[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEFENSE NUCLEAR FACILITIES SAFETY BOARD
Table of contents
Personnel Security Files, DNFSB-1.
Administrative and Travel Files, DNFSB-2.
Drug Testing Program Records, DNFSB-3.
Personnel Files, DNFSB-4.
Personnel Radiation Exposure Files.
DNFSB Staff Resume Book
Supervisor Files
DNFSB-1
System name:
Personnel Security Files.
Security classification:
Unclassified materials.
System location:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901.
Categories of individuals covered by the system:
Employees and applicants for employment with DNFSB and DNFSB
contractors; consultants; other individuals requiring access to
classified materials and facilities.
Categories of records in the system:
Personnel security folders and requests for security clearances,
Forms SF 86, 86A, 87, 312, and DOE Forms 5631.18, 5631.29, 5631.20,
and 5631.21. In addition, records containing the following
information:
(1) Security clearance request information;
(2) Records of security education and foreign travel;
(3) Records of any security infractions;
(4) Names of individuals visiting DNFSB; and
(5) Employee identification files (including photographs)
maintained for access purposes.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
DNFSB--to determine which individuals should have access to
classified material and to be able to transfer clearances to other
facilities for visitor control purposes.
DOE--to determine eligibility for security clearances.
Other Federal and State agencies--to determine eligibility for
security clearances.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records, magnetic disk, and computer printouts.
Retrievability:
By name and social security number.
Safeguards:
Access is limited to employees having a need to know. Records are
stored in locked file cabinets in a controlled access area in
accordance with Board directives and Federal guidelines.
Retention and disposal:
Records retention and disposal authorities are contained in the
``General Records Schedules'' published by National Archives and
Records Administration, Washington, DC. Records within DNFSB are
destroyed by shredding or burning, as appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901. Attention: Facilities and
Security Management Specialist.
Notification procedure:
Requests by an individual to determine if DNFSB-1 contains
information about him/her should be directed to the Privacy Act
Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue,
NW, Suite 700, Washington, DC 20004-2901. Required identifying
information: Complete name, social security number, and date of
birth.
Record access procedures:
Same as Notification procedure above, except individual must show
official photo identification, such as driver's license, passport, or
government identification before viewing records.
Contesting record procedure:
Same as Record Access procedure.
Record source categories:
Subject individuals, Questionnaire for Sensitive Positions (SF-
86), agency files, official visitor logs, OPM Investigators, and DOE
Personnel Security Branch.
Exemption claimed for the system:
None.
DNFSB-2
System name:
Administrative and Travel Files.
Security classification:
Unclassified.
System location:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901.
Categories of individuals covered by the system:
Employees and applicants for employment with DNFSB, including
DNFSB contractors and consultants.
Categories of records in the system:
Records containing the following information:
(1) Time and attendance;
(2) Payroll actions, financial transactions, and deduction
information requests;
(3) Authorizations for overtime and night differential;
(4) Credit cards and telephone calling cards issued to
individuals and information pertaining to the use of such cards;
(5) Destination, itinerary, mode and purpose of travel;
(6) Date(s) of travel and all expenses;
(7) Passport number,
(8) Requests for advance of funds and vouchers, both TDY and
local, with receipts;
(9) Travel authorizations;
(10) Employee relocation records;
(11) Name, home address, home telephone number, social security
number and birth date;
(12) Employee parking permits;
(13) Employee public transit subsidy applications and vouchers;
and
(14) Traveler profiles.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (Amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Treasury Department--To collect withheld taxes, print payroll
checks, and issue savings bonds:
Internal Revenue Service--To process Federal income tax.
State and Local Governments--To process state and local income
tax.
Office of Personnel Management--Retirement records and benefits.
Social Security Administration--Social Security records and
benefits.
Department of Labor--To process Workmen's Compensation claims.
Department of Defense--Military Retired Pay Offices--To adjust
Military retirement.
Financial Institutions--To credit accounts for deposits and/or
allotments made through payroll deductions.
Health Insurance Carriers--To process insurance claims.
General Accounting Office--Audit--To verify accuracy and legality
of disbursement.
Veterans Administration--To evaluate veteran's benefits to which
the individual may be entitled.
States' Departments of Employment Security--To determine
entitlement to unemployment compensation or other state benefits.
Travel Agencies--To process travel itineraries.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records, magnetic disk, and computer printouts.
Retrievability:
By name and social security number.
Safeguards:
Access is limited to employees having a need to know. Records are
stored in locked file cabinets in a controlled access area in
accordance with Board directives and Federal guidelines.
