[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
TENNESSEE VALLEY AUTHORITY
Table of Contents
TVA-1 Apprentice Training Records.
TVA-2 Personnel Files.
TVA-5 Discrimination Complaint Files.
TVA-6 Employee Accident Information.
TVA-7 Employee Accounts Receivable.
TVA-8 Employee Alleged Misconduct Investigatory Files.
TVA-9 Health Records.
TVA-10 Employee Statement of Employment and Financial Interests.
TVA-11 Payroll Records.
TVA-12 Travel History Records.
TVA-13 Employment Applicant Files.
TVA-14 Grievance Records.
TVA-15 Land Between The Lakes, Hunter Records.
TVA-18 Employee Supplementary Vacancy Announcement Records.
TVA-19 Consultant and Personal Service Contractor Records.
TVA-21 Nuclear Assurance Personnel Records.
TVA-22 Questionnaire-Land use Surveys in Vicinity of Proposed or
Licensed Nuclear Power Plant.
TVA-23 Radiation Dosimetry Personnel Monitoring Records.
TVA-26 Retirement System Records.
TVA-28 Woodland Resource Analysis Program Input Data.
TVA-29 Electricity Use, Rate, and Service Study Records.
TVA-30 Land Between The Lakes, Mailing Lists.
TVA-31 OIG Investigative Records.
TVA-32 Call Detail Records.
TVA-34 Project/Tract Files.
TVA-36 Section 26a Permit Application Records.
TVA-37 U.S. TVA Police Records.
TVA-38 Wholesale and Retail Data Files.
TVA-1
System name:
Apprentice Training Records--TVA.
System location:
Labor Relations Staff, TVA, Knoxville, TN 37902-1499; Human
Resource Information Systems, TVA, Knoxville, TN 37902-1499; Computer
Operations, TVA, Chattanooga, TN 37402-2801; all TVA locations where
apprentices are employed.
Categories of individuals covered by the system:
Current and former TVA apprentices.
Categories of records in the system:
Employment, qualifications, and evaluation information.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
National Apprenticeship Act of 1937, 50 Stat. 664.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the Bureau of Apprenticeship and Training, the Veterans'
Administration, Tennessee Valley Trades and Labor Council, and the
State and local Government agencies for reporting and evaluation
purposes.
To respond to a request from a Member of Congress regarding the
status of an apprentice.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the letting of a contract, or 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 that
matter.
To provide the following information to a prospective employer of
a TVA or former TVA employee: Job description, dates of employment,
reason for separation.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information; and to request
information from private individuals, if necessary, to obtain
information relevant to a TVA decision concerning the hiring,
retention, or promotion of an employee, the issuance of a security
clearance, or other decision within the purposes of this system of
records.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices,
microfiche, and in file folders.
Retrievability:
Records are indexed by name, craft, job code, union code, and
social security number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in secured
facilities.
Retention and disposal:
Records are maintained in accordance with established TVA record
retention schedules.
System manager(s) and address:
Senior Vice President, Labor Relations, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals seeking to learn if information on them is maintained
in this system of records should address inquiries to the system
manager named above. Requests should include the individual's full
name, craft, and location of employment.
Record access procedures:
Individuals seeking access to information about them in this
system of records should contact the system manager named above.
Access will not be granted to investigatory material compiled solely
for the purpose of determining suitability, eligibility, or
qualifications for Federal civilian employment. Federal contracts, or
access to classified information 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. Access will not be granted to
testing or examination material used solely to determine individual
qualification for appointment or promotion in the Federal service,
the disclosure of which would compromise the objectivity or fairness
of the testing or examination process.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Individual to whom the record pertains; General Aptitude Test
Battery scores from State employment security office; references from
employers, military and educational institutions; and evaluations
from joint committee on apprenticeship.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (d); (e)(4)(H); and
(f)(2), (3), and (4) of 5 U.S.C. 552a (section 3 of the Privacy Act
of 1974) to the extent that disclosure of 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,
and to the extent that disclosure of testing and examination material
would compromise the objectivity of the testing or examination
process. This exemption is pursuant to 5 U.S.C. 552a(k)(5) and (6)
and TVA regulations at 18 CFR 1301.24.
TVA-2
System name:
Personnel Files--TVA.
System location:
Human Resources, TVA, Knoxville, TN 37902-1499; Human Resource
Information Systems, TVA, Knoxville, TN 37902-1499; area human
resources offices throughout TVA; Information Services, TVA,
Chattanooga, TN 37402-2801; National Personnel Records Center, St.
Louis, MO 63118. Security/suitability investigatory files are located
separately from other records in this system. Information on
education, career counseling, or job performance may be maintained by
the TVA organization that provides the training or career counseling
or that employs the individual and by Equal Opportunity Staff.
Duplicate or certain specifically temporary information may be
maintained by human resources officers, supervisors, and
administrative officers.
Categories of individuals covered by the system:
Current and former TVA employees, some contractors, applicants
for employment, and applicants for employment by TVA contractors.
Categories of records in the system:
Information related to education; qualifications; work history;
interests and skills; test results; performance evaluation; career
counseling; personnel actions; job description; salary and benefit
information; service dates, including other Federal and military
service; replies to congressional inquiries; medical data; call
detail records for the Employee Service Center; and security
investigation data.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 10577; Executive Order 10450; Executive Order 11478;
Executive Order 11222; Equal Employment Opportunity Act of 1972, Pub.
L. 92-261, 86 Stat. 103; Veterans' Preference Act of 1944, 58 Stat.
387, as amended; various sections of title 5 of the United States
Code related to employment by TVA.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To disclose test results to State employment services.
To a State employment security office in response to a request
relating to a former employee's claim for unemployment compensation.
To respond to a request from a Member of Congress regarding the
status of an employee, former employee, or applicant.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To request from any pertinent source directly or through a TVA
contractor engaged at TVA's direction, information relevant to a TVA
decision concerning the hiring, retention, or promotion of a
employee, the issuance of a security clearance, or other decision
within the purposes of this system of records.
To provide information or disclose to a Federal agency, in
response to its request, in connection with the hiring or retention
of an employee, the letting of a contract or 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 that matter.
To provide the following information, as requested, to a
prospective employer of a TVA or former TVA employee: job
descriptions, dates of employment, and reasons for separation.
To provide an official of another Federal agency information
needed in the performance of official duties related to reconciling
or reconstructing data files, in support of the functions for which
the records were collected and maintained.
To provide information to multi-employer health and welfare and
pension funds as reasonably necessary and appropriate for proper
administration of the plan of benefits.
To provide information to TVA contractors engaged in making
suitability determinations for their prospective employees under TVA
contracts.
To contractors and subcontractors engaged at TVA's direction in
providing support services to TVA in connection with mailing
materials to TVA employees or other related services.
To provide information as requested to the Office of Personnel
Management pursuant to Executive Orders 10450 and 10577 and other
laws.
To any agency of the Federal Government having oversight or
review authority with regard to TVA activities.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To transfer information necessary to support a claim for life
insurance benefits under Federal Employees' Group Life Insurance to
Office of Federal Employees' Group Life Insurance.
To transfer information regarding claims for health insurance
benefits to health insurance carrier.
To union representatives in exercising their responsibilities
under TVA collective-bargaining agreements.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To TVA contractors and subcontractors engaged at TVA's direction
in studies and evaluation of TVA personnel management and benefits;
or the investigation of nuclear safety, reprisal, or other matters
involving TVA personnel practices or policies; or the implementation
of TVA personnel policies.
To provide pertinent information to local school districts and
other Government agencies in order to study TVA project impacts and
to aid school districts in qualifying for assistance under Pub. L.
81-874 and other laws.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
To commemorate the month and day of employee birthday
anniversaries.
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
for use in locating individuals and identifying their income sources
to establish paternity, establish and modify orders of support, and
for enforcement action.
To the Office of Child Support Enforcement for release to the
Social Security Administration for verifying social security numbers
in connection with the operation of the FPLS by the Office of Child
Support Enforcement.
To the Office of Child Support Enforcement for release to the
Department of Treasury for purposes of administering the Earned
Income Tax Credit Program (Section 32, Internal Revenue Code of 1986)
and verifying a claim with respect to employment in a tax return.
Personnel records may be used for employee population health
monitoring which includes routine clinical and epidemiological
investigations. Such studies may require the transfer of selected
items of radiation dosimetry data to health-related agencies,
organizations, or professionals for the purpose of compiling vital
health statistics, or conducting biomedical investigations.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and on automated data
storage devices (including optical disk) and microfiche.
Retrievability:
Records are indexed by name and social security number.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. All filing systems are
locked when unattended. Remote access facilities are secured through
physical and system-based safeguards.
Retention and disposal:
Personal History Records:
Nonmicrofilmed records stored at National Personnel Records
Center and microfilmed and optical disk records stored at TVA are
destroyed 75 years after birth date of employee or 60 years after
date of earliest document in the record if the date of birth cannot
be ascertained. Reference copies are destroyed when no longer needed.
Congressional inquiries are retained indefinitely; test records
are retained 10 years; occupational register cards are retained 1
year, with the exception of apprentices which are retained for 5
years; some information maintained on magnetic tape is erased after 1
year; records are disposed of in accordance with established TVA
records retention schedules.
System manager(s) and address:
Senior Vice President, Human Resources, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals wishing to learn if information on them is maintained
in this system of records should address inquiries to the Manager,
Employee Service Center, TVA, Knoxville, TN 37902-1499. Requests
should include the individual's full name, employing division, job
title, and date of birth. A social security number is not required
but may expedite TVA's response.
In addition, current employees should address inquiries also to
their supervisors or personnel officers.
Record access procedures:
Individuals seeking to gain access to information about them in
this system of records should contact the Manager, Employee Service
Center, TVA, Knoxville, TN 37901-1499. In addition, current employees
may present requests for access to their supervisors or the human
resource officer of the employing division. Requests should include
the individual's full name, employing division, job title, and date
of birth. A social security number is not required but may expedite
TVA's response. Access will not be granted to investigatory material
complied solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment or
access to classified information 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. Access will not be granted to
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.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the Manager,
Employee Service Center, TVA, Knoxville, TN 37902-1499.
Record source categories:
Individual to whom the record pertains; educational institutions;
former employers; and other reference sources; State employment
services; supervisors and other TVA personnel or personnel records;
medical officers; other Federal agencies.
In addition to the above sources, security/suitability
investigatory files contain information from law enforcement
agencies.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (d); (e)(4)(H); and
(f)(2), (3) and (4) of 5 U.S.C. 552a (section 3 of the Privacy Act of
1974) to the extent that disclosure of 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,
and to the extent that disclosure of testing or examination material
would compromise the objectivity or fairness of the testing or
examination process. This exemption is pursuant to 5 U.S.C.
552a(k)(5) and (6) and TVA regulations at 18 CFR 1301.24.
TVA-5
System name:
Discrimination Complaint Files--TVA.
System location:
Equal Opportunity Compliance Staff, TVA, Knoxville, TN 37902-
1499. Duplicate copies may be maintained in the files of the TVA
organization where the complaint originated.
Categories of individuals covered by the system:
Employees, former employees, or applicants who have received
counseling or filed complaints of discrimination based on race,
color, religion, sex, national origin, age, reprisal, or handicap.
Categories of records in the system:
This system of records contains information or documents relating
to a decision or determination made by TVA or the Equal Employment
Opportunity Commission affecting an individual. The records consist
of the precomplaint counseling report, initial appeal or complaint,
letters or notices to the individual, record of hearings when
conducted, materials placed into the record to support the decision
or determination, affidavits or statements, testimonies of witnesses,
investigative reports, and related correspondence, opinions, and
recommendations.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 11478; 42 U.S.C. 2000e-16; 29 U.S.C. 633a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A report of each complaint is made to the Equal Employment
Opportunity Commission. If an administrative appeal is filed, the
entire file is disclosed to the Equal Employment Opportunity
Commission.
To the employee's representative.
To respond to a request from a Member of Congress regarding the
status of a complaint.
To the parties of complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulations, or order issued pursuant thereto.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To TVA consultants, contractors, and subcontractors who are
engaged in studies and evaluation of TVA's administration of its
Equal Employment Opportunity program or who are providing support
services to the program.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records in this system are kept in file folders.
Retrievability:
Records in this system are indexed by name.
Safeguards:
Access to and use of these records are limited to those personnel
whose official duties require such access.
Retention and disposal:
These records are retained in accordance with established TVA
records retention schedules.
System manager(s) and address:
Director of Equal Opportunity Compliance, TVA, Knoxville, TN
37902-1499.
Notification procedure:
Individuals who have filed discrimination complaints are aware of
that fact. However, inquiries may be addressed to the system manager
named above. Individuals should provide their full name, the
approximate date of their complaint, and their employing
organization, if employed.
Record access procedures:
Individuals who have filed a discrimination complaint have been
provided a copy of the record. However, an individual may gain access
to the official copy of the complaint record by writing the system
manager named above.
Contesting record procedures:
Individuals who have filed a discrimination complaint have had an
opportunity during the complaint procedure to amend their record.
However, request for amendment or correction of items not involving
the complaint procedure may be addressed to the system manager named
above.
Record source categories:
The individual to whom the record pertains; TVA personnel and
other records; witnesses.
TVA-6
System name:
Employee Accident Information-TVA.
System location:
TVA Corporate Health and Safety, Knoxville, TN 37902-1499.
Accident reports may also be maintained in the file of the employing
organization.
Categories of individuals covered by the system:
Employees who have sustained a work-related injury or illness or
have been involved, as the operator of a TVA vehicle, in a vehicular
accident.
Categories of records in the system:
Personal identifying information and information related to the
accident, injury, or illness.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 12196; Occupational Safety and Health Act of 1970,
Pub. L., 93-237, 87 Stat. 1024.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the Department of Labor as required by the Occupational Safety
and Health Act.
To the Office of Workers' Compensation Programs in relation to an
individual's claim for compensation.
To respond to a request from a Member of Congress regarding the
status of an employee.
To provide information to a Federal agency, in response to its
request in connection with the hiring or retention of an employee,
the letting of a contract, or 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 that
matter.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information, or other pertinent information; and to request
information from private individuals, if necessary, to obtain
information relevant to a TVA decision concerning the hiring,
retention, or promotion of an employee, the issuance of a security
clearance, or other decision within the purpose of this system of
records.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information in this system is maintained on automated data
storage devices and in file folders.
Retrievability:
Records are indexed by name, date of birth, and social security
number.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. All filing systems are
locked when unattended. Remote access facilities are secured through
physical and system-based safeguards.
Retention and disposal:
Records are retained for five years, and after that period are
retained in accordance with established TVA records retention
schedules.
System manager(s) and address:
Safety Program Manager, TVA Corporate Health and Safety,
Knoxville, TN 37902-1499.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Requests should include the individual's
full name, date of birth, and approximate date of injury.
Record access procedures:
Individuals who desire access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The individual to whom the record pertains; TVA medical records;
witnesses of accidents and inquires, including appraisers of property
damage.
TVA-7
System name:
Employee Accounts Receivable--TVA.
System location:
Controller, TVA, Knoxville, TN 37902-1499; Office of the General
Counsel, TVA, Knoxville, TN 37902-1499.
Categories of individuals covered by the system:
Employees or former employees who: Authorize a payment for
specified purposes in their behalf; receive overpayment of earnings;
receive duplicate payments; are otherwise indebted to TVA.
Categories of records in the system:
Personal identifying information and information concerning
indebtedness and repayment.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd; 5
U.S.C. Chapter 55.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Debt
Collection Act of 1982 (31 U.S.C. 3711(d)(4)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on printouts, invoices, microfiche, and
posting documents.
Retrievability:
Records are indexed by payroll number, social security number,
badge number, name, or invoice number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in secured
facilities.
Retention and disposal:
Printouts are disposed of in 3 years, invoices in 7 years,
microfiche of registers in 50 years, and posting documents in 50
years.
System manager(s) and address:
Controller, TVA, Knoxville, TN 37902-1499.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Requests should include the individual's
full name and employing organization. Provisions of the social
security number is not required, but may expedite TVA's response and
may prevent the erroneous retrieval of records for another individual
with the same name.
Record access procedures:
Individuals who seek access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in the system should direct their request to the system
manager named above.
Record source categories:
Individuals to whom the record pertains; TVA payroll records; TVA
disbursement voucher records.
TVA-8
System name:
Employee Alleged Misconduct Investigatory Files--TVA.
System location:
Office of the General Counsel, TVA, Knoxville, TN 37902-1499.
Categories of individuals covered by the system:
Employees or former employees about whom a complaint of
misconduct during employment has been made.
Categories of records in the system:
Information regarding conduct during employment with TVA which
may be in violation of law or regulations.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 10450; Executive Order 11222; Hatch Political
Activity Act, 5 U.S.C. 7324-7327; 28 U.S.C. 535.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the letting of a contract, or 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 decisions on
that matter.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA, grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information and to request information
from private individuals if necessary, to obtain information relevant
to a TVA decision concerning the hiring, retention, or promotion of
an employee, the issuance of a security clearance, or other decision
within the purposes of this system of records.
To provide information as requested to the Office of Personnel
Management pursuant to Executive Orders 10450 and 10577 and other
laws.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed and retrieved by individual name or
investigation number.
Safeguards:
These records, are stored in a locked GSA-approved security
container. Access to the records is limited to TVA attorneys and
their administrative assistants who have a need for them in the
course of TVA business and to other TVA employees whose need is
approved by Office of the General Counsel management.
Retention and disposal:
Records are disposed of in accordance with established TVA
records retention schedules.
System manager(s) and address:
Office of General Counsel, TVA, Knoxville, TN 37902-1499.
Notification procedure:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Record access procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Contesting record procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Record source categories:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
System exempted from certain provisions of the act:
This system is exempted from subsections (c)(3); (d); (e)(1);
(4)(G), (4)(H), (4)(I); and (f) of 5 U.S.C. 552a (Section 3 of the
Privacy Act of 1974) pursuant to 5 U.S.C. 552a(k)(2) and TVA
regulations at 18 CFR 1301.24.
TVA-9
System name:
Health Records--TVA.
System location:
TVA Corporate Health & Safety, Chattanooga, TN 37402-2801; all
TVA medical facilities; Computer Operations, TVA, Chattanooga, TN
37402-2801; National Personnel Records Center, St. Louis, MO 63118;
District Offices, Office of Workers' Compensation Programs.
Categories of individuals covered by the system:
Applicants for TVA employment, employees, former employees,
official visitors, contractual assignees to TVA, interns, externs,
employees of TVA contractors, and other Federal agencies who are
examined under contract.
Categories of records in the system:
Health information pertinent to an individual's employment,
official visit, or contractual work with TVA or other Federal
agencies, including the basic Clinical Medical Record, the Employee
Assistance Program case files, Worker's Compensation and
Rehabilitation claims and case files, Psychological and Fitness for
Duty files including alcohol and drug testing information, clinical
information received from outside sources, and information relative
to an employee's claim for medical disability retirement. Health
information includes paper documents, x-rays, microfiche, microfilm,
and/or any automatic data processing media, regardless of the form or
process by which it is maintained.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd; 5
U.S.C. 7902; Federal Employees' Compensation Act, 5 U.S.C. chapter
81, 5 U.S.C. chapter 87 (Medical information relating to life
insurance program); 5 U.S.C. 3301; Occupational Safety and Health Act
of 1970, Pub. L. 93-237, 87 Stat. 1024, Pub. L. 91-616, Federal
Civilian Employee Alcoholism Program and Pub. L. 92-255, Drug Abuse
Among Federal Civilian Employees, which are amended in regard to
confidentiality of records by Pub. L. 93-282; Public health laws
(State and Federal) related to the reporting of health hazards,
communicable diseases or other epidemiological information; Energy
Reorganization Act of 1974, Pub. L. 93-438, 88 Stat. 1233.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Compensation claim records are used for adjudicating claims and
providing therapy. Appropriate information is exchanged with
physicians, hospitals, and rehabilitation agencies approved by the
Office of Workers' Compensation Programs for service to injured
employees.
Clinical Medical Records are used for employee population health
monitoring which includes routine clinical and epidemiological
investigations. Such studies may require the transfer of selected
items of medical data to health-related agencies, organizations, or
professionals for the purpose of obtaining specialized clinical
consultation, compiling vital health statistics, or conducting
biomedical investigations.
Alcohol and drug testing and employee assistance program records
may be exchanged with a physician or treatment center working with an
employee, or in accordance with the provisions of Pub. L. 93-282.
Information in the Health Records System provided to officials of
other Federal agencies responsible for other Federal benefit programs
administered by Office of Workers' Compensation Programs. Retired
Military Pay Centers, Veterans' Administration, Social Security
Administration, and private contractors engaged in providing benefits
under Federal contracts.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the letting of a contract, the issuance of a security clearance, the
reporting of an investigation of an employee, 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.
To respond to a request from a Member of Congress regarding an
employee.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority or a court of
competent jurisdiction.
To transfer information regarding claims for health insurance or
disability benefits to the health insurance carrier or plan
participant.
To request information from a Government agency or private
individual, if necessary, to obtain information relevant to a TVA
decision within the purposes of this system of records.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To TVA consultants, contractors, and subcontractors who are
engaged in studies and evaluation of TVA's administration of its
medical and employee benefits program or who are providing support
sources to the program.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
To provide information to private physicians and other health
care professionals or facilities designated by an employee.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Health information includes paper documents, x-rays, microfiche,
microfilm, and/or any automatic data processing media, regardless of
the form or process by which it is maintained.
Retrievability:
Records are indexed by name, social security number, date of
birth, and/or case number.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. All filing systems are
locked when unattended.
Remote access facilities are secured through physical and system-
based safeguards. Special instructions issued to medical staff
employees assure the confidentiality of health records.
Retention and disposal:
Records are maintained in accordance with TVA rules and
regulations approved by the Archivist of the United States. Retention
schedules specify the length of time various records are kept. Active
clinical medical records are kept indefinitely. Specific retention
schedules for various components of the records systems are contained
in the Comprehensive Records Schedule (CRS) which has been approved
by the National Archives and Records Administration (NARA) for use by
Health Services. These dispositions are mandatory unless TVA requests
a revision from NARA. Items in this CRS should be cited as the
disposition authority for transferring or destroying any records.
System manager(s) and address:
Senior Manager, TVA Corporate Health & Safety, Chattanooga, TN
37402-2801.
Notification procedure:
Individuals should address inquiries to the system manager named
above. Individuals should provide their full name, social security
number, date of birth, employing organization, and date of last
employment, and employee compensation case number, if any.
Record access procedures:
Individuals who desire access to information about them in this
system of records should contact or address their inquiries to the
system manager named above. Inquiries should be specific as to which
component of the health records system is to be accessed. If
inquiries are not specific to a particular component of the health
records, it will be assumed the access is directed toward the
individual's clinical medical record.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The individual to whom the record pertains; TVA medical staff;
private physicians and medical institutions; Office of Workers'
Compensation Programs; TVA personnel records; other health agencies
and departments.
TVA-10
System name:
Employee Statement of Employment and Financial Interests-TVA.
System location:
Office of the General Counsel, TVA, Knoxville, TN 37902-1499.
Original copies may be kept in line organization offices.
Categories of individuals covered by the system:
Employees in positions designated as requiring submission of a
statement; every TVA consultant who was a ``special Government
employee''; every TVA personal service contractor who was a ``special
Government employee'' and who was determined to be an ``expert'' or
who was otherwise required to submit a statement.
Categories of records in the system:
Statements of employment and financial interests filed prior to
1993. Statements filed in 1993 or after are maintained under Office
of Government Ethics system OGE/GOVT-2, ``Confidential Statements of
Employment and Financial Interests.'' TVA-10 will be phased out when
the records are destroyed in accordance with established retention
schedules.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 11222 and 12674; Ethics in Government Act of 1978.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To report as requested to the Office of Personnel Management
pursuant to Executive Order 10577 and other laws.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Access to and use of these records are limited to those persons
designated to review statements of financial interest.
Retention and disposal:
Records are retained in accordance with established records
retention schedules.
System manager(s) and address:
Associate General Counsel and Designated Agency Ethics Official,
Office of the General Counsel, TVA, Knoxville, TN 37902-1499.
Notification procedure:
Individuals upon whom records are maintained in this system of
records are aware of that fact by having filed a statement. However,
inquiries may be addressed to the Office of the General Counsel, TVA,
Knoxville, TN 37902-1499. Requests should include the individual's
full name and employing division.
Record access procedures:
Individuals wishing to gain access to information about them in
this system of records should contact the Office of the General
Counsel, TVA, Knoxville, TN 37902-1499.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the Office
of the General Counsel, TVA, Knoxville, TN 37902-1499.
Record source categories:
The individual to whom the record pertains.
TVA-11
System name:
Payroll Records--TVA.
System location:
Controller, TVA, Knoxville, TN 37902-1499; garnishment files are
located at the Office of the General Counsel, TVA, Knoxville, TN
37902-1499; duplicate copies of some records may also be maintained
in the files of the employing organization; National Personnel
Records Center, St. Louis, MO 63118.
Categories of individuals covered by the system:
All employees and personal service contractors selected for
certain training programs and applicants for employment.
Categories of records in the system:
Personal identifying information, pay, leave, and debt claim
information.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Internal Revenue Code; Fair Labor Standards Act, 29 U.S.C. Chapter 8;
5 U.S.C. Chapter 63.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To report earnings and other required information to Federal,
State, and local taxing authorities as required by law.
To report earnings to the Civil Service Retirement System for
members of that system.
To transmit payroll deduction information to financial
institutions and employee organizations.
To report earnings to courts when garnishments are served or in
bankruptcy or wage earner proceedings.
To report earnings to unions for those crafts on which TVA
contributions to union welfare or pension funds are based on
earnings. Reports of hours worked are made to unions for those crafts
on which such TVA contributions are based on hours worked.
To report earnings to the Department of Housing and Urban
Development, State welfare agencies, and State employment security
offices where an individual has made a claim for benefit with such
agency.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statue,
rule, regulation, or order issued pursuant thereto.
To provide information or disclose to a Federal agency, in
response to its request, in connection with the hiring or retention
of an employee, the letting of a contract, or 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 that matter.
To provide information to multi-employer health and welfare and
pension funds as reasonably necessary and appropriate for proper
administration of the plan of benefits.
To disclose to any agency of the Federal Government having
oversight or review authority with regard to TVA activities.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To transfer information necessary to support a claim for life
insurance benefits under Federal Employee's Group Life Insurance to
Office of Federal Employee's Group Life Insurance.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information; and to request
information from private individuals, if necessary, to obtain
information relevant to a TVA decision concerning the hiring,
retention, or promotion of an employee, the issuance of a security
clearance, or other decision within the purposes of this system of
records.
To transfer information regarding claims for health insurance
benefits to health insurance carriers.
To TVA contractors and subcontractors engaged in studies and
evaluations of TVA payroll and personnel management.
To union representatives exercising their responsibilities under
TVA collective bargaining agreements.
To report earnings to the Department of Housing and Urban
Development, and State welfare agencies where an individual makes a
claim for benefits, and to report earnings to State employment
security offices in both manual and automated form for use by these
offices in determining unemployment benefits.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
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
for use in locating individuals and identifying their income sources
to establish paternity, establish and modify orders of support, and
for enforcement action.
To the Office of Child Support Enforcement for release to the
Social Security Administration for verifying social security numbers
in connection with the operation of the FPLS by the Office of Child
Support Enforcement.
To the Office of Child Support Enforcement for release to the
Department of Treasury for purposes of administering the Earned
Income Tax Credit Program (Section 32, Internal Revenue Code of 1986)
and verifying a claim with respect to employment in a tax return.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Debt
Collection Act of 1982 (31 U.S.C. 3711(d)(4)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices, hard-
copy printouts, and in an optical scanned electronic file.
Retrievability:
Records are primarily indexed by name. They may also be retrieved
by reference to employing organization, date of end of pay period,
social security or badge number, year of birth, or job title.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Filing systems are locked when
unattended. Remote access facilities are secured through physical and
system-based safeguards.
Retention and disposal:
Scanned information is stored on CD ROM and retained
indefinitely. File folders are retained for 3 years after
termination. Timesheets are retained for 7 years, payroll registers
are retained in active status for 1 year, transferred to secured off-
site storage facility for 5 years, and to National Personnel Records
Center for an additional 50 years. Magnetic tapes processed by the
Controller are retained for 2 years.
System manager(s) and address:
Controller, TVA, Knoxville, TN 37902-1499.
Notification procedure:
Individuals wishing to learn if information on them is maintained
in this system of records should address inquiries to the system
manager named above. Requests should include the individual's full
name, employing organization, and date of last employment. The social
security number is also required to expedite TVA's response and
prevent the erroneous retrieval of records for another individual
with the same name.
Record access procedures:
Individuals seeking access to information on them in this system
of records should contact the system manager named above.
Contesting record procedures:
Individuals seeking to contest or amend information on them in
this system of records should contact the system manager named above.
Record source categories:
Individual to whom the record pertains; TVA personnel records;
employee's supervisor for report of hours worked.
TVA-12
System name:
Travel History Records--TVA.
System location:
Travel and Benefits Accounting, Controller, TVA, Knoxville, TN
37902-1499. Duplicate copies of certain records may also be
maintained in the files of the employing organization.
Categories of individuals covered by the system:
Current and former TVA employees who traveled on official
business and filed travel expense vouchers, applied for a travel
advance, or transferred between official stations; recently-hired
employees who filed for reimbursement of relocation expenses;
candidates for TVA positions who filed for reimbursement of travel
expenses; and contractors with which there is an employer/employee
relationship (i.e., personal services contractors).
Categories of records in the system:
Travel advance requests, travel expense vouchers and supporting
documentation, travel charge card program records and reports, and
travel orders. Records supporting relocation expense claims also
include Government Bills of Lading, real estate sales agreements and
settlements, Federal Truth-In Lending disclosure statements, lease
agreements, receipts for loss of rental deposit, and relocation
income tax allowance documents.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.; 5
U.S.C. 5701-5709, and related Federal travel regulations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation or charged with enforcing or implementing the statute, rule
regulation, or order issued pursuant thereto.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
To respond to a request from a Member of Congress regarding the
status of an employee, former employee, or applicant.
To TVA contractors and subcontractors engaged at TVA's direction
who are providing support services to TVA's travel charge card
program.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Debt
Collection Act of 1982 (31 U.S.C. 3711(d)(4)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic media, hard-copy printouts,
microfiche, and in file folders.
Retrievability:
Records are indexed by name and social security number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Security will be provided by
physical, administrative, and computer system safeguards. Files are
kept in secured facilities not accessible to unauthorized
individuals.
Retention and disposal:
These records are retained in accordance with established TVA
records retention schedules.
System manager(s) and address:
Supervisor, Travel and Benefits Accounting, Controller, TVA,
Knoxville, TN 37902-1499.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Requests should include the individual's
full name and social security number.
Record access procedures:
Individuals who seek access to information about them in this
system of records should contact the system manager named above.
Requests should include the individual's full name and social
security number.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above. Requests should include the individual's full
name and social security number.
Record source categories:
Individual to whom the record pertains; TVA disbursement voucher
records; TVA application for travel advance; travel charge card
program records and reports.
TVA-13
System name:
Employment Applicant Files--TVA.
System location:
Human Resources, Shared Resources and Human Resource Information
System, TVA, Knoxville, TN 37902-1499; area and project human
resources offices; Information Services, TVA, Chattanooga, TN 37402-
2801.
Categories of individuals covered by the system:
Applicants for employment including former employees seeking
reemployment and current employed college recruitment.
Categories of records in the system:
Application forms, resumes, and related correspondence.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd; 5
U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a request from a Member of Congress regarding the
status of an individual's application.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To request from any pertinent source, directly or through a TVA
contractor engaged at TVA's direction, information relevant to a TVA
decision concerning the hiring of an employee, the issuance of a
security clearance, or other decision within the purposes of this
system or records.
To disclose test results to State employment services.
To provide information as requested to the Office of Personnel
Management pursuant to Executive Orders 10450 and 10577 and other
laws.
To provide information to a Federal agency in response to its
request in connection with the hiring or retention of an employee,
the letting of a contract, or 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 that
matter.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on the Resumix automated data storage
device.
Retrievability:
Records are indexed by name and resume identification number.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. The Resumix system is
secured by password. Remote access facilities are secured through
physical and system-based safeguards.
Retention and disposal:
Applications/resumes are kept for one year from last indication
of interest, with the exception of apprenticeship applications, which
are kept for five years.
System manager(s) and address:
Senior Vice President, Human Resources, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals submitting applications for employment are accepted
for processing into the Resumix System only when a vacancy has been
identified. Unsolicited resumes/applications will receive a postcard
acknowledgment which refers them to the jobline and TVA homepage for
future information concerning current employment opportunities.
Individuals wishing to learn if information on them is maintained in
this system of records should address inquiries to Manager, Shared
Resources, TVA, Knoxville, TN 37902-1499. Requests should include the
individual's full name, social security number, date of birth, and
approximate date of application.
Record access procedures:
Individuals wishing to gain access to information on them in this
system of records should contact the Manager, Shared Resources, TVA,
Knoxville, TN 37902-1499. Access will not be granted to investigatory
material compiled solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment.
Federal contracts, or access to classified information, 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.
Access will not be granted to 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.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to Manager,
Shared Resources, TVA, Knoxville, TN 37902-1499.
Record source categories:
The individual on whom the record is maintained; educational
institutions, employers, and other references; State employment
services.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (d); (e)(4)(H); and
(f)(2), (3), and (4) of 5 U.S.C. 552a (section 3 of the Privacy Act
of 1974) to the extent that disclosure of 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
and to the extent that disclosure of testing or examination material
would compromise the objectivity or fairness of the testing or
examination process. This exemption is pursuant to 5 U.S.C. 552a(k)
(5) and (6) and TVA regulations at 18 CFR 1301.24.
TVA--14
System name:
Grievance Records--TVA.
System location:
Labor Relations Staff, TVA, Knoxville, TN 37902-1499.
Original correspondence on the initial grievance steps below the
Labor Relations level is maintained in the organization in which the
grievance originated. Original correspondence on grievance appeals to
the corporate level are maintained in the files of the Labor
Relations office.
Duplicate copies of such correspondence are also maintained in
the files of the organization concerned with the grievance.
Categories of individuals covered by the system:
TVA employees and former employees who have formally appealed to
TVA for adjustment of their grievances.
Categories of records in the system:
Evidence and arguments relevant to the matter giving rise to the
grievance and related correspondence.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a request from a Member of Congress regarding the
status of an employee's grievance.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To request information from a Federal, State, or local agency, or
private individual, if necessary, to obtain information relevant to a
TVA decision within the purposes of this system of records.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulations, or order issued pursuant thereto.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices in some
organizations and in file folders.
Retrievability:
Records are indexed by name or by craft.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access.
Retention and disposal:
Records are maintained in accordance with established TVA record
retention schedules.
System manager(s) and address:
Senior Vice President, Labor Relations, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals who have filed grievances are aware of that fact.
Inquiries may, however, be addressed to the system manager named
above. Requests should include the individual's full name, craft, and
location of employment.
Record access procedures:
Individuals who have filed a grievance may gain access to the
official copy of the grievance record by contacting the system
manager named above. Requests should include the grievant's full
name, craft, and location of employment.
Contesting record procedures:
The contest, amendment, or correction of a grievance record is
permitted during the prosecution of that grievance. However, an
individual may address requests for amendment or correction of items
not involved in prosecution of the grievance to the system manager
named above.
Record source categories:
Individual to whom the record pertains; TVA personnel records;
statements and testimony of witnesses and related correspondence.
TVA-15
System name:
LAND BETWEEN THE LAKES HUNTER Records--TVA.
System location:
Land between the Lakes, TVA, Golden Pond, Kentucky 42211-9001;
Computer Operations, TVA, Chattanooga, TN 37402-2801.
Categories of individuals covered by the system:
Individuals to whom hunter use permits are issued and those who
apply for participation in managed hunts at LAND BETWEEN THE LAKES.
Categories of records in the system:
Personal identifying information, State hunting license(s)
number(s), and information related to the hunts.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 6161.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a request from a Member of Congress regarding the
status of an applicant.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information, such as licenses, or to
request information from a private individual to the extent necessary
to obtain information relevant to a TVA decision concerning the
issuance of a permit to hunt or any other privilege.
To provide hunt information to State agencies concerned with
wildlife management practices.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
To provide mailing lists to organizations or contractors
cooperating with LAND BETWEEN THE LAKES in activities or events for
the purpose of publicizing those activities or events.
To provide mailing lists to an independent LAND BETWEEN THE LAKES
support organization for the purpose of soliciting members for the
organization.
To provide mailing lists to nonprofit conservation organizations,
having missions related to that of LAND BETWEEN THE LAKES, for the
purpose of soliciting membership in such organizations.
To provide mailing lists to students or faculty of educational
institutions for the purposes of research.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices, card
files, and computer printouts.
Retrievability:
Records are indexed by name; automated files may be retrieved by
any key data element.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. Files are kept in secured
facilities.
Retention and disposal:
Applications for managed hunts are maintained for one year;
carbon copies of hunter use permits are maintained two years; and
automated records on those permits are maintained five years. Other
information may be retained indefinitely.
System manager(s) and address:
Manager of LAND BETWEEN THE LAKES, TVA, Golden Pond, KY 42211-
9001.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address their inquiries
to the system manager named above. Requests should include the name
as listed on the application or hunter use permit or the hunter use
permit number.
Record access procedures:
All information maintained in this system of records has normally
been supplied by the subject individual. However, requests for access
may be directed to the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Individual on whom the record is maintained.
TVA-18
System name:
Employee Supplementary Vacancy Announcement Records--TVA.
System location:
Human Resource officers throughout TVA that issue or receive
response to supplementary vacancy announcements will maintain records
in their respective offices.
Categories of individuals covered by the system:
Employees applying for placement in positions covered by the
supplementary vacancy announcement procedure.
Categories of records in the system:
Applications and supporting material submitted by employee.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 11478; Equal Employment Opportunity Act of 1972, Pub.
L. 92-261, 86 Stat. 103; 5 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Records are maintained in
secured facilities.
Retention and disposal:
Records are disposed of in accordance with established TVA
records retention schedules.
System manager(s) and address:
Senior Vice President, Human Resources, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals upon whom records are maintained in this system are
aware of that fact through filing an application. However, inquiries
may be addressed to the name and address to which application was
submitted. Requests should include the individual's full name,
position applied for, and location of job.
Record access procedures:
Individuals upon whom records are maintained in this system have
supplied all information in this system. However, requests for access
may be addressed to the name and address to which application was
submitted.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the name and
address to which application was submitted.
Record source categories:
The individual upon whom the record is maintained.
TVA-19
System name:
Consultant and Personal Service Contractor Records--TVA.
System location:
Human Resources and Information Services and Personnel History
Records, TVA, Knoxville, TN 37902-1499; Procurement, TVA,
Chattanooga, TN 37402-2801; Computer Operations, TVA, Chattanooga, TN
37402-2801; and TVA user organizations.
Payment records are located at these TVA Controller offices:
Knoxville, TN 37902-1499; Chattanooga, TN 37402-2801; and Muscle
Shoals, AL 35660-1010.
