Defense Nuclear Facilities Safety Board DNFSB http://www.gpo.gov/fdsys/pkg/FR-2011-07-20/pdf/2011-18227.pdf Defense Nuclear Facilities Safety Board
DNFSB-1 Personnel Security Files.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB employees, applicants for employment with DNFSB, DNFSB contractors and consultants, and other individuals requiring access to classified materials and facilities.

Personnel security folders and requests for security clearances (Forms SF 86, 86A, 87, and 312) and Department of Energy (DOE) Forms 5631.18, 5631.20, 5631.21, and 5631.29. In addition, records including the following information:

1. Security clearance request information;

2. Security education and foreign travel lectures;

3. Security infractions;

4. Names of individuals visiting DNFSB offices; and

5. Personal identity verification documents (

e.g., photographs, fingerprint cards, and proofs of identity) maintained for Federal identification badge and access purposes.

42 U.S.C. 2286.

DNFSB--to determine which individuals should have access to classified material; to be able to transfer clearances to other facilities for visitor control purposes; and to verify the identity of its employees and contractors.

DOE--to determine eligibility for security clearances.

Other Federal and State agencies--to determine eligibility for security clearances.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name, social security number, and numeric code.

Access is limited to authorized DNFSB employees only. Paper records are stored in locked offices and locked file cabinets, and electronic records are maintained on a password-protected desktop personal computer (PC). The Security Management Officer's office remains locked when not in use.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Security Management Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-1 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-1 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-1 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals, Questionnaire for Sensitive Positions (SF 86), agency files, official visitor logs, contractors, and DOE Personnel Security Branch.

None.

DNFSB-2 Time and Attendance Records.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB employees.

Time and attendance records to include names, addresses, social security numbers, service computation dates, leave usage data with corresponding balances, and authorizations for overtime and compensatory time.

42 U.S.C. 2286.

DNFSB--to enter and maintain payroll, time, and attendance data for DNFSB employees.

Bureau of the Public Debt--to process and maintain payroll, time, and attendance data for DNFSB employees.

Treasury Department--to collect withholding taxes and issue savings bonds.

Internal Revenue Service--to process Federal income taxes.

State and Local Governments--to process state and local income taxes.

Savings Institutions--to credit accounts for savings made through payroll deductions.

Health Insurance Carriers--to process insurance claims.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name, social security number, and alphanumeric code.

Access is limited to authorized DNFSB employees only. Paper records are stored in locked file cabinets and electronic records are maintained on a password-protected desktop PC.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

General Manager, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-2 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-2 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-2 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals, timekeepers, supervisors, the Bureau of the Public Debt for payroll records, and the Internal Revenue Service and State officials for withholding and tax information.

None.

DNFSB-3 Drug Testing Program Records.

Unclassified.

Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Duplicate systems may exist, in whole or in part, at contractor testing laboratories and collection/evaluation facilities.

DNFSB employees and applicants for employment with DNFSB.

Records including the following information:

1. Pre-employment drug test requests or results, random tests, confirmatory tests, and follow-up tests;

2. Information supplied by employees or applicants contesting positive test results;

3. Information supplied by individuals concerning alleged drug abuse by DNFSB employees or applicants; and

4. Written statements or medical evaluations of attending physicians or information regarding prescription or nonprescription drugs.

Executive Order 12564, "Drug-Free Federal Workplace," September 15, 1986, 51 FR 32889, codified at 5 U.S.C. 7301, note (1987).

Information in these records may be used by a Medical Review Officer (MRO) and DNFSB management:

1. To identify substance abusers within the agency;

2. To initiate counseling and rehabilitation programs;

3. To take personnel actions;

4. To take personnel security actions; and

5. For statistical purposes.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Test records are maintained on paper in file folders. Records used for initiating a random drug test are maintained on the Random Employee Selection Automation System. This is a password-protected, stand-alone system that resides on a desktop computer.

Records maintained in file folders are indexed and accessed by name and social security number. Random drug testing records are accessed via a computer database that includes employees' names, social security numbers, and job titles.

Access usage rights are limited to authorized DNFSB employees only. The Division of Human Resources records are stored in a locked file cabinet. Records in laboratory collection and evaluation facilities are stored under appropriate security measures so that access is limited and controlled.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-3 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-3 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-3 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

DNFSB employees and applicants who have been identified for drug testing, who have been tested, or who have admitted abusing drugs prior to being tested; physicians' statements regarding medical evaluations or authorized prescriptions for drugs; individuals providing information through a pre-employment drug use questionnaire; individuals providing information concerning alleged drug abuse by DNFSB employees or applicants, including but not limited to: specimen collection, laboratories for analysis, and medical evaluations; and DNFSB staff administering the drug testing program to ensure the achievement of a drug-free workplace.

Pursuant to 5 U.S.C. 552a(k)(5), DNFSB has exempted portions of this System of Records from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f). The exemption is invoked for information in the System of Records that would disclose the identity of a source who furnished information concerning alleged drug abuse by DNFSB employees or applicants.

DNFSB-4 Personnel Files.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB employees and applicants for employment with DNFSB.

Records including the following information:

1. Name, social security number, sex, date of birth, home address, grade level, family information, and occupational code;

2. Federal employment application materials;

3. Assigned Position Description;

4. Telework Agreement (if applicable);

5. Records on suggestions, awards, and bonuses;

6. Training requests, authorization data, and training course evaluations;

7. Employee appraisals, appeals, grievances, and complaints;

8. Employee disciplinary actions;

9. Employee retirement records;

10. Employment transfers;

11. Promotions, payroll changes, and benefits elections; and

12. Proof of identity documents.

42 U.S.C. 2286.

DNFSB--to maintain personnel files on DNFSB employees to facilitate processing of personnel actions.

Bureau of the Public Debt--to maintain Official Personnel Folders for DNFSB.

Office of Personnel Management--to maintain transfer and retirement records for the calculation of benefits and collection of anonymous statistical reports.

Federal Retirement Thrift Investment Board--to invest employee contributions in selected funds, track financial performance of employee investments, and provide performance reports.

Social Security Administration--to maintain Social Security records for the calculation of benefits.

Department of Labor--to process Workmen's Compensation claims.

Department of Defense Military Retired Pay Offices--to adjust military retirement.

Veterans Administration--to evaluate veteran's benefits to which the individual may be entitled.

States' Departments of Employment Security--to determine entitlement to unemployment compensation or other state benefits.

Federal, State, or Local government agencies--to investigate individuals in connection with security clearances, and administrative or judicial proceedings. Private Organizations--to verify employees' employment status with DNFSB.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name and social security number.

Access is limited to authorized DNFSB employees only. Paper records are stored in locked file cabinets and electronic files are password-protected.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records within DNFSB are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-4 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-4 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-4 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individual employees, official personnel records, Office of Personnel Management, State employment agencies, educational institutions, and supervisors.

None.

DNFSB-5 Occupational Radiation Exposure Records.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB employees.

Occupational radiation exposure information.

42 U.S.C. 2286.

DNFSB--to monitor employees' occupational radiation exposures during their employment with DNFSB.

DOE--to monitor radiation exposure of visitors, including DNFSB employees, to the various DOE facilities in the United States.

Other Federal and State Health Institutions--to monitor occupational radiation exposure of DNFSB personnel.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name, social security number, and date of birth.

Access is limited to authorized DNFSB employees and contractors only. Paper records are stored in locked file cabinets with appropriate Privacy Act markings in a controlled-access area. Electronic files are password-protected or encrypted and stored on a dedicated computer.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-5 include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-5 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-5 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals, previous employee records, DOE occupational Radiation Exposure Monitoring System (REMS), whole body counts, bioassays, dosimeters, and film badges.

None.

DNFSB-6 DNFSB Staff Resumé Book.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB's technical and legal employees.

A summary of each DNFSB technical and legal employee's educational background and work experience with emphasis on areas relevant to the individual's work at DNFSB.

42 U.S.C. 2286.

DNFSB--to provide DNFSB Board Members and staff an understanding of the technical and legal qualifications of DNFSB's employees to facilitate work assignments and for work planning purposes.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name.

The Resumé Book is not accessible via the Internet or DNFSB's Public Reading Room. Access to the Resumé Book is limited to current DNFSB employees as determined by the Chairman. Paper records are stored in locked file cabinets or in locked desk drawers.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Out-of-date paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Information Technology and Security, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-6 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-6 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-6 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals.

None.

DNFSB-7 Supervisor Files.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB's technical, legal, and administrative employees.

Records including the following information:

1. Information used to write annual or mid-year performance appraisals, proposed awards, or proposed honors;

2. Documented written correspondence, employee's work samples, hard-copy of electronic communications, confidential supervisor notations, and employee performance records; and

3. Information used to contact personnel during non-duty hours, such as personal cell phone numbers and home phone numbers.

42 U.S.C. 2286.

DNFSB--to be used by supervisors to write annual or mid-year performance appraisals for their employees or to propose awards or honors; to be used in connection with disciplinary or adverse actions.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name.

Access is limited to the direct supervisor and administrative personnel who maintain the records. Paper records are stored in locked offices, locked file cabinets, or in locked desk drawers, and electronic files are password-protected.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Out-of-date paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Information Technology and Security, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-7 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-7 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-7 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals.

None.

DNFSB-8 Travel, Procurement, and Administrative Files.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

1. Official travel documents including names, addresses, social security numbers, dates of birth, passport numbers, relocation records, and travel credit card numbers;

2. Purchase credit card numbers, invoices, and payment records;

3. Employee credit evaluations, credit check information, and travel/purchase card histories;

4. Parking permit records;

5. Public transit subsidy applications and issuance records;

6. Contracts/purchase orders; and

7. Miscellaneous reimbursements.

42 U.S.C. 2286.

DNFSB--to process travel- and procurement-related documents.

General Services Administration--to reimburse DNFSB employees, applicants for employment, and consultants for travel-related expenses and miscellaneous reimbursements, and to reimburse contractors for services rendered.

General Accounting Office and Auditors--to verify accuracy and legality of disbursements.

Travel Agencies--to process travel itineraries.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

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

Access is limited to authorized DNFSB employees only. Paper records are stored in locked file cabinets and electronic records are maintained on a password-protected desktop PC.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Acquisition and Finance, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-8 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-8 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-8 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Subject individuals, General Services Administration for official accounting records, and travel agency contracts.

None.

DNFSB-9 Occupational Beryllium Exposure Records.

Unclassified.

Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

DNFSB employees and contractors.

Occupational beryllium exposure information.

42 U.S.C. 2286.

DNFSB--to assist DNFSB employees and contractors who may have been exposed to beryllium and wish to be informed of any applicable DOE beryllium disease screening and prevention programs.

DOE--to assist DOE in identifying DNFSB employees and contractors who may have been exposed to beryllium while visiting or working at various DOE defense nuclear facilities throughout the United States.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records and electronic files.

By name.

Access is limited to authorized DNFSB employees and contractors only. Paper records are stored in locked file cabinets with appropriate Privacy Act markings in a controlled-access area. Electronic files are password-protected or encrypted and are stored on a dedicated computer.

Records retention and disposal requirements are contained in the "General Records Schedules" published by the National Archives and Records Administration, Washington, DC. Paper records within DNFSB are shredded before disposal and electronic files are destroyed by secure, permanent methods.

Director, Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

Requests made by individuals to determine if DNFSB-9 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth.

Individuals requesting permission to access DNFSB-9 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

Individuals contesting any DNFSB-9 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification (e.g., driver's license, passport, or government identification).

DOE requests for identification of personnel for beryllium exposure surveys or possible exposures.

None.

Systems of Records Published Between January 4, 2010 and December 30, 2011 Energy Defense Nuclear Facilities Safety Board PRIVACY ACT

Sec.

1705.01 Scope.

1705.02 Definitions.

1705.03 Systems of records notification.

1705.04 Requests by persons for access to their own records.

1705.05 Processing of requests.

1705.06 Appeals from access denials.

1705.07 Requests for correction of records.

1705.08 Appeals from correction denials.

1705.09 Disclosure of records to third parties.

1705.10 Fees.

1705.11 Exemptions.

Authority: 5 U.S.C. 552a(f).

Source: 56 FR 47144, Sept. 18, 1991, unless otherwise noted.

§ 1705.01 Scope.

This part contains the Board's regulations implementing the Privacy Act of 1974, Public Law 93-579, 5 U.S.C. 552a.

§ 1705.02 Definitions.

The following terms used in these regulations are defined in the Privacy Act, 5 U.S.C. 552a(a): agency, individual, maintain, record, system of records, statistical record, and routine use. The Board's use of these terms conforms with the statutory definitions. References in this part to "the Act" refer to the Privacy Act of 1974.

§ 1705.03 Systems of records notification.

(a) Public notice. The Board has published in the Federal Register its systems of records. The Office of the Federal Register biennially compiles and publishes all systems of records maintained by all Federal agencies, including the Board.

(b) Requests regarding record systems. Any person who wishes to know whether a system of records contains a record pertaining to him or her may file a request in person or in writing. Written requests should be directed to: Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004. Telephone requests should be made by calling the Board at 202-208-6400, and asking to speak to the Privacy Act Officer.

§ 1705.04 Requests by persons for access to their own records.

(a) Requests in writing. A person may request access to his or her own records in writing by addressing a letter to: Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., suite 700, Washington, DC 20004. The request should contain the following information:

(1) Full name, address, and telephone number of requester,

(2) Proof of identification, which should be a copy of one of the following: Valid driver's license, valid passport, or other current identification which contains both an address and picture of the requester,

(3) The system of records in which the desired information is contained, and

(4) At the requester's option, authorization for copying expenses (see § 1705.10 below).