Retention and disposal:
Records retention and disposal authorities are contained in the
``General Records Schedules'' published by National Archives and
Records Administration, Washington, DC. Records within DNFSB are
destroyed by shredding or burning, as appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901, Attention: Director of Finance
and Administration.
Notification procedure:
Requests by an individual to determine if DNFSB-2 contains
information about him/her should be directed to the Privacy Act
Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue,
NW, Suite 700, Washington, DC 20004-2901. Required identifying
information: Complete name, social security number, and date of
birth.
Record access procedure:
Same as Notification procedures above, except individual must
show official photo identification, such as driver's license,
passport, or government identification before viewing records.
Contesting record procedure:
Same as Record Access procedure.
Record source categories:
Subject individuals, timekeepers, official personnel records, GSA
for accounting and payroll, OPM for official personnel records, IRS
and State officials for withholding and tax information, and travel
agency contract.
Exemption claimed for the system:
None.
DNFSB-3
System name:
Drug Testing Program Records--DNFSB.
Security classification:
Unclassified.
System location:
Primary System: Division of Human Resources, Defense Nuclear
Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700,
Washington, DC 20004-2901. Duplicate Systems: Duplicate systems may
exist, in whole or in part, at contractor testing laboratories and
collection/evaluation facilities.
Categories of individuals covered by the system:
DNFSB employees and applicants for employment with the DNFSB.
Categories of records in the system:
These records contain information regarding results of the drug
testing program; requests for and results of initial, confirmatory
and follow-up testing, if appropriate; additional information
supplied by DNFSB employees or employment applicants in challenge to
positive test results; information supplied by individuals concerning
alleged drug abuse by Board employees; and written statements or
medical evaluations of attending physicians and/or information
regarding prescription of nonprescription drugs.
Authority for maintenance of the system:
(1) Executive Order 12564; September 15, 1986.
(2) Section 503 of the Supplemental Appropriations Act of 1987,
Pub. L. 100-71, 101 Stat. 391, 468-471, codified at 5 U.S.C. 7301
note (1987).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Information in these records may be used by the DNFSB management:
(1) To identify substance abusers within the agency;
(2) To initiate counseling and rehabilitation program;
(3) To take personnel actions;
(4) To taken personnel security actions; and
(5) For statistical purposes.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on paper in file folders. Additionally,
records used for initiating a random drug test are maintained on the
Random Employee Selection Automation System. This is a stand-alone
system resident on a desktop computer and is password-protected.
Retrievability:
Records maintained in file folders are indexed and accessed by
name and social security number. Records maintained for random drug
testing are accessed by using a computer data base which contains
employees' names, social security numbers, and job titles. Employees
are then selected from the available pool by the computer, and a list
is given to the Drug Program Coordinator of employees and alternates
selected for drug testing.
Safeguards:
Access to and use of these records is limited to those persons
whose official duties require such access, with records maintained
and used with the highest regard for personal privacy. Records in the
Division of Human Resources are stored in an approved security
container under the immediate control of the Director, Division of
Human Resources, or designee. Records in laboratory/collection/
evaluation facilities will be stored under appropriate security
measures so that access is limited and controlled.
Retention and disposal:
(1) Test results, whether negative or positive, and other drug
screening records filed in the Division of Human Resources will be
retained and retrieved as indicated under the Retrievability
category. When an individual terminates employment with the DNFSB,
negative test results will be destroyed by shredding, or by other
approved disposal methods. Positive test results will be maintained
through the conclusion of any administrative or judicial proceedings,
at which time they will be destroyed by shredding, or by other
approved disposal methods.
(2) Test results, whether negative or positive, on file in
contractor testing laboratories, ordinarily will be maintained for a
minimum of two years in the laboratories. Upon instructions provided
by the Division of Human Resources, the results will be transferred
to the Division of Human Resources when the contract is terminated or
whenever an individual, previously subjected to urinalysis by the
laboratory, terminates employment with the DNFSB. Records received
from the laboratories by the Division of Human Resources will be
incorporated into other records in the system, or if the individual
has terminated, those records reflecting negative test results will
be destroyed by shredding, or by other approved disposal methods.
Positive test results will be maintained through the conclusion of
any administrative or judicial proceedings, at which time they will
be destroyed by shredding, or by other approval disposal methods.
(3) Negative specimens will be destroyed according to laboratory/
contractor procedures.
(4) Positive specimens will be maintained through the conclusion
of administrative or judicial proceedings, at which time they will be
destroyed according to laboratory/contractor procedures.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901, Attention: Director of Human
Resources.
