Home > 1995 Privacy Act Documents > Privacy Act: [ DOE-39] Labor Standards Complaints and Grievances....

Privacy Act: [ DOE-39] Labor Standards Complaints and Grievances....


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   Privacy Act regulation, proper identification is required before a 
   request is processed.
     Contesting record procedures: 
       Same as Notification procedures above.
     Record source categories: 
       The employer of the subject individual.
     System exempted from certain provisions of the act: 
       None.

   #..DOE-6

   #....System name: 

       EIA Customer Data Base.
     Security classification: 
       Unclassified.
     System location: 
       U.S. Department of Energy (DOE), Energy Information 
   Administration (EIA), 1000 Independence Avenue, SW., Washington, DC 
   20585.

[[Page 27317]]

     Categories of individuals covered by the system: 
       Persons requesting energy related information.
     Categories of records covered by the system: 
       The following information may be maintained in the system: EIA 
   contact name, date of contact, contact method, address, e-mail 
   address, telephone number, fax number, description of information or 
   services requested, description of services, and energy interests.
     Authority for maintenance of the system: 
       42 U.S.C. 7101 et seq. and 50 U.S.C. 2401 et seq.
   Purpose(s):
       The records are used and maintained by the DOE to analyze, 
   evaluate and better serve EIA customers, their needs, and their 
   interests.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       A record from the system may be disclosed as a routine use to DOE 
   contractors in performance of their contracts, and their officers and 
   employees who have a need for the record in the performance of their 
   duties. Those provided information under this routine use are subject 
   to the same limitations applicable to DOE officers and employees 
   under the Privacy Act.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records may be stored as paper records and electronic media.
     Retrievability: 
       Records may be retrieved by name, e-mail address, or telephone 
   number.
     Safeguards: 
       Paper records are maintained in locked cabinets and desks. 
   Electronic records are controlled through established DOE computer 
   center procedures (personnel screening and physical security), and 
   they are password protected. Passwords are known only by the system 
   manager. Access is limited to those whose official duties require 
   access to the records.
     Retention and disposal: 
       Records retention and disposal authