designated officer, extends the thirty-day period in
writing to the individual with reasons for the delay and the approximate
date on which the review is expected to be completed. Such an extension
will not exceed thirty-five days from receipt of the request for review
(excluding Saturdays, Sundays and legal public holidays). The Chairman,
or designated officer, will make one of the following determinations:
(1) Grant the individual access to the requested record and notify the
individual, in writing, as to when, and whether access will be granted
in person or by mail; or
(2) Inform the individual in writing of the refusal, the reasons
therefor, and the right of the individual to seek judicial review of the
refusal of his request for access.
(f)(1) The Commission will deny an individual access to the following
records pertaining to him:
(i) Information compiled in reasonable anticipation of a civil action
or proceeding;
(ii) Records listed in the Federal Register as exempt from certain
provisions of the Privacy Act of 1974, pursuant to Subpart D of this
Part; and
(iii) Records which may be required to be withheld under other
statutory provisions.
(2) The Commission will not deny an individual access to a record
pertaining to him because that record is permitted to be withheld from
members of the public under the Freedom of Information Act, 5 U.S.C.
552, as amended.
(g) Disclosure of an original record will take place in the presence
of the Commission representative having physical custody of the record.
Sec. 3b.222 Identification requirements.
The appropriate system manager specified for each system of records
will require reasonable identification from individuals to assure that
records in a system of records are disclosed to the proper person.
Identification requirements will be consistent with the nature of the
records being disclosed.
(a) Disclosure of records to the individual to whom the record
pertains, or under whose name or some other identifying particular the
record is filed, in person, requires that the individual show an
identification card. Employee identification, a Medicare card, or a
driver's license are examples of acceptable identification. Documents
incorporating a picture and signature of the individual are preferred.
(b) For records disclosed by mail, the system manager will require
certain minimum identifying information: name, date of birth, or the
system's personal identifier if known to the individual. A comparison of
the signatures of the requester and those in the record will be used to
determine identity.
(c) If the system manager determines that the data in the record is so
sensitive that unauthorized access could cause harm or embarrassment to
the individual involved, a signed notarized statement asserting identity
or some other reasonable means to verify identity will be required.
(d) If an individual can provide no suitable information or documents
for identification, the system manager will require a signed statement
from the individual asserting his identity and stipulating that the
individual understands that knowingly or willfully seeking or obtaining
access to records about an individual under false pretenses is a
misdemeanor punishable by a fine of up to $5,000.
(e) The system manager will require an individual who wishes to be
accompanied by another person when reviewing his records to furnish a
signed written statement authorizing discussion of his records in the
presence of the accompanying person.
(f) The appropriate identification requirements of this section may be
required by a system manager from an individual to whom a record does
not pertain who seeks access to the record pursuant to Sec. 3b.225.
(g) No individual will be denied notification of maintenance of a
record pursuant to Sec. 3b.220 or access to a record pursuant to
Secs. 3b.221 and 3b.224 for refusing to disclose a social security
number.
(h) No verification of identity will be required of individuals
seeking notification of or access to records which are otherwise
available to a member of the public under the Freedom of Information
Act, 5 U.S.C. 552, as amended.
Sec. 3b.223 Fees.
(a) Fees will be charged for the direct cost of duplication of records
in a system of records when copies are requested by the individual
seeking access to the records. Any person may obtain a copy of the
Commission's schedule of fees by telephone, by mail or by coming in
person to the office of the appropriate system manager who is
responsible for the protection and accountability of the desired record.
Requests for copies of requested records and payment therefor must be
made to the system manager. Fees will only be charged for costs of $2 or
more.
(b) Where practicable, self-service duplication of requested documents
may also be made on duplicating machines by the person requesting the
records, on a reimbursable basis to the system manager, in the presence
of the Commission representative having physical custody of the record.
Where data has been extracted from one of the Commission's systems of
records on magnetic tape or disks, or computer files, copies of the
records of these files may be secured on a reimbursable basis upon
written request to the appropriate system manager. The fee will vary for
each requirement, depending on size and complexity.
(c) No fee will be charged in the following instances:
(1) When the system manager determines that he can grant access to
records only by providing a copy of the record through the mail because
he cannot provide reasonable means for the individual to have access in
person;
(2) For search and review of requested records to determine if they
fall within the disclosure requirements of this part; and
(3) When the system manager makes a copy of the record as a necessary
part of the process of making it available for review.
(d) Except for requests made by Government agencies, certification of
copies of any official Commission record shall be accompanied by a fee
of $2 per document.
Sec. 3b.224 Requests to amend records and disputes thereon.
(a) Upon written request, either in person or by mail, to the
appropriate system manager specified for each system of records, any
individual may amend records in a system of records pertaining to him
and filed under his individual name or some other identifying
particular. Such requests should contain identifying information needed
to locate the record, a brief description of the item or items of
information to be amended, and information in support of the request for
amendment. The individual may obtain assistance in preparing his request
to amend a record from the appropriate system manager.
(b) The system manager will provide a written acknowledgement of the
receipt of a request to amend within ten days of receipt (excluding
Saturdays, Sundays, and legal public holidays). Such an acknowledgement
may, if necessary, request any additional information needed to make a
determination which the individual may reasonably be expected to know,
and verification of identity consistent with Sec. 3b.222. The
acknowledgement will clearly describe the request and advise the
individual requesting the amendment when he may expect to be notified of
action taken on the request. No acknowledgement is required if the
request can be reviewed, processed, and the individual notified of
compliance or denial within the ten-day period.
(c) The system manager will complete the review and advise the
individual in writing of the results within twenty days of the receipt
of the request (excluding Saturdays, Sundays, and legal public
holidays). If the system manager is unable to complete the review within
twenty days of the receipt of the request, he will inform the individual
in writing as to the reasons therefor (for good cause shown) and when it
is anticipated that the review will be completed. If the completion date
for the review indicated in the acknowledgement cannot be met, the
system manager will advise the individual in writing of the delay, the
reasons therefor (for good cause shown), and of a revised date when the
review may be expected to be completed. Such extensions will not exceed
thirty days from receipt of the request (excluding Saturdays, Sundays,
and legal public holidays). The system manager will take one of the
following actions:
(1) Make the requested correction or amendment; so advise the
individual in writing; and, where an accounting of the disclosure of the
record was made pursuant to Sec. 3b.226, advise all previous recipients
of the record in writing of the fact that the amendment was made and the
substance of the amendment [see Sec. 3b.225(d)]; or
(2) Inform the individual in writing of the refusal to amend the
record in accordance with the request; the reasons for the refusal
including any of the standards which were employed pursuant to paragraph
(d) of this section in conducting the review; the right of the
individual, within thirty days of receipt of the refusal, to request in
writing a review of the refusal by the Chairman of the Federal Power
Commission, 825 North Capitol Street, NE, Washington, DC 20426, or by an
officer designated by the Chairman pursuant to paragraph (f) of this
section; and the right of the individual to seek advice or assistance
from the system manager in obtaining such a review.
(d) In reviewing a record in response to a request to amend, the
system manager and the Chairman, or the officer he designates pursuant
to paragraph (f) of this section, shall assess the accuracy, relevance,
timeliness and completeness of the record. They shall consider the
record in terms of the criteria established in Sec. 3b.201.
(e) The Chairman, or officer designated pursuant to paragraph (f) of
this section, not later than thirty days (excluding Saturdays, Sundays,
and legal public holidays) from the date of receipt of the individual's
request for review, will complete such review, unless, for good cause
shown, the Chairman, or designated officer, extends the thirty-day
period in a writing to the individual with reasons for the delay and the
approximate date on which the review is expected to be completed. Such
an extension will not exceed thirty-five days from receipt of the
request for review (excluding Saturdays, Sundays, and legal public
holidays). The Chairman, or designated officer, will make one of the
following determinations:
(1) Make the correction in accordance with the individual's request
and proceed as in paragraph (c)(1) of this section; or
(2) Inform the individual in writing of:
(i) The refusal to amend the record in accordance with the request,
(ii) The reasons therefor, including any of the standards which were
employed pursuant to paragraph (d) of this section in conducting the
review;
(iii) The right of the individual to file with the Chairman, or
designated officer, a concise written statement setting forth the
reasons for his disagreement with the decision;
(iv) The fact that the statement of disagreement will be made
available to anyone to whom the record is subsequently disclosed,
together with the portion of the record which is disputed clearly noted,
and, with, at the discretion of the Chairman, or designated officer, a
brief statement by the Chairman, or designated officer, summarizing the
reasons for refusing to amend the record;
(v) Where an accounting of the disclosure of the record was made
pursuant to Sec. 3b.226, the fact that prior recipients of the disputed
record will be provided a copy of the individual's statement of
disagreement, with the portion of the record which is disputed clearly
noted, and, at the Chairman's or designated officer's discretion, the
statement summarizing the refusal to amend [see Sec. 3b.225(d)]; and
(vi) The individual's right to seek judicial review of the refusal to
amend.