Notification procedure:
Requests by an individual to determine if DNFSB-3 contains
information about him/her should be directed to Director of Human
Resources, Defense Nuclear Facilities Safety Board, 625 Indiana
Avenue, NW, Suite 700, Washington, DC 20004-2901. Required
identifying information: Complete name, social security number, and
date of birth.
Record access procedure:
Same as Notification procedures above, except individual must
show official photo identification, such as driver's license,
passport, or government identification before viewing records.
Contesting record procedure:
Same as Notification procedure above.
Record source categories:
DNFSB employees and employment applicants who have been
identified for drug testing, who have been tested, or who have
admitted abusing drugs prior to being tested; physicians making
statements regarding medical evaluations and/or authorized
prescriptions for drugs; individuals providing information concerning
alleged drug abuse by Board employees; DNFSB contractors for
processing, including but not limited to, specimen collection,
laboratories for analysis, and medical evaluations; and DNFSB staff
administering the drug testing program to ensure the achievement of a
drug-free workplace.
Exemption claimed for the system:
Pursuant to 5 U.S.C. 552a(k)(5), the Board has exempted portions
of this system of records from 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(C), (H), (J), and (f). The exemption is invoked for
information in the system of records which would disclose the
identity of a person who has supplied information on drug abuse by a
Board employee.
DNFSB-4
System name:
Personnel Files.
Security classification:
Unclassified.
System location:
Defense Nuclear Facilities Safety Board, 635 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901.
Categories of individuals covered by the system:
Employees and applicants for employment with the DNFSB, including
DNFSB consultants.
Categories of records in the system:
Records containing the following information:
(1) Name, social security number, sex, date of birth, home
address, home telephone number, grade level, and occupational code;
(2) Official Personnel Folders (SF-66), Service Record Cards (SF-
7), SF-171s, and resumes;
(3) Records on suggestions, awards, and bonuses;
(4) Training requests, authorization data, and training course
evaluations;
(5) Employee appraisals, appeals, grievances, and complaints;
(6) Employee disciplinary actions;
(7) Employee retirement records;
(8) Records on employment transfer; and
(9) Applications for employment with the DNFSB.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
GSA--Maintains official personnel records for DNFSB.
Office of Personnel Management--Transfer and retirement records
and benefits, and collection of anonymous statistical reports.
Social Security Administration--Social Security records and
benefits.
Federal, State, or Local government agencies--For the purpose of
investigating individuals in connection with security clearances, and
administrative or judicial proceedings.
Private Organizations--For the purpose of verifying employees'
employment status with the DNFSB.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records, magnetic disk, and computer printouts.
Retrievability:
By name and social security number.
Safeguards:
Access is limited to employees having a need to know. Records are
stored in locked file cabinets in a controlled access area in
accordance with Board directives and Federal guidelines.
Retention and disposal:
Records retention and disposal authorities are contained in the
``General Records Schedules'' published by National Archives and
Records Administration, Washington, DC. Records within DNFSB are
destroyed by shredding or burning, as appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901, Attention: Director of Human
Resources.
Notification procedure:
Requests by an individual to determine if DNFSB-4 contains
information about him/her should be directed to Director of Human
Resources, Defense Nuclear Facilities Safety Board, 625 Indiana
Avenue, NW, Suite 700, Washington, DC 20004-2901. Required
identifying information: Complete name, social security number, and
date of birth.
Record access procedure:
Same as Notification procedures above, except individual must
show official photo identification, such as driver's license,
passport, or government identification before viewing records.
Contesting record procedure:
Same as Notification procedures above.
Record source categories:
Subject individuals, official personnel records, GSA, OPM for
official personnel records, State employment agencies, educational
institutions, and supervisors.
Exemption claimed for the system:
None.
DNFSB-5
System name:
Personnel Radiation Exposure Files.
Security classification:
Unclassified materials.
System location:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901.
Categories of individuals covered by the system:
DNFSB employees.
Categories of records in the system:
Personnel folders containing radiation exposure and whole body
count.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
DNFSB--to monitor radiation exposure of its employees.
DOE--to monitor radiation exposure of visitors to the various DOE
facilities in the United States.
Other Federal and State Health Institutions--To monitor radiation
exposure of DNFSB personnel.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records, magnetic disk, and computer printouts.
Retrievability:
By name and social security number.
Safeguards:
Access is limited to employees having a need to know. Records are
stored in locked file cabinets in a controlled access area, in
accordance with Board directives and Federal guidelines.