(b) Requests in person. Any person may examine his or her own records on the Board's premises. To do so, the person should call the Board's offices at 202-208-6400 and ask to speak to the Privacy Act Officer. This call should be made at least two weeks prior to the time the requester would like to see the records. During this call, the requester should be prepared to provide the same information as that listed in paragraph (a) of this section, except for proof of identification.

§ 1705.05 Processing of requests.

(a) Requests in writing. The Privacy Act Officer will acknowledge receipt of the request within five working days of its receipt in the Board's offices. The acknowledgment will advise the requester if any additional information is needed to process the request. Within fifteen working days of receipt of the request, the Privacy Act Officer will provide the requested information or will explain to the requester why additional time is needed for response.

(b) Requests in person. Following the initial call from the requester, the Privacy Act Officer will determine (1) whether the records identified by the requester exist, and (2) whether they are subject to any exemption under § 1705.11 below. If the records exist and are not subject to exemption, the Privacy Act Officer will call the requester and arrange an appointment at a mutually agreeable time when the records can be examined. The requester may be accompanied by one person of his or her own choosing, and should state during this call whether or not a second individual will be present at the appointment. At the appointment, the requester will be asked to present identification as stated in § 1705.04(a)(2).

(c) Excluded information. If a request is received for information compiled in reasonable anticipation of litigation, the Privacy Act Officer will inform the requester that this information is not subject to release under the Privacy Act (see 5 U.S.C. 552a(d)(5)).

§ 1705.06 Appeals from access denials.

When access to records has been denied by the Privacy Act Officer, the requester may file an appeal in writing. This appeal should be directed to The Chairman, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue NW., suite 700, Washington, DC 20004. The appeal letter must (a) specify those denied records which are still sought, and (b) state why the denial by the Privacy Act Officer is erroneous. The Chairman or his designee will respond to such appeals within twenty working days after the appeal letter has been received in the Board's offices. The appeal determination will explain the basis for continuing to deny access to any requested records.

§ 1705.07 Requests for correction of records.

(a) Correction requests. Any person is entitled to request correction of a record pertaining to him or her. This request must be made in writing and should be addressed to Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004. The letter should clearly identify the corrections desired. An edited copy of the record will usually be acceptable for this purpose.

(b) Initial response. Receipt of a correction request will be acknowledged by the Privacy Act Officer in writing within five working days of receipt of the request. The Privacy Act Officer will endeavor to provide a letter to the requester within thirty working days stating whether or not the request for correction has been granted or denied. If the Privacy Act Officer decides to deny any portion of the correction request, the reasons for the denial will be provided to the requester.

§ 1705.08 Appeals from correction denials.

(a) When amendment of records has been denied by the Privacy Act Officer, the requester may file an appeal in writing. This appeal should be directed to The Chairman, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004. The appeal letter must (1) specify the records subject to the appeal, and (2) state why the denial of amendment by the Privacy Act Officer is erroneous. The Chairman or his designee will respond to such appeals within thirty working days (subject to extension by the Chairman for good cause) after the appeal letter has been received in the Board's offices.

(b) The appeal determination, if adverse to the requester in any respect, will: (1) Explain the basis for denying amendment of the specified records, (2) inform the requester that he or she may file a concise statement setting forth reasons for disagreeing with the Chairman's determination, and (3) inform the requester of his or her right to pursue a judicial remedy under 5 U.S.C. 552a(g)(1)(A).

§ 1705.09 Disclosure of records to third parties.

Records subject to the Privacy Act that are requested by any person other than the individual to whom they pertain will not be made available except in the following circumstances:

(a) Their release is required under the Freedom of Information Act in accordance with the Board's FOIA regulations, 10 CFR part 1703;

(b) Prior consent for disclosure is obtained in writing from the individual to whom the records pertain; or

(c) Release is authorized by 5 U.S.C. 552a(b) (1) or (3) through (11).

§ 1705.10 Fees.

A fee will not be charged for search or review of requested records, or for correction of records. When a request is made for copies of records, a copying fee will be charged at the same rate established for FOIA requests. See 10 CFR 1703.107. However, the first 100 pages of copying will be free of charge.

§ 1705.11 Exemptions.

Pursuant to 5 U.S.C. 552a(k), the Board has determined that system of records DNFSB-3, "Drug Testing Program Records," is partially exempt from 5 U.S.C. 552(a)(c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f). The exemption pertains to portions of these records which would identify persons supplying information on drug abuse by Board employees or contractors.