(f) The Chairman may designate, in writing, another officer of the
Commission to act in his capacity for the purposes of this part. The
officer will be organizationally independent of or senior to the system
manager who made the initial determination and will conduct a review
independent of the initial determination.
Sec. 3b.225 Written consent for disclosure.
(a) The Commission will not disclose any record which is contained in
a system of records by any means of communication to any person, or to
any other agency, unless it has the written request by, or the prior
written consent of, the individual to whom the record pertains and under
whose individual name, or some other identifying particular, the record
is filed. The written request or consent should include, at a minimum,
the general purposes for or the types of recipients to whom disclosure
may be made. The fact that an individual is informed of the purposes for
which information will be used when information is collected pursuant to
Sec. 3b.202(b)(2) will not constitute consent.
(b) A written request or consent is not required if the disclosure is:
(1) To those officers and employees of the Commission who have a need
for the record in the performance of their duties;
(2) Required under the provisions of the Freedom of Information Act, 5
U.S.C. 552, as amended;
(3) For a routine use as defined in Sec. 3b.2(g) of this part and as
described in the public notice for each system of records;
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
title 13 of the United States Code;
(5) To a recipient who has provided the appropriate system manager
specified for each system of records with advance adequate written
assurance that the record will be used solely as a statistical research
or reporting record, and the record is to be transferred in a form that
is not individually identifiable. The written statement of assurance
should include at a minimum:
(i) A statement of the purpose for requesting the record; and
(ii) Certification that the record will only be used for statistical
purposes.
In addition to stripping personally identifying information from records
released for statistical purposes, the system manager will ensure that
the identity of the individual cannot reasonably be deduced or
determined by combining various statistical records, or by reference to
public records or other available sources of information;
(6) To the National Archives of the United States, pursuant to 44
U.S.C. 2103, as a record which has sufficient historical or other value
to warrant its continued preservation by the United States Government,
or for the evaluation by the Administrator of General Services or his
designee to determine whether the record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is authorized
by law, and if the head of the agency or instrumentality, or his
delegated official, has made a written request to the appropriate system
manager specifying the particular portion of the record desired and the
law enforcement activity for which the record is being sought;
(8) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual (not necessarily the
individual to whom the record pertains), if, upon disclosure,
notification of such is sent to the last known address of the individual
to whom the record pertains;
(9) To either House of Congress, or to any committee or subcommittee
thereof, on a matter within its jurisdiction;
(10) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office; or
(11) Pursuant to the order of a court of competent jurisdiction.
(c) When a record is disclosed under compulsory legal process and such
process becomes a matter of public record, the system manager will make
reasonable efforts to notify the individual to whom the record pertains.
A notice will be sent to the individual's last known address noted in
the Commission's files.
(d) The appropriate system manager shall notify all prior recipients
of records, disclosure to whom an accounting was made pursuant to
Sec. 3b.226, of any amendments made to the records, including
corrections, amendments and notations of dispute made pursuant to
Secs. 3b.224(c)(1) and 3b.224(e)(1) and (2)(v), within ten days of
receipt of the corrected information or notation of dispute (excluding
Saturdays, Sundays, and legal public holidays), except under unusual
circumstances (see circumstances described in Sec. 3b.220(d)).
(e) The content of the records disclosed under this section shall be
maintained pursuant to the standards established in Sec. 3b.201(c).
Sec. 3b.226 Accounting of disclosures.
(a) The appropriate system manager specified for each system of
records will keep an accurate written account of all disclosures of
records made to any person or to any other agency with the written
consent or at the written request of the individual to whom the record
pertains and pursuant to Sec. 3b.225(b)(3)-(11). The account will
include the following information:
(1) The date, nature, and purpose of each disclosure;
(2) The name and address of the person or agency to whom the
disclosure is made; and
(3) A reference to the justification or basis upon which the release
was made, including reference to any written document required as when
records are released for statistical or law enforcement purposes
pursuant to Sec. 3b.225(b) (5) and (7).
(b) Each system manager will retain the accounting made under
paragraph (a) of this section for at least five years from the date of
disclosure for which the accounting is made, or the life of the record,
which ever is longer.
(c) Except for disclosures made for law enforcement purposes pursuant
to Sec. 3b.225(b)(7), and unless the system of records has been exempted
from this provision pursuant to Subpart D of this part, each system
manager will make the accounting made under paragraph (a) of this
section available to the individual named in the record at his written
request.