Retention and disposal:
Records retention and disposal authorities are contained in the
``General Records Schedules'' published by National Archives and
Records Administration, Washington, DC. Records within DNFSB are
destroyed by shredding or burning, as appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901. Attention: Facilities and
Security Management Specialist.
Notification procedure:
Requests by an individual to determine if DNFSB-5 contains
information about him/her should be directed to the Privacy Act
Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue,
NW, Suite 700, Washington, DC 20004-2901. Required identifying
information: Complete name, social security number, and date of
birth.
Record access procedures:
Same as Notification procedure above, except individual must show
official photo identification, such as driver's license, passport, or
government identification before viewing records.
Contesting record procedures:
Same as Record Access procedure.
Record source categories:
Subject individuals, previous employee records, and DOE.
Exemption claimed for the system:
None.
DNFSB-6
System name:
DNFSB Staff Resume book.
Security classification:
Unclassified materials.
System location:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901.
Categories of individuals covered by the system:
Members of the Board's technical and legal staff.
Categories of records in the system:
A summary of each employee's educational background and work
experience, with emphasis on areas relevant to the individual's work
at the Board.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The Resume Book may be distributed to representatives of the
press, Congressional staffs, representatives of State and local
governments, and to any member of the public or any organization
having a legitimate interest in understanding the technical and legal
qualifications of the Board's staff.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and computer files.
Retrievability:
By employee name.
Safeguards:
Copies of the Resume Book will be sequentially numbered and all
copies will be stored under the control of a Board employee. A record
will be kept of each disclosure of the book by name of the receiving
party and purpose for which the information is provided. The Resume
Book will not be available via Internet nor will it be placed in the
Board's Public Reading Room.
Retention and disposal:
The Resume Book will be periodically updated, and out-of-date
copies will be destroyed by shredding or burning, as appropriate,
when updated copies are printed.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW,
Suite 700, Washington, DC 20004-2901. Attention: Privacy Act Officer.
Notification procedure:
Board employees included in the Resume Book may examine it at any
time. They may also examine the list of disclosures maintained by the
System Manager.
Record access procedure:
Same as Notification Procedure.
Contesting record procedure:
Any Board employee included in the Resume Book may request that
corrections be made in his/her resume at any time.
Record source categories:
Subject individuals.
Exemption claimed for the system:
None.
DNFSB-7
System name:
Supervisor Files.
Security classification:
Unclassified materials.
System location:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW.,
Washington, DC 20004-2901.
Categories of individuals covered by the system:
Members of the Board's technical, legal, and administrative
staff.
Categories of records in the system:
Files maintained by supervisors, indexed by employee name,
containing positive or negative information used primarily to write
annual or mid-year performance appraisals or to propose awards and
honors. The files may contain written correspondence, examples of an
employee's work, printed versions of electronic communications,
private notes by the supervisor, and other records bearing on the
individual's performance.
Authority for maintenance of the system:
National Defense Authorization Act, Fiscal Year 1989 (amended the
Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new
Chapter 21--Defense Nuclear Facilities Safety Board).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Records are used by supervisors to write annual or mid-year
performance appraisals for their employees or to propose awards and
honors. Records may also be used in connection with disciplinary and
adverse actions. These records are not disclosed outside DNFSB and
will not be accessed by persons other than the supervisor maintaining
the record and administrative staff personnel assigned to file or
retrieve records, except as required by law consistent with the
Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and computer files.
Retrievability:
By employee name.
Safeguards:
Access is limited to the individual supervisor keeping the
records and administrative personnel who may file or retrieve
records. Records are stored in locked file cabinets or in locked desk
drawers.
Retention and disposal:
Records retention and disposal authorities are contained in the
``General Records Schedules'' published by National Archives and
Records Administration, Washington, DC. Most files in DNFSB-7 are
purged once per year following completion of appraisals. Records are
destroyed by shredding, burning, or burial in a sanitary landfill, as
appropriate.
System manager(s) and address:
Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW.,
Suite 700, Washington, DC 20004-2901. Attention: Andrew Thibadeau.
Notification procedure:
Request by an individual to determine if DNFSB-7 contains
information about him/her should be directed to the Privacy Act
Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue,
NW., Suite 700, Washington, DC 20004-2901. Required identifying
information: Complete name, social security number, and date of
birth.
Record access procedure:
Same as Notification procedure above, except individual must show
official photo identification, such as driver's license, passport, or
government identification before viewing records.
Contesting record procedure:
Same as Record Access procedure.
Record source categories:
Subject individuals.
System exempted from certain provisions of the act:
None.