Records related to personal service contractors employed under
the Comprehensive Employment and Training Act of 1973, Pub. L. 93-
203, are located at the National Personnel Records Center, St. Louis,
MO 63118.
Records on individuals who provide services under a TVA contract
with an organization are kept in the files of that organization.
Categories of individuals covered by the system:
Individuals who provide services to TVA; participants in TVA-
State employment programs; individuals who provide services under a
TVA contract with an organization; and participants in other special
employment programs.
Categories of records in the system:
Each organization maintains its contracts, records of the
qualifications, performance, and evaluation of the contractor, and
related correspondence. For public service employment program
participants, Human Resources maintains information related to job
placement such as test scores, interest inventories, and supervisor's
evaluations. Payment information is maintained by the Controller.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Comprehensive Employment and Training Act, Pub. L. 93-203, 87 Stat.
839; Executive Order 11222; Executive Order 10450; Executive Order
10577; provisions of 5 U.S.C. applicable to employment with TVA;
Internal Revenue Code.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To transmit reports as requested to the Office of Personnel
Management, pursuant to 5 U.S.C. 3323, Executive Orders 10577 and
10450, and other laws.
To report earnings information to the Internal Revenue Service
and the Social Security Administration.
To respond to a request from a Member of Congress regarding the
status of a contractor or consultant.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulations, or order issued pursuant thereto.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information; and to request
information from private individuals if necessary to obtain
information relevant to a TVA decision concerning the hiring,
retention, or promotion of an employee, the issuance of a security
clearance, or other decision within the purposes of this system of
records.
To transmit to the appropriate State contracting agency reports
of hours worked by participants in the public service employment
program, and to request reimbursement.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the letting of a contract, or 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 that
matter.
To provide the following information to a prospective employer of
a TVA or former TVA consultant or personal service contractor: Job
descriptions, dates of employment, and reason for separation.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and on automated data
storage devices.
Retrievability:
Records are indexed by name, social security number, or contract
number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. All filing systems are locked
when unattended.
Retention and disposal:
Records are maintained in accordance with established TVA record
retention schedules.
System manager(s) and address:
Senior Vice President, Human Resources, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals wishing to know if records on them are maintained in
the system should address inquiries to the system manager named
above. Requests shall include the individual's full name, employing
or contracting organization, and whether the individual was a
participant in the public service employment program. Social security
numbers are not required but may expedite TVA's response.
Record access procedures:
Individuals wishing to gain access to information on them in this
system of records should contact the system manager named above.
Access will not be granted to investigatory material compiled solely
for the purpose of determining suitability, eligibility, or
qualifications for Federal civilian employment, Federal contracts, or
access to classified information, 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. Access will not be granted to
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.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Individual to whom the record pertains; educational institutions,
former employers, and other reference sources; State employment
services; supervisors and other TVA personnel or personnel records;
medical officers; other Federal agencies.
In addition to the above sources, security/suitability
investigatory files contain information from law enforcement
agencies.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (d); (e)(4)(H); (f)(2),
(3), and (4) of 5 U.S.C. 552a (section 3 of the Privacy Act of 1974)
to the extent that disclosure of 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, and to
the extent that disclosure of testing or examination material would
compromise the objectivity of fairness of the testing or examination
process. This exemption is pursuant to 5 U.S.C. 552a(k) (5) and (6)
and TVA regulations at 18 CFR 1301.24.
TVA-21
System name:
Nuclear Assurance Personnel Records-TVA.
System location:
Nuclear Assurance, TVA, Chattanooga, TN 37402-2801.
Copies of records for Quality Assurance personnel are maintained
for the General Manager, Nuclear Assurance in the Enterprise Document
Management System.
Categories of individuals covered by the system:
Employees, former employees, or contractors involved in quality
assurance work.
Categories of records in the system:
Information related to the qualifications of employees or
contractors.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Energy Reorganization Act of 1974, Pub. L. 93-438, 88 Stat. 1233 as
implemented at Nuclear Regulatory Commission Regulatory Guides 1.58
and 1.146.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the Nuclear Regulatory Commission or its authorized
representatives for inspection or evaluation of TVA Quality Assurance
procedures.
To respond to a request from a Member of Congress regarding the
status of an employee.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigation and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information; and to request
information from private individuals if necessary to obtain
information relevant to a TVA decision concerning the hiring,
retention, or promotion of an employee, the issuance of a security
clearance, or other decision within the purposes of this system of
records.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the letting of a contract, or 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 that
matter.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in electronic files.
Retrievability:
Records are indexed by name.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. All filing systems are
locked when unattended.
Retention and disposal:
Records are disposed of in accordance with established TVA
records retention schedules.
System manager(s) and address:
General Manager, Nuclear Assurance, TVA, Chattanooga, TN 37402-
2801.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Inquiries should include the individual's
full name and employing organization.
Record access procedure:
Individuals who desire access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The individual on whom the record is maintained; TVA personnel
records.
Systems exempted from certain provisions of the act:
This system of records is exempt from subsection (d); (e)(4)(H);
(f)(2), (3), and (4) of 5 U.S.C. 552a (section 3 of the Privacy Act
of 1974) to the extent that disclosure of 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.
The exemption is pursuant to 5 U.S.C. 552a(k)(5) and TVA regulations
at 18 CFR 1301.24.
TVA-22
System name:
Questionnaire-Land Use Surveys in Vicinity of Proposed or
Licensed Nuclear Power Plant-TVA.
System location:
Environmental Radiological Monitoring and Instrumentation,
Radiological and Chemistry Services, Engineering and Technical
Services, TVA, Muscle Shoals, AL 35662-1010.
Categories of individuals covered by the system:
Individuals from whom TVA purchases land for proposed nuclear
plant sites, individuals having vegetable gardens, irrigated land,
dairy cows, and milk goats within a five-mile radius of a proposed or
licensed plant site.
Categories of records in the system:
Personal identifying information and information related to
agriculture, milk consumption, water resources, and farm product
value.
This information is not used for making determinations about the
rights, benefits, or privileges of any individual.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
National Environmental Policy Act, Pub. L. 91-190, 83 Stat. 852;
Energy Reorganization Act of 1974, Pub. L. 93-438, 88 Stat. 1233.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this system of records is used in developing
environmental evaluations and impact statements. Certain relevant but
nonsensitive information may be disclosed in these statements.
Information may also be used:
In administrative and licensing proceedings including the
presentation of evidence and disclosure to opposing counsel in the
course of discovery.
To disclose to any agency of the Federal Government having
oversight or review authority with regards to TVA activities.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices,
microfilm, microfiche, and in file folders
Retrievability:
Records are indexed by assigned number and aerial photo number
and/or name of survey participant, plant site and year of survey.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Security is provided by
physical, administrative and computer system safeguards. Files are
kept in secured facilities not accessible to unauthorized individuals
or are locked when unattended.
Retention and disposal:
These records are retained in accordance with established TVA
records retention schedules.
System manager(s) and address:
Vice President, Environmental Radiological Monitoring and
Instrumentation, TVA, Muscle Shoals, AL 35662-1010.
Notification procedure:
Individuals on whom information is maintained in this system are
aware of that fact through response to the questionnaire. However,
inquiries may be addressed to the system manager named above.
Requests should include the individual's full name, address, and
approximate date of survey.
Record access procedures:
Individuals who desire access to information about them in this
system of records should contact the system manager named above.
Requests should include the individual's full name, address, and
approximate date of survey.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Individuals to whom the record pertains: The nearest resident, to
a distance of 5 miles, in each of the 16 compass sectors around each
TVA nuclear site; farms with dairy cows or milk goats within a five
mile radius of each site and additional dairy farms used as control
locations for environmental monitoring; and individuals within a five
mile radius of each site with home gardens meeting the survey
criteria.
TVA-23
System name:
Radiation Dosimetry Personnel Monitoring Records--TVA.
System location:
Radiological Control Department, TVA, Chattanooga, TN 37402-2801.
Categories of individuals covered by the system:
Employees, former employees, and visitors who might be exposed or
are exposed to radiation while in TVA installations.
Categories of records covered by the system:
Information on the magnitude of exposure at TVA installations,
exposure prior to employment.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Energy Reorganization Act of 1974, Pub. L. 93-438, 88 Stat. 1233; 10
CFR parts 19, 20.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the Nuclear Regulatory Commission for its use in evaluating
TVA radiological control measures.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Radiation dosimetry records may be used for employee population
health monitoring which includes routine clinical and epidemiological
investigations. Such studies may require the transfer of selected
items of radiation dosimetry data to health-related agencies,
organizations, or professionals for the purpose of compiling vital
health statistics, or conducting biomedical investigations.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices,
microfilm, microfiche, and in file folders.
Retrievability:
Records are indexed by individual name and social security
number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Security is provided by
physical, administrative and computer system safeguards. Files are
kept in secured facilities not accessible to unauthorized individuals
or are locked when unattended.
Retention and disposal:
These records are retained in accordance with established TVA
records retention schedules.
System manager(s) and address:
Program Manager, Radiological and Chemistry Services, TVA,
Chattanooga, TN 37402-2801.
Notification procedure:
Individuals should address inquiries to the system manager named
above, or if a current employee, to the Radiological Control office
at the TVA facility where employed. Requests should include the
individual's full name, social security number and date of birth.
Record access procedures:
Individuals who desire access to information about them in this
system of records should contact the system manager named above, or
if a current employee, to the Radiological Control office at the TVA
facility where employed. Requests should include the individual's
full name, social security number and date of birth.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Information in this system of records comes from the subject
individual; previous licensees where the individual was monitored for
radiation exposure; and TVA personnel conducting radiation monitoring
programs.
TVA-26
System name:
Retirement System Records--TVA.
System location:
Retirement Services, TVA, 400 W. Summit Hill Drive, Knoxville, TN
37902-1499.
Categories of individuals covered by the system:
Active, retired, and former members of the TVA Retirement System;
TVA employees and former employees who are members of the Civil
Service Retirement System and the Federal Employees Retirement
System; designated beneficiaries.
Categories of records in the system:
Personal identifying information; retirement, benefit, and
investment information; related correspondence; and legal documents.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Internal Revenue Code.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To report earnings to the Internal Revenue Service.
To disclose information to actuarial firms for valuation and
projecting benefits.
To disclose information to the Medical Board of the TVA
Retirement System for determinations related to disability
retirement.
To certify insurance status to the Office of Personnel Management
and the Office of Federal Employees' Group Life Insurance.
To respond to a request from a Member of Congress regarding the
status of a system member.
To disclose information to auditing firms for use in auditing
benefit calculations and financial statements.
To request information from a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information or other pertinent information; and to request
information from private individuals, if necessary, to obtain
information relevant to a TVA decision within the purpose of this
system of records.
To refer, where there is an indication of a violation or
potential violation of law, whether criminal, civil, or regulatory in
nature, to the appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating and prosecuting such
violation, or charged with enforcing or implementing the statute,
rule, regulation, or order issued pursuant thereto.
To provide information to a Federal agency, in response to its
request, in connection with the issuance of any benefit by the
requesting agency to the extent that the information is relevant and
necessary to the requesting agency's decision on that matter.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To provide the TVA Retirees Association with names and mailing
addresses of other retired members and retired employees.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
To Contractors and subcontractors of TVA or the Retirement System
who are provided records maintenance or other similar support service
to the Retirement System.
Retirement records may be used for employee population health
monitoring which includes routine clinical and epidemiological
investigations. Such studies may require the transfer of selected
items to health-related agencies, organizations, or professionals for
the purpose of compiling vital health statistics, or conducting
biomedical investigations.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in a computerized magnetic disk system and
in file folders.
Retrievability:
Records are indexed by name and social security number.
Safeguards:
Access to and use of the computerized magnetic disk system
requires security access codes and are limited to those persons whose
official duties require such access. Files are kept in secured
facilities.
Retention and disposal:
Records in the magnetic disk system and files are scheduled for
disposal in accordance with an approved TVA retention schedule.
System manager(s) and address:
Manager, Retirement Services, TVA, 400 W. Summit Hill Drive,
Knoxville, TN 37902-1499.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Inquiries should include the individual's
full name, date of birth, and social security number.
Record access procedures:
Individuals who desire access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
on them in this system should address inquiries to the system manager
named above.
Record source categories:
The individual on whom the record is maintained; TVA personnel
and payroll records.
TVA-28
System name:
Woodland Resource Analysis Program Input Data--TVA.
System location:
Secured off-site storage facility.
Categories of individuals covered by the system:
Private landowners, agencies, and corporations owning woodlands
in Valley region and participating in TVA woodland resource
management demonstration program.
Categories of records in the system:
Personal, financial, and land resource information pertinent to
woodland resource planning. The information in this system is not
used by TVA in the determination about the rights, benefits, or
privileges of the individual.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 6161.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Evaluated information is supplied to State forestry personnel for
use in assisting the landowner.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on microfiche.
Retrievability:
Records are indexed by State.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. Files are kept in secured
facilities.
Retention and disposal:
Records are retained for 25 years.
System manager(s) and address:
Vice President, Resource Stewardship, TVA, Norris, TN 37828.