(d) The accounting of disclosures is not a system of records under the
definition in Sec. 3b.2(e) and no accounting will be maintained for
disclosure of the accounting of disclosures.
Sec. 3b.227 Mailing lists.
An individual's name and address maintained by the Commission will not
be sold or rented for commercial or other solicitation purposes not
related to the purposes for which the information was collected, unless
such sale or rental is specifically authorized by law. This provision
shall not be construed to require the withholding of names or addresses
otherwise permitted to be made public, as pursuant to the Freedom of
Information Act, 5 U.S.C. 552, as amended.
Subpart D--Rules for Exemptions
Sec. 3b.250 Specific exemptions.
Any system of records maintained by the Commission may be exempt from
certain provisions of the Privacy Act of 1974, and the appropriate
sections of this part promulgated pursuant thereto, if the following
requirements are met:
(a) The system of records falls within one or more of the following
categories:
(1) Records subject to the provisions of 5 U.S.C. 552(b)(1) as
classified material;
(2) Investigatory material compiled for law enforcement purposes
[except to the extent that the system is more broadly exempt under 5
U.S.C. 552a(j)(2) covering records maintained by an agency whose
principal function pertains to the enforcement of criminal laws]
provided, however, that is such record is used as a basis for denying an
individual any right, privilege, or benefit to which the individual
would be entitled in the absence of that record, the individual must be
granted access to that record except to the extent that access would
reveal the identity of a confidential source who furnished the
information to the Government under an express promise that his identity
would be held in confidence, or, prior to September 27, 1975, under an
implied promise that his identity would be held in confidence;
(3) Records maintained to provide protective services to the President
of the United States or other individuals pursuant to 18 U.S.C. 3056;
(4) Records required by statute to be maintained and used solely as
statistical records;
(5) Investigatory material compiled solely for determining
suitability, eligibility, or qualifications for Federal civilian
employment, military service, Federal contracts, or access to classified
information, but only to the extent that disclosure of such material
would reveal the identity of a source who furnished information to the
Government under an express promise that his identity would be held in
confidence, or, prior to September 27, 1975, under an implied promise
that his identity would be held in confidence;
(6) Testing or examination material used solely to determine
individual qualifications for appointment or promotion in the Federal
service the disclosure of which would compromise the objectivity or
fairness of the testing or examination process; or
(7) Material used to evaluate potential for promotion in the armed
services, but only to the extent that the disclosure of such material
would reveal the identity of a source who furnished the information to
the Government under an express promise that his identity would be held
in confidence, or, prior to September 27, 1975, under an implied promise
that his identity would be held in confidence;
(b) Publication in the Federal Register is made in accordance with the
requirements (including general public notice) of the Administrative
Procedure Act, 5 U.S.C. 553, to include, at a minimum:
(1) The name of the system of records;
(2) The specific provision or provisions of the Privacy Act of 1974,
and the appropriate sections of this part promulgated pursuant thereto,
from which the system is to be exempted; and
(3) The reasons for the exemption; and
(c) The system of records is exempted from one or more of the
following provisions of the Privacy Act and the appropriate sections of
this part promulgated pursuant thereto:
(1) 5 U.S.C. 552a(c)(3); 18 CFR 3b.226(c)--Making the accounting of
disclosures available to the individual named in the record at his
request;
(2) 5 U.S.C. 552a(d); 18 CFR 3b.221, 3b.224--Granting an individual
the right of access to his records and permitting him to request
amendment of such;
(3) 5 U.S.C. 552a(e)(1); 18 CFR 3b.201(a)--Requiring maintenance of
relevant and necessary information in a system of records as required by
statute or executive order of the President;
(4) 5 U.S.C. 552a(e)(4)(G); 18 CFR 3b.3(a)(8)--Requiring a description
of procedures for determining if a system contains a record on an
individual in the public notice of the system of records;
(5) 5 U.S.C. 552a(e)(4)(H); 18 CFR 3b.3(a)(9)--Requiring a description
of procedures for gaining access to and contesting the contents of a
record in the public notice of the system of records;
(6) 5 U.S.C. 552a(e)(4)(I); 18 CFR 3b.3(a)(10)--Requiring a
description of the categories of the sources of records in the public
notice of the system of records; and
(7) 5 U.S.C. 552a(f); 18 CFR 3b.220-3b.224--Requiring agency rules for
determining if an individual is the subject of a record, for handling
requests for access, for granting requests for access, for amending
records, and for fees.