Notification procedure:
Individuals on whom information is maintained are aware of that
fact through participation in the program. However, inquiries may be
addressed to the system manager named above. Individuals should
provide their full name, State of residence, and the calendar year(s)
of participation in the program.
Record access procedure:
Individuals on whom records are maintained have been provided
copies of all information in that record. However, requests for
access may be directed to the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The individual to whom the record pertains provides the
information to State forestry personnel. The information is evaluated
by TVA and returned to the State forestry personnel who utilize the
information in evaluated form to assist the landowner.
TVA-29
System name:
Electricity Use, Rate, and Service Study Records--TVA.
System location:
TVA Customer Service & Marketing, Pricing, PO Box 292409, HRI-2P,
Nashville, TN 37229-2409.
Categories of individuals covered by the system:
Individuals residing in households which are participating in
electricity use, rate, and service studies including those receiving
electricity conservation assistance.
Categories of records in the system:
Information about an individual's income; employment; family
size; characteristics of his dwelling, including type of heating and
cooling systems and number and kind of appliances; and other
characteristics of study participants relevant to patterns of
residential electrical use.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To distributors and contractors assisting TVA in the study.
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and in locked file
cabinets.
Retrievability:
Records are indexed by an identification number assigned to each
household.
Safeguards:
Access to and use of these records are limited to those persons
whose official duties require such access. All filing systems are
locked when unattended.
Retention and disposal:
Survey information will be retained until completion of the
program and for seven years thereafter.
System manager(s) and address:
Senior Manager of Pricing, TVA, PO Box 292409 HRI-2P, Nashville,
TN 37229-2409.
Notification procedure:
Individuals about whom information is maintained in this system
of records are aware of that fact through participation in the
program. However, inquiries may be addressed to the system manager
named above. Request should include the individual's full name and
address.
Record access procedures:
Requests for access may be directed to the system manager named
above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The information in this system is solicited from the individual
to whom the record pertains.
TVA-30
System name:
LAND BETWEEN THE LAKES Mailing Lists--TVA.
System location:
LAND BETWEEN THE LAKES, TVA, Golden Pond, KY 42211-9001.
Categories of individuals covered by the system:
Persons using, visiting, or having an interest in the activities,
programs, or facilities of LAND BETWEEN THE LAKES.
Categories of records in the system:
Personal identifying information, address, and information about
their LAND BETWEEN THE LAKES associated interests, activities, or
program participation.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order No. 6161.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To provide mailing lists to organizations or TVA contractors
cooperating with LAND BETWEEN THE LAKES in activities or events for
the purpose of publicizing activities or events.
To provide mailing lists to an independent LAND BETWEEN THE LAKES
support organization for the purposes of soliciting members for the
organization.
To provide mailing lists to nonprofit conservation organizations,
having missions related to that of LAND BETWEEN THE LAKES, for the
purpose of soliciting memberships in such organizations.
To provide mailing lists to students or faculty of educational
institutions for the purposes of research.
To provide mailing lists to participants in LAND BETWEEN THE
LAKES Leadership Training programs for the purpose of facilitating
communication among participants.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on card files, automated data storage
devices, and computer printouts.
Retrievability:
Records are primarily indexed by name and identification code.
They may also be retrieved by reference to interests, organization,
or address elements.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in secured
facilities. Access facilities are secured through physical
administrative, and system-based safeguards.
Retention and disposal:
Records are kept for the period of time the individual is to
receive mailings.
System manager(s) and address:
Manager of LAND BETWEEN THE LAKES, TVA, Golden Pond, KY 42211-
9001.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address their inquiries
to the system manager named above. Request should include the
individual's full name and address.
Record access procedures:
Individuals seeking to gain access to information about them in
this system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their requests to the system
manager named above.
Record source categories:
Individuals on whom records are maintained, organization
representatives, and TVA employees.
TVA-31
System name:
OIG Investigative Records--TVA.
System location:
Office of the Inspector General, TVA, Knoxville, TN 37902-1499.
Duplicate copies of certain documents may also be located in the
files of other offices and divisions.
Categories of individuals covered by the system:
Individuals and entities who are or have been the subjects of
investigations by the Office of the Inspector General (OIG), or who
provide information in connection with such investigations, including
but not limited to: Employees; former employees; current or former
contractors and subcontractors and their employees; consultants; and
other individuals and entities which have or are seeking to obtain
business or other relations with TVA.
Categories of records in the system:
Information relating to investigations, including information
provided by known or anonymous complainants; information provided by
the subjects of investigations; information provided by individuals
or entities with whom the subjects are associated (e.g., coworkers,
business associates, relatives); information provided by Federal,
State, or local investigatory, law enforcement, or other Government
or non-Government agencies; information provided by witnesses and
confidential sources; information from public source materials;
information from commercial data bases or information resources;
investigative notes; summaries of telephone calls; correspondence;
investigative reports or prosecutive referrals; and information about
referrals for criminal prosecutions, civil proceedings, and
administrative actions taken with respect to the subjects.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd;
Executive Order 10450; Executive Order 11222; Hatch Act, 5 U.S.C.
7324-7327; 28 U.S.C. 535; Proposed Plan for the Creation, Structure,
Authority, and Function of the Office of Inspector General, Tennessee
Valley Authority, approved by the TVA Board of Directors on October
18, 1985; TVA Code XIII INSPECTOR GENERAL, approved by the TVA Board
of Directors on February 19, 1987; and Inspector General Act
Amendments of 1988, Pub. L. 100-504, 102 Stat. 2515.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the public when: (1) The matter under investigation has become
public knowledge, or (2) when the Inspector General determines that
such disclosure is necessary (a) to preserve confidence in the
integrity of the OIG investigative process, or (b) to demonstrate the
accountability of TVA officers, or employees, or other individuals
covered by this system; unless the Inspector General determines that
disclosure of the specific information in the context of a particular
case would constitute an unwarranted invasion of personal privacy.
To the news media and public when there exists a legitimate
public interest (e.g., to provide information on events in the
criminal process, such as indictments), or when necessary for
protection from imminent threat to life or property.
To members of the President's Council on Integrity and
Efficiency, for the preparation of reports to the President and
Congress on the activities of the Inspectors General.
To members of the President's Council on Integrity and
Efficiency, the Department of Justice, the Federal Bureau of
Investigation, or the U.S. Marshals Service, as necessary, for the
purpose of conducting qualitative assessment reviews of the
investigative operations of TVA OIG to ensure that adequate internal
safeguards and management procedures are maintained.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices, hard-
copy printouts, and in file folders.
Retrievability:
Records are indexed and retrieved by individual name or case file
number.
Safeguards:
Access to and use of records is limited to authorized staff in
OIG and to other authorized officials and employees of TVA on a need-
to-know basis as determined by OIG management. Security will be
provided by physical, administrative, and computer system safeguards.
Files will be kept in secured facilities not accessible to
unauthorized individuals.
Retention and disposal:
Records are maintained in accordance with established TVA record
retention schedules.
System manager(s) and address:
Inspector General, TVA, Knoxville, TN 37902-1499.
Notification procedure:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Record access procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Contesting record procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(k)(2) and TVA regulations at 18 CFR 1301.24.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (c)(3); (d); (e)(1);
(4)(G); (4)(H); and (4)(I); and (f) of 5 U.S.C. 552a (section 3 of
the Privacy Act of 1974) pursuant to 5 U.S.C. 552a(k)(2) and TVA
regulations at 18 CFR 1301.24.
TVA-32
System name:
Call Detail Records-TVA.
System location:
Data Center, TVA, Chattanooga, TN 37402-2801.
Categories of individuals covered by the system:
TVA employees, contractor personnel, and other individuals who
make telephone calls from or charge telephone calls to TVA
telephones.
Categories of records in the system:
Records relating to use of TVA telephones; records relating to
long distance telephone calls charged to TVA; records indicating
assignment of telephone numbers and authorization numbers; records
relating to locations of TVA telephones.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a request from a Member of Congress regarding an
individual.
To provide to the appropriate entity, whether Federal, State, or
local, in connection with its oversight review responsibilities or
authorized law enforcement activities.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To refer, where there is an indication of a violation of statute,
regulation, order, or similar requirement, whether criminal, civil,
or regulatory in nature, to the appropriate entity, including
Federal, State, or local agencies, or other entities charged with
enforcement, investigative, or oversight responsibility.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an individual,
the letting of a contract, or issuance of a license, grant, or other
benefit by the requesting agency to the extent that the information
is relevant to the requesting agency's decision on that matter.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To a telecommunications company as well as to other TVA
contractors providing telecommunications support to permit servicing
the account.
To TVA contractors engaged at TVA's direction in investigations
of abuse of TVA telephone service or other related issues.
To TVA contractors and contractor personnel to determine
individual responsibility for telephone calls.
To TVA contractors in connection with amounts due TVA for
telecommunications services provided to them.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and on automated data
storage devices.
Retrievability:
Records are retrieved by name, authorization number, or telephone
number.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in secured
facilities. Automated data is secured through physical and system-
based safeguards.
Retention and disposal:
These records are retained in accordance with established TVA
records retention schedules.
System manager(s) and address:
Manager, Network Services, TVA, Chattanooga, TN 37402-2801.
Notification procedure:
Individuals wishing to learn if information on them is maintained
in this system of records should address inquiries to the system
manager named above. Requests should include the individual's full
name, employing division, job title, and official TVA telephone
number and authorization number.
Record access procedures:
Individuals seeking to gain access to information about them in
this system of records should contact the system manager named above.
Requests should include the individual's full name, employing
division, job title, and official TVA telephone number and
authorization number.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
TVA Telecommunication Control System; telecommunications
companies with which TVA contracts for telephone service; telephone
and authorization number assignment records; results of
administrative inquiries relating to assignment of responsibility for
placement of specific long distance calls.
TVA-34
System name:
Project/Tract Files--TVA.
System location:
Realty Administration, TVA, Chattanooga, TN 37402-2801, and
secured off-site storage facility.
Categories of individuals covered by the system:
Individuals or business entities from/to whom TVA is in the
process of or has (1) acquired, transferred, or sold land or
landrights, (2) made payment for construction, maintenance, or other
damage to real property, or (3) made payment for relocation
assistance. A project/tract file may name more than one individual
and/or business entity involved in a transaction. (The system records
that pertain to individuals and reflect personal information are
subject to the Privacy Act. Noncovered records include public
information and records on corporations and other business entities.)
Categories of records in the system:
Maps, property descriptions, appraisal reports, and title
documents on real property; reports on contracts and transaction
progress; contracts and options; records of investigations, claims,
and/or payments related to land transactions, damage restitution, and
relocation assistance; related correspondence and reports.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd; Pub.
L. 87-852, 76 Stat. 1129; Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To respond to a request from a Member of Congress regarding an
individual.
To lienholders as necessary to secure subordinations or releases
of liens or to protect lienholders rights.
To county clerk and register of deeds offices to document and put
on record the title acquired by TVA.
To landowners, prospective landowners, claimants, or trespassers
to establish or cure titles, to resolve encroachments, to resolve
boundary disputes, or to resolve questions about easement rights or
the application of Section 26a of the TVA Act 16 U.S.C. 831y-1.
To contractors to secure appraisals and title abstracts.
To request information from a Federal, State, or local agency or
from private individuals, as necessary, to obtain information
relevant to a TVA decision to acquire or dispose of property or to
pay claims or make payments related to land transactions, damage
restitution, and relocation assistance.
To refer, where there is an indication of a violation of statute,
regulation, order, or similar requirement, whether criminal, civil,
or regulatory in nature, to the appropriate entity, including
Federal, State, or local agencies, or other entities charged with
enforcement, investigative, or oversight responsibility.
To provide information to a Federal agency, in response to its
request, in connection with the hiring or retention of an individual,
the letting of a contract, or issuance of a license, grant, or other
benefit by the requesting agency to the extent that the information
is relevant to the requesting agency's decision on that matter.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To provide to the appropriate entity, whether Federal, State, or
local, in connection with its oversight review responsibilities or
authorized law enforcement activities.
To report any required information to Federal, State, and local
taxing authorities as required by law.
To genealogical researchers, relevant portions of maps,
descriptions, appraisals, and title documents on real property, after
20 years, to establish historical records.
To archaeological researchers, relevant portions of maps,
descriptions, appraisals, and title documents on real property, after
20 years, to reconstruct historical settings.
To respond to a request from a Member of Congress regarding the
status of a matter relating to a specific project or tract.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on registers, index and aperture cards,
microfilm, in file folders, and/or on automated data storage devices.
Retrievability:
Records are primarily indexed by tract number and project symbol.
Records may also be retrieved by cross-index reference to individual
and business entity names.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in secured
facilities. Remote access facilities are secured through physical and
system-based safeguards.
Retention and disposal:
Records are retained and disposed of in accordance with
established TVA record retention schedules.
System manager(s) and address:
Manager, Realty Administration, TVA, 1101 Market Street, EB 4A,
Chattanooga, TN 37402-2801.
Notification procedure:
Individuals wishing to know whether information about them is
maintained in this system of records should address inquiries to the
system manager named above. Requests should include the individual's
full name and, to the extent known, any project/tract identifying
information such as the project name, tract number, address, or
related data.
Record access procedures:
Individuals seeking to gain access to information about them in
this system of records should contact the system manager named above.
Requests should include the individual's full name, and to the extent
known, any project/tract identifying information such as project
name, tract number, address, or related data. Access will be granted
only to individually segregable personal information about the
requester and to segregable nonpersonal information in accordance
with TVA regulations on release of records relating to negotiations
in progress involving contracts or agreements for the acquisition or
disposal of real or personal property by TVA prior to the conclusion
of such negotiations.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their requests to the system
manager named above.
Record source categories:
Public records and directories, landowners, tenants, and other
individuals and business entities (including financial institutions)
having an interest in or knowledge related to land ownership,
appraisal, or title history; TVA personnel and contractors including
independent appraisers and commercial title companies.
TVA-36
System name:
Section 26a Permit Application Records--TVA.
System location:
For applications involving private facilities located on TVA
reservoirs, such as boathouses, piers, docks, launching ramps, marine
railways, beaches, utilities, and ground improvements, the records
are maintained in the following locations:
--Facilitator, TVA, 17 Ridgeway Road, Norris, TN 37828
(Norris).
--Facilitator, TVA, 804 Highway 321 North, Suite 300, Lenoir
City, TN 37771-6440 (Fort Loudon, Tellico, and Fontana).
--Facilitator, TVA, Heritage Federal Bank Bldg, 4105 Fort Henry
Dr., Suite 218, Kingsport, TN 37663 (Boone, Bristol Project, Watauga,
Wilbur, Ft. Patrick Henry, and South Holston).
--Facilitator, TVA, 4833 Highway 58, Chattanooga, TN 37416
(Chickamauga and Nickajack).
--Facilitator, TVA, 201 Old Murphy Road, Murphy, NC 28906
(Hiwassee, Chatuge, Blue Ridge, Nottely, Appalachia, and Ocoees).
--Facilitator, TVA, 2009 Grubb Road, Lenior City, TN 37771
(Watts Bar and Melton Hill).
--Facilitator, TVA, 2611 West Andrew Johnson Highway,
Morristown, TN 37814-3295 (Cherokee and Douglas).
--Facilitator, TVA, 2325 Henry Street, Guntersville, AL 35976-
1868 (Guntersville).
--Facilitator, TVA, 119 County Road No. 412, Town Creek, AL
35672-8789 (Great Falls, Tims Ford, Normandy, and Wheeler).
--Facilitator, TVA, 202 West Blythe Street, Post Office Box
280, Paris, TN 38242-2080 (Kentucky, Beech River, and Columbia).
--Facilitator, TVA, Reservation Road, Post Office Box 1010,
Muscle Shoals, AL 35662-1010 (Pickwick, Bear Creek, and Wilson).
Categories of individuals covered by the system:
This system includes individuals who have filed a Section 26a
application for approval of construction of such structures as boat
ramps, docks, bridges, and dams located along, across, or in the
Tennessee River and its tributaries. Also included in this system may
be individuals whose structures do not have Section 26a permits, or
whose approved structures have deteriorated so as to pose a threat to
navigation, flood control, public lands or reservations.
Categories of records in the system:
Section 26a permit applications made by individuals, businesses
and industries, utilities, and Federal, State, county and city
Government agencies.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.
Purpose(s):
Section 26a of the Tennessee Valley Authority Act of 1933, as
amended, requires that TVA review and approve plans for the
construction, operation, and maintenance of any dam, appurtenant
works, or other obstruction affecting navigation, flood control, or
public lands or reservations across, along, or in the Tennessee River
or any of its tributaries. The information collected is used to
assess the impact of the proposed project on the statutory TVA
programs and the environment and determine if the project can be
approved. Rules on the application for review and approval of such
plans are published in 18 CFR part 1304, Approval of Construction in
the Tennessee River System and Regulation of Structures.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To State or other Federal agencies for use in program evaluation,
providing assistance to program participants, or engaged at TVA's
direction in providing support services to the program, to the extent
necessary to the performance of those services.
To TVA consultants, contractors, subcontractors or individuals
who contract or subcontract with TVA, who are engaged in studies and
evaluation of TVA's administration or other matters involving its
Section 26a program or who are providing support services to the
program, to the extent necessary to the performance of the contract.
To provide information to a Federal, State, or local entity in
response to its request, in connection with the letting of a
contract, or issuance of a license, grant, or other benefit by the
requesting entity to the extent that the information is relevant and
necessary to the requesting agency's decision on such matters.
To respond to a request from a Member of Congress regarding the
status of a specific application.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To refer, where there is an indication of a violation of statute,
regulation, order, or similar requirement, whether criminal, civil,
or regulatory in nature, to the appropriate entity, including
Federal, State, or local agencies or other entities charged with
enforcement, investigative, or oversight responsibility.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices, on
microfilm, and in hard copy files.
Retrievability:
Records may be retrieved by personal identifier (name of
applicant), land tract number, or Section 26a application number,
stream location, reservoir, county, or subdivision. Records in field
offices are interfiled with land tract records and are retrieved by
land tract number.
Safeguards:
Access to and use of these records are limited through physical,
administrative, and computer system safeguards to those persons whose
official duties require such access.
Retention and disposal:
Records are maintained in accordance with established TVA records
retention schedules.
System manager(s) and address:
Vice President, Resource Stewardship, TVA, Knoxville, TN 37902-
1499.
Notification procedure:
Individuals seeking to learn if information on them is maintained
in this system of records should address inquiries to the system
manager named above. Requests should include the individual's full
name. A land tract number, Section 26a permit application number,
stream location or legal property description is not required but may
expedite TVA's response.
Record access procedures:
Individuals seeking access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
Information in this system is solicited from the individual to
whom the record pertains. Information may also be obtained from other
Federal, State, county or city Government agencies; public records
and directories; landowners, tenants, and other individuals and
business entities, including financial institutions, having an
interest in or knowledge related to land ownership, appraisal, or
title history; and TVA personnel and contractors including
independent appraisers and commercial title companies.
TVA-37
System name:
U.S. TVA Police Records--TVA.
System location:
U.S. TVA Police, TVA, 400 West Summit Hill Drive, SPT 5A,
Knoxville, Tennessee 37902-1499. Duplicate copies of certain
documents may also be located in the field offices of the various
U.S. TVA Police Districts.
Categories of individuals covered by the system:
A. Individuals who relate in any manner to official U.S. TVA
Police investigations into incidents or events occurring within the
jurisdiction of TVA, including but not limited to suspects, victims,
witnesses, close relatives, medical personnel, and associates who
have relevant information to an investigation.
B. Individuals who are the subject of unsolicited information or
who offer unsolicited information, and law enforcement personnel who
request assistance and/or make inquiries concerning records.
C. Individuals including, but not limited to, current or former
employees; current or former contractor and subcontractor personnel;
visitors and other individuals that have or are seeking to obtain
business or other relations with TVA; individuals who have requested
and/or have been granted access to TVA buildings or property, or
secured areas within a building or property.
D. Individuals who are the subject of research studies including,
but not limited to, crime profiles, scholarly journals, and news
media references.
E. Individuals who respond to emergency situations at TVA.
Categories of records in the system:
Information related to case investigation reports on all forms of
incidents or events, visitor and employee registers, TVA forms
authorizing access for individuals into TVA buildings or secured
areas within a building, and historical information on an
individual's building access or denial of access; U.S. TVA Police
Uniform Incident Reports (UIRs) on incidents or events; visitor and
employee registers, TVA forms, or permits authorizing access for
individuals into TVA buildings, property, or secured areas within
buildings or property, and historical information on an individual's
access or denial of access within buildings or property; the U.S. TVA
Police confrontational data base; emergency personnel information
data bases; permit applications under the Archaeological Resources
Protection Act (ARPA); risk, security, emergency preparedness, and
fire protection assessments conducted by the U.S. TVA Police on
facilities, property, or officials; research studies, scholarly
journal articles, textbooks, training materials, and news media
references of interest to U.S. TVA Police personnel; an index of all
detected trends, patterns, profiles and methods of operation of known
and unknown criminals whose records are maintained in the system; an
index of the names, address, and contact telephone numbers of
professional individuals and organizations who are in a position to
furnish assistance to the U.S. TVA Police; an index of public record
sources for historical, statistical, geographic, and demographic
data; and an alphabetical name index of all individuals whose records
are maintained in the system.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd; 5
U.S.C. 552a; and 28 U.S.C. 534.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the appropriate official agency, whether Federal, State, or
local, where there is an indication of a violation or potential
violation of law, whether criminal, civil, or regulatory in nature.
In litigation where TVA is a party or in which TVA provides legal
representation for a party by TVA attorneys or otherwise, for use for
any purpose including the presentation of evidence and disclosure in
the course of discovery. In all other litigation, information may be
disclosed to respond to process issued under color of authority of a
court of competent jurisdiction.
To provide information to a Federal, State, or local entity in
connection with the hiring or retention of an employee, the letting
of a contract, or 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 that matter, or
in connection with any other matter properly within the jurisdiction
of such other agency and related to its responsibilities to
prosecute, investigate, regulate, and administrate, or other
responsibilities.
To any Federal, State, local or foreign Government agency
directly engaged in the criminal justice process where access is
directly related to a law enforcement function of the recipient
agency in connection with the tracking, identification, and
apprehension of persons believed to be engaged in criminal activity.
To an organization or individual in both the public or private
sector pursuant to an appropriate legal proceeding or if deemed
necessary, to elicit information or cooperation from the recipient
for use by TVA in the performance of an authorized activity.
To an organization or individual in the public or private sector
where there is reason to believe the recipient is or could become the
target of a particular criminal activity or conspiracy and to the
extent the information is relevant to the protection of life or
property.
To the news media and general public where there exists a
legitimate public interest such as obtaining public or media
assistance in the tracking, identifying, and apprehending of persons
believed to be engaged in repeated acts of criminal behavior;
notifying the public and/or media of arrests; protecting the public
from imminent threat to life or property where necessary; and
disseminating information to the public and/or media to obtain
cooperation with research, evaluation, and statistical programs.
To the parties or complainants, their representatives, and
impartial referees, examiners, administrative judges, or other
decision makers in proceedings under the TVA grievance adjustment
procedures, Equal Employment Opportunity procedures, Merit Systems
Protection Board, or similar procedures.
To appropriately respond to congressional inquiries on behalf of
constituents.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored manually in locked file cabinets, either in
hard copy or on microfilm at the U.S. TVA Police offices in
Knoxville, TN. The active main files are maintained in hard copy form
and some inactive records are maintained on microfilm. In addition,
some of the information is stored in computerized data storage
devices at the U.S. TVA Police offices in Knoxville, TN.
Investigative information which is maintained in computerized form
may be stored in memory, on disk storage, on computer tape, or on
computer printed listings.
Retrievability:
On-line computer access to U.S. TVA Police files is achieved by
using the following search descriptors:
A. The names of individuals, their birth dates, physical
descriptions, social security numbers, and other identification
numbers, such as Uniform Incident Report numbers.
B. As previously described, summary variables contained on
Uniform Incident Reports submitted to the U.S. TVA Police.
C. Key word citations to research studies, scholarly journals,
textbooks, training materials, and news media references.
Safeguards:
Records are maintained in restricted areas and are accessed only
by U.S. TVA Police employees. Security is provided by a comprehensive
program of physical, administrative, personnel, and computer system
safeguards. Access to and use of records is limited to authorized
U.S. TVA Police personnel and to other authorized officials and
employees of TVA on a need-to-know basis. Sensitive or classified
information in electronic form is encrypted prior to transmission to
ensure confidentiality, security, and to prevent interception and
interpretation.
Retention and disposal:
Records are disposed of in accordance with established TVA
records retention schedules. U.S. TVA Police will conduct periodic
review to determine if these records are historical and should be
placed in permanent files after established retention periods and
administrative needs of the U.S. TVA Police have elapsed. As deemed
necessary, certain records may be subject to restricted examinations
by 44 U.S.C. 2104.
System manager(s) and address:
Director, U.S. TVA Police, TVA, 400 West Summit Hill Drive, SPT
5A, Knoxville, TN 37902-1499.
Notification procedure:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(j)(2) and (k)(2) and TVA regulations at 18 CFR
1301.24.
Record access procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(j)(2) and (k)(2) and TVA regulations at 18 CFR
1301.24.
Contesting record procedures:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(j)(2) and (k)(2) and TVA regulations at 18 CFR
1301.24.
Record source categories:
This system of records is exempt from this requirement pursuant
to 5 U.S.C. 552a(j)(2) and (k)(2) and TVA regulations at 18 CFR
1301.24.
Systems exempted from certain provisions of the act:
This system is exempt from subsections (c)(3); (d); (e)(1),
(e)(G), (H), and (I) and (f) of 5 U.S.C. 552a (section 3 of the
Privacy Act of 1974) pursuant to 5 U.S.C. 552a(k)(2) and TVA
regulations at 18 CFR 1301.24. This system of records is exempt from
subsections (c)(3), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H), and
(I), (e)(5), (e)(8), and (g) pursuant to 5 U.S.C. 552(j)(2) and TVA
regulations at 18 CFR 1301.24.)
TVA-38
System name:
Wholesale and Retail Data System--TVA.
System location:
Customer Service and Marketing, Nashville, TN 37229-2409, and
Customer Service Centers.
Categories of individuals covered by the system:
TVA wholesale and retail customers' key personnel and governing
bodies.
Categories of records in the system:
Name, address, telephone number, emergency numbers, interests,
key dates, associates, and credentials of TVA's wholesale and retail
customers and their officers and other personnel.
Authority for maintenance of the system:
Tennessee Valley Authority Act of 1933, 16 U.S.C. 831-831dd.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the appropriate agency, whether Federal, State, or local, in
connection with its oversight review responsibilities or authorized
law enforcement activities.
In litigation to which TVA is a party or in which TVA provides
legal representation for a party by TVA attorneys or otherwise, for
use for any purpose including the presentation of evidence and
disclosure in the course of discovery. In all other litigation, to
respond to process issued under color of authority of a court of
competent jurisdiction.
To respond to a referral from a Member of Congress.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on automated data storage devices.
Retrievability:
Records are organized by wholesale and retail customer name and
indexed by individual's name.
Safeguards:
Access to and use of these records are limited to persons whose
official duties require such access. Files are kept in a secured
database. Access requires a login ID and password.
Retention and disposal:
Records are maintained in accordance with established TVA records
retention schedules.
System manager(s) and address:
Project Manager, Customer Service, TVA, PO Box 292409, Nashville,
TN 37229-2409.
Notification procedure:
Individuals seeking to learn if information on them is maintained
in this system of records should address inquiries to the system
manager named above. Requests should include the individual's full
name and employer.
Record access procedures:
Individuals seeking access to information about them in this
system of records should contact the system manager named above.
Contesting record procedures:
Individuals desiring to contest or amend information about them
maintained in this system should direct their request to the system
manager named above.
Record source categories:
The information for this system is obtained from TVA's wholesale
and retail customers and their personnel.
TENNESSEE VALLEY AUTHORITY
Title 18-Conservation of Power, Water Resources
Chapter XIII-Tennessee Valley Authority
PART 1301--PROCEDURES
Subpart B--Privacy Act
Sec.
1301.11 Purpose and scope.
1301.12 Definitions.
1301.13 Procedures for requests pertaining to individual records in a
record system.
1301.14 Times, places, and requirements for identification of
individuals making requests.
1301.15 Disclosure of requested information to individuals.
1301.16 Special procedures--Medical records.
1301.17 Requests for correction or amendment of record.
1301.18 TVA review of request for correction or amendment of record.
1301.19 Appeals on initial adverse agency determination on correction
or amendment.
1301.20 Disclosure of record to persons other than individual to whom
it pertains.
1301.21 Fees.
1301.22 Penalties.
1301.23 General exemptions.
1301.24 Special exemptions.
Subpart B--Privacy Act
Authority: Sec. 3, Pub. L. 93-579, 88 Stat. 1897 (5 U.S.C. 552a).
Source: 40 FR 45313, Oct. 1, 1975, unless otherwise noted.
Redesignated at 44 FR 30682, May 29, 1979.
Sec. 1301.11 Purpose and scope.
(a) The regulations in Sec. Sec. 1301.11 to 1301.24 implement section
3 of the Privacy Act of 1974, 5 U.S.C. 552a, with respect to systems of
records maintained by TVA. They provide procedures by which an
individual may exercise the rights granted by the Act to determine
whether a TVA system contains a record pertaining to him; to gain access
to such records; to have a copy made of all or any portion thereof; and
to request administrative correction or amendment of such records. They
prescribe fees to be charged for copying records; establish
identification requirements; list penalties provided by statute for
certain violations of the Act; and establish exemptions from certain
requirements of the Act for certain TVA systems or components thereof.
(b) Nothing in Sec. Sec. 1301.11 to 1301.24 entitles an individual to
any access to any information or record compiled in reasonable
anticipation of a civil action or proceeding.
(c) Certain records of which TVA may have physical possession are the
official records of another government agency which exercises dominion
and control over the records, their content, and access thereto. In such
cases, TVA's maintenance of the records is subject to the direction of
the other government agency. Except for a request for a determination of
the existence of the record, when TVA receives requests related to these
records, TVA will immediately refer the request to the controlling
agency for all decisions regarding the request, and will notify the
individual making the request of the referral.
Sec. 1301.12 Definitions.
For purposes of Sec. 1301.11 to Sec. 1301.24:
(a) The ``Act'' means section 3 of the Privacy Act of 1974, 5 U.S.C.
552a;
(b) The terms ``individual,'' ``maintain,'' ``record,'' ``system of
records,'' ``statistical record,'' and ``routine use'' have the meaning
provided for by the Act;
(c) The term TVA system means a system of records maintained by TVA;
(d) The term TVA system notice means a notice of a TVA system
published in the Federal Register pursuant to the Act. TVA has published
TVA system notices about the following TVA systems:
Apprentice Training Record System--TVA.
Personnel Files--TVA.
Upgrade Craft Training Program--TVA.
Demonstration Farm Records--TVA.
Discrimination Complaint Files--TVA.
Employee Accident Information System--TVA.
Employee Accounts Receivable--TVA.
Employee Alleged Misconduct Investigatory Files--TVA.
Medical Record System--TVA.
Employee Statement of Employment and Financial Interests--TVA.
Payroll Records--TVA.
Travel History Records--TVA.
Employment Applicant Files--TVA.
Grievance Records--TVA.
LAND BETWEEN THE LAKES Hunter Records--TVA.
LAND BETWEEN THE LAKES Register of Law Violations--TVA.
Employee Supplementary Vacancy Announcement Records--TVA.
Consultant and Personal Service Contractor Records--TVA.
Nuclear Quality Assurance Personnel Records--TVA.
Questionnaire--Farms in Vicinity of Proposed or Licensed Nuclear Power
Plant--TVA.
Radiation Dosimetry Personnel Monitoring Records--TVA.
Retirement System Records--TVA.
Test Demonstration Farm Records--TVA.
Woodland Resource Analysis Program Input Data--TVA.
Electricity Use, Rate, and Service Study Records--TVA.
LAND BETWEEN LAKES Mailing Lists--TVA.
OIG Investigative Records--TVA.
Call Detail Records--TVA.
Office of Nuclear Power Call Detail Records--TVA.
Project/Tract Files--TVA.
Building Access Security Records--TVA.
Section 26a Permit Applications--TVA.
(e) The term appellant means an individual who has filed an appeal
pursuant to Sec. 1301.19(a) from an initial determination refusing to
amend a record on request of the individual;
(f) The term reviewing official means TVA's Vice President, Human
Resources, or another TVA official designated by the Vice President in
writing to decide an appeal pursuant to Sec. 1301.19;
(g) The term day, when used in computing a time period, excludes
Saturdays, Sundays, and legal public holidays.
[40 FR 45313, Oct. 1, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and amended at 53 FR 30252, Aug. 11, 1988; 56 FR 9288, Mar. 6, 1991; 57
FR 59803, Dec. 16, 1992]
Sec. 1301.13 Procedures for requests pertaining to individual
records in a record system.
(a) An individual may, in accordance with this section (1) request a
TVA determination whether a record retrieved by the individual's name or
other personal identifier is maintained in a TVA system, and (2) request
access to such a record. A request for determination may be combined
with a request for access.
(b) Requests under this section shall:
(1) Be in writing and signed by the individual seeking the
determination or access;
(2) Include the individual's mailing address;
(3) Name the TVA system as listed in the TVA system notice;
(4) Include any additional identifying information specified in the
paragraph headed ``Notification procedure'' in the applicable TVA system
notice;
(5) Specify whether the request is for determination only or for both
determination and access; and
(6) Include such proof of identity as may be required by Sec. 1301.14
and the applicable system notice.
Requests may be presented in person or by mail. In-person requests shall
be presented during normal TVA business hours, as set out in
Sec. 1301.14(g).
(c) Requests for determination only shall be presented to the official
designated in the paragraph headed ``Notification procedure'' in the TVA
system notice for the TVA system concerned. Requests for both
determination and access shall be presented to the official designated
in the paragraph headed ``Access procedure'' in the TVA system notice
for the TVA system concerned. Certain TVA system notices designate
officials at field locations of TVA systems. With respect to such TVA
systems, an individual who believes his record is located at the field
location may present a request to the designated official at the field
location. If the record is not available at that field location, the
request will be forwarded to the appropriate TVA office.
(d) If a request is for determination only, the determination will
normally be made within 10 days after receipt of the request. If the
determination cannot be made within 10 days after receipt of a request,
the designated official will acknowledge the request in writing and
state when the determination will be made. Upon making a determination,
the designated official will notify the individual making the request
whether the record exists. The notice will include any additional
information necessary to enable the individual to request access to the
record.
(e) A request which includes a request for access will be acknowledged
within 10 days after receipt. If access can be granted as requested, the
acknowledgment will provide a time and place for disclosure of the
requested record. Disclosure will normally be made within 30 days of the
date of the acknowledgement, but the designated official may extend the
30-day period for reasons found by him to be good cause. In case of an
extension, TVA will notify the individual, in writing, that disclosure
will be delayed, the reasons for delay, and the anticipated date on
which the individual may expect the record to be disclosed. TVA will
attempt to accommodate reasonable requests for disclosure at specified
times and dates, as set forth in a request for access, so far as
compatible with the conduct of TVA business.
Sec. 1301.14 Times, places, and requirements for identification of
individuals making requests.
(a) TVA will require proof of identity, in accordance with this
section, before it will disclose a record under Sec. 1301.15 of this
part to an individual requesting access to the record, and before it
will disclose the existence of a record to a requester under
Sec. 1301.13 of this part, if TVA determines that disclosure of the
existence of such record would constitute an unwarranted invasion of
personal privacy.
(b) Identification normally required would be an identification card
such as a valid state driver's license or TVA or other employee
identification card. A comparison of the signature of the requester with
either the signature on the card or a signature in the record may be
used to confirm identity.
(c) Because of the sensitivity of the subject matter in a TVA system,
a TVA system notice may prescribe special identification requirements
for the disclosure of the existence of or access to records in that TVA
system. In such case, the special identification requirements prescribed
in the TVA system notice shall apply in lieu of those prescribed by
paragraph (b) of this section.
(d) If TVA deems it warranted by the nature of identification
presented, the subject matter of the material to be disclosed, or other
reasons found by TVA to be sufficient, TVA may require the individual
requesting access to sign a statement asserting identity and stating
that the individual understands that knowingly or willfully seeking or
obtaining access to records about another person under false pretenses
is punishable by a fine of up to $5,000.
(e) Where TVA is requested to provide access to records by mailing
copies of records to the requester, the request shall contain or be
accompanied by adequate identifying information to make it likely the
requester is the person he purports to be and a notarized statement
asserting identity and stating that the individual understands that
knowingly or willfully seeking or obtaining access to records about
another person under false pretenses is punishable by a fine of up to
$5,000.
(f) Where sensitivity of record information may warrant (i.e.,
unauthorized access could cause harm or embarrassment to the individual)
or disclosure by mail to third persons is requested, TVA may require in-
person confirmation of identity. If in-person confirmation of identity
is required, the individual may arrange with the designated TVA official
to provide such identification at any of these TVA locations convenient
to the individual: Knoxville, Nashville, and Chattanooga, Tennessee;
Muscle Shoals, Alabama; Washington, DC, or another location agreed upon
by the individual and the designated TVA official. Upon request the TVA
official will provide an address and an appropriate time for such
identification to be presented.
(g) In general, TVA offices located in the eastern time zone are open
8 a.m. to 4:45 p.m., and those in the central time zone 7:30 a.m. to
4:15 p.m. Construction project offices and Land Between The Lakes are
generally open 7 a.m. to 3:30 p.m. Offices are closed on Saturdays,
Sundays, and the following holidays: New Year's Day, Birthday of Martin
Luther King, Jr., Washington's Birthday, Memorial Day, Independence Day,
Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas
Day.
[40 FR 45313, Oct. 1, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and amended at 53 FR 30253, Aug. 11, 1988]
Sec. 1301.15 Disclosure of requested information to individuals.
(a) All disclosure and examination of records shall normally be made
in the presence of a TVA representative. If an individual wishes to be
accompanied by a third person of the individual's choosing when the
record is disclosed, TVA may require the individual to furnish TVA, in
advance of disclosure of the record, a statement signed by the
individual authorizing discussion and disclosure of the record in the
presence of the accompanying person. If desired by the individual, TVA
shall provide copies of any documents reviewed in the record which are
requested at the time of review. Fees shall be charged for such copies
in accordance with the fee schedule in Sec. 1301.21, and shall be
payable prior to delivery of the copies to the individual.
(b) Where permitted by Sec. 1301.14, copies of an individual's record
will be made available by mail. A charge for copies will be made in
accordance with Sec. 1301.21 of this part. All fees due shall be paid
prior to mailing of the materials. However, if TVA is unable to allow
in-person review of the record, the first copy will be made available
without charge.
Sec. 1301.16 Special procedures--Medical records.
If, in the judgment of TVA, the transmission of medical records,
including psychological records, directly to a requesting individual
could have an adverse effect upon such individual, TVA may refuse to
disclose such information directly to the individual. TVA will, however,
disclose this information to a licensed physician designated by the
individual in writing.
Sec. 1301.17 Requests for correction or amendment of record.
(a) An individual may request amendment of records pertaining to him
in a TVA system to the extent permitted by the Act in accordance with
this section. A request for amendment shall:
(1) Be in writing and signed by the individual seeking the amendment;
(2) Name the TVA system in which the record is maintained;
(3) Describe the item or items of information to be amended;
(4) Describe the nature of the amendment requested; and
(5) Give the reasons for the requested change.
(b) Requests shall be made to the official designated in the paragraph
headed ``Contesting record procedures'' in the TVA system notice for the
TVA system concerned. Before considering a request, TVA may require
proof of identity of the requester similar to that required under
Sec. 1301.14 to gain access to the record.
(c) The individual requesting amendment has the responsibility of
providing TVA with evidence of why his record should be amended, and
must provide adequate evidence to TVA to justify his request.
(d) The provisions of Sec. Sec. 1301.11 to 1301.24 of this part do not
permit the alteration of evidence presented or to be presented in the
course of judicial or administrative proceedings; neither do they permit
collateral attack on a prior judicial or administrative action, or
provide a collateral remedy for a matter otherwise judicially or
administratively cognizable.
[40 FR 45313, Oct. 1, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and amended at 53 FR 30253, Aug. 11, 1988]
Sec. 1301.18 TVA review of request for correction or amendment of
record.
(a) TVA will acknowledge a request for amendment within 10 days of
receipt. The acknowledgement will be in writing, will request any
additional information TVA requires to determine whether to make the
requested correction or amendment, and will indicate the date by which
TVA expects to make its initial determination.
(b) TVA will, except in unusual circumstances, complete its
consideration of requests to amend records within 30 days. If more time
is deemed necessary, TVA will notify the individual of the delay and of
the expected date of completion of the review.
(c) If TVA determines that a record should be corrected or amended, in
whole or in part, in accordance with a request, it will advise the
requesting individual in writing of its determination, and correct or
amend the record accordingly. If an accounting of disclosures has been
made, TVA will, to the extent of the accounting, inform prior recipients
of the record of the fact that the correction was made and the substance
of the correction.
(d) If TVA, after initial consideration of a request, determines that
a record should not be corrected or amended, in whole or in part, in
accordance with a request, it will notify the individual in writing of
its refusal to amend the record and the reasons therefor. The
notification will inform the individual that the refusal may be appealed
administratively and will advise the individual of the procedures for
such appeals.
Sec. 1301.19 Appeals on initial adverse agency determination on
correction or amendment.
(a) An individual may appeal an initial determination refusing to
amend that individual's record in accordance with this section. An
appeal must be taken within 20 days of receipt of notice of TVA's
initial refusal to amend the record and is taken by delivering a written
notice of appeal to the Vice President, Employee Worklife, Tennessee
Valley Authority, Knoxville, Tennessee 37902. Such notice shall be
signed by the appellant and shall state:
(1) That it is an appeal from a denial of a request to amend the
individual's records under these regulations and under the Privacy Act
of 1974;
(2) The reasons why the appellant believes the denial to have been
erroneous;
(3) The date on which the denial was issued; and
(4) The date on which the denial was received by the appellant.
(b) Appeals shall be determined by a reviewing official. Such
determination may be based on information provided for the initial
determination; any additional information which TVA or the appellant may
desire to provide; and any other material the reviewing official deems
relevant to the determination. The reviewing official, in his sole
discretion, may request TVA or the appellant to provide additional
information deemed relevant to the appeal. The appellant will be given
an opportunity to respond to any information provided by TVA or
independently procured by the reviewing official. If in the sole
discretion of the reviewing official a hearing is deemed necessary for
resolution of the appeal, the reviewing official may conduct a hearing
upon notice to TVA and the appellant, at which both TVA and the
appellant shall be afforded an opportunity to be heard on the appeal.
The rules governing any hearing will be set forth in the notice of
hearing.
(c) The reviewing official shall make final determination on the
appeal within 30 days after it is received unless such period is
extended for good cause. If the reviewing official finds good cause for
an extension, TVA will inform the appellant in writing of the reason for
the delay and of the approximate date on which the reviewing official
expects to complete his determination of the appeal.
(d) If the reviewing official determines that a record should be
amended in whole or in part in accordance with an appellant's request,
TVA will inform the appellant in writing of its determination and
correct or amend the record. If an accounting of disclosures has been
made, TVA will, to the extent of the accounting, inform prior recipients
of the record of the fact that the correction was made and of the
substance of the correction.
(e) If the reviewing official determines not to amend a record, in
whole or in part, in accordance with a request, TVA will advise the
individual:
(1) Of its refusal to amend and the reasons therefor;
(2) Of the appellant's right to file a concise statement of reasons
for disagreement with the refusal as set out in paragraph (f) of this
section;
(3) Of the procedures for filing a statement of disagreement;
(4) That any statement of disagreement will be made available to
anyone to whom the record is subsequently disclosed together with any
statement by TVA summarizing its reasons for refusing to amend the
record;
(5) That prior recipients of the disputed record will be provided a
copy of any statement of dispute to the extent that an accounting of
disclosures was maintained; and
(6) Of his or her right to seek judicial review of the agency's
refusal to amend a record.
(f) If the reviewing official's final determination of an appeal is a
refusal to correct or amend a record, in whole or in part, in accordance
with the request, the appellant may file with TVA a concise statement
setting forth the reasons for his or her disagreement with the refusal
of TVA to amend the records. Such statements normally should not exceed
100 words. A statement of disagreement should be submitted within 30
days of receipt of notice of the reviewing official's decision on the
appeal, and should be sent to system manager. In any disclosure
containing information about which the individual has filed a statement
of disagreement which occurs after the filing of the statement, TVA will
clearly note any portion of the record which is disputed and provide
copies of the statement with the disclosure. Copies of the statement
will also be furnished to persons or other agencies to whom the record
has been disclosed to the extent that an accounting of disclosures was
made. TVA may attach to the statement of disagreement a brief summary of
TVA's reasons for refusing to amend the record. Such summaries will be
disclosed to the individual, but are not subject to amendment.
[40 FR 45313, Oct. 1, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and amended at 53 FR 30253, Aug. 11, 1988; 57 FR 33634, July 30, 1992]
Sec. 1301.20 Disclosure of record to persons other than individual
to whom it pertains.
For purposes of Sec. 1301.11 to Sec. 1301.24, the parent of any minor
or the legal guardian of any individual who has been declared
incompetent due to physical or mental incapacity or age by a court of
competent jurisdiction may act on behalf of the individual. TVA may
require proof of the relationship prior to allowing such action. The
parent or legal guardian may not act where the individual concerned
objects to the action of the parent or legal guardian, unless a court
otherwise orders.
Sec. 1301.21 Fees.
(a) Fees to be charged, if any, to any individual for making copies of
his or her record exclude the cost of any search and review of the
record. The following fees are applicable:
(1) For reproduction of material consisting of sheets no larger than
8\1/2\ by 14 inches, ten cents per page; and
(2) For reproduction of other materials, the direct cost of photostats
or other means necessarily used for duplication.
Sec. 1301.22 Penalties.
Section 552a(i), title 5, United States Code provides that:
(1) Criminal Penalties.--Any officer or employee of an agency, who by
virtue of his employment or official position, has possession of, or
access to, agency records which contain individually identifiable
information the disclosure of which is prohibited by this section or by
rules or regulations established thereunder, and who knowing that
disclosure of the specific material is so prohibited, willfully
discloses the material in any manner to any person or agency not
entitled to receive it, shall be guilty of a misdemeanor and fined not
more than $5,000.
(2) Any officer or employee of any agency who willfully maintains a
system of records without meeting the notice requirements of paragraph
(e)(4) of this section shall be guilty of a misdemeanor and fined not
more than $5,000.
(3) Any person who knowingly and willfully requests or obtains any
record concerning an individual from an agency under false pretenses
shall be guilty of a misdemeanor and fined not more than $5,000.
Sec. 1301.23 General exemptions.
(a) Individuals may not have access to records maintained by TVA but
which were provided by another agency which has determined by regulation
that such information is subject to general exemption under 5 U.S.C.
552a(j). If such exempt records are within a request for access, TVA
will advise the individual of their existence and of the name and
address of the source agency. For any further information concerning the
record and the exemption, the individual must contact that source
agency.
(b) The TVA system ``Land Between The Lakes Register of Law
Violations--TVA'' is exempted from subsections (c) (3), (4); (d);
(e)(1), (2), (3), (4)(G), (4)(H), (4) (I), (5); (f); (g); and (h) of 5
U.S.C. 552a and corresponding sections of these rules pursuant to
section (j)(2) of 5 U.S.C. 552a (section 3 of the Privacy Act).
Application of these provisions of the Privacy Act to the criminal law
enforcement records in this system might interfere with effective law
enforcement at the Land Between The Lakes.
[40 FR 45313, Oct. 1, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and amended at 53 FR 30253, Aug. 11, 1988]
Sec. 1301.24 Specific exemptions.
(a) The TVA system ``Employee Alleged Misconduct Investigatory Files--
TVA'' is exempted from subsections (c)(3); (d); (e)(1), (4)(G), (4)(H),
(4)(I); and (f) of 5 U.S.C. 552a and corresponding sections of these
rules pursuant to section (k)(2) of 5 U.S.C. 552a (section 3 of the
Privacy Act). This TVA system is exempted because applications of these
provisions to this system might impair investigations of employee
misconduct.
(b)(1) The TVA systems ``Apprentice Training Record System-TVA,''
``Consultant and Personal Service Contractor Records-TVA,'' ``Upgrade
Craft Training Program-TVA,'' ``Employment Applicant Files-TVA,''
``Personnel Files-TVA,'' and ``Nuclear Quality Assurance Personnel
Records-TVA'' are exempted from subsections (d); (e)(4)(H); (f)(2), (3),
and (4) of 5 U.S.C. 552a and corresponding sections of these rules to
the extent that disclosure of 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. These TVA systems are
exempted pursuant to section (k)(5) of 5 U.S.C. 552a (section 3 of the
Privacy Act).
(2) Each of these TVA systems contain reference letters and
information concerning employees and other individuals who perform
services for TVA. TVA has received this information in the past under
both express and implied promises of confidentiality and consistent with
the Privacy Act these promises will be honored. Pledges of
confidentiality will be necessary in the future to ensure that
unqualified or unsuitable individuals are not selected for TVA
positions. Without the ability to make these promises, a potential
source of information may be unwilling to provide needed information, or
may not be sufficiently frank to be of value in personnel screening.
(c)(1) The TVA systems ``Apprentice Training Record System-TVA,''
``Consultant and Personal Service Contractor Records-TVA,'' ``Upgrade
Craft Training Program-TVA,'' ``Employment Applicant Files-TVA,'' and
``Personnel Files-TVA,'' are exempted from subsections (d); (e)(4)(H);
(f)(2), (3), and (4) of 5 U.S.C. 552a and corresponding sections of
these rules to the extent that disclosure of testing or examination
material used solely to determine individual qualifications for
appointment or promotion in the Federal service would compromise the
objectivity or fairness of the testing or examination process. These
systems are exempted pursuant to section (k)(6) of 5 U.S.C. 552a
(section 3 of the Privacy Act).
(2) This material is exempted because its disclosure would reveal
information about the testing process which would potentially give an
individual an unfair competitive advantage in selection based on test
performance.
(d) The TVA system OIG Investigative Records is exempt from
subsections (c)(3), (d), (e)(1), (e)(4), (G), (H), and (I) and (f) of 5
U.S.C. 552a (section 3 of the Privacy Act) and corresponding sections of
these rules pursuant to 5 U.S.C. 552a(k)(2). The TVA system OIG
Investigative Records is exempt from subsections (c)(3), (d), (e)(1),
(e)(2), (e)(3), (e)(4)(G), (H), and (I), (e)(5), (e)(8), and (g)
pursuant to 5 U.S.C. 552a(j)(2). This system is exempt because
application of these provisions might alert investigation subjects to
the existence or scope of investigations, lead to suppression,
alteration, fabrication, or destruction of evidence, disclose
investigative techniques or procedures, reduce the cooperativeness or
safety of witnesses, or otherwise impair investigations.
(e) The TVA system TVA Police Records is exempt from subsections
(c)(3), (d), (e)(1), (e)(4), (G), (H), and (I) and (f) of 5 U.S.C. 552a
(section 3 of the Privacy Act) and corresponding sections of these rules
pursuant to 5 U.S.C. 552a(k)(2). The TVA system Police Records is exempt
from subsections (c)(3), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H),
and (I), (e)(5), (e)(8), and (g) pursuant to 5 U.S.C. 552a(j)(2). This
system is exempt because application of these provisions might alert
investigation subjects to the existence or scope of investigations, lead
to suppression, alteration, fabrication, or destruction of evidence,
disclose investigative techniques or procedures, reduce the
cooperativeness or safety of witnesses, or otherwise impair
investigations.
[40 FR 45313, Oct. 3, 1975. Redesignated at 44 FR 30682, May 29, 1979,
and as amended at 52 FR 7405, Mar. 11, 1987; 53 FR 30253, Aug. 11, 1988
; 56 FR 9288, Mar. 6, 1991; 61 FR 2111, Jan. 25, 1996; 62 FR 4644, Jan.
31, 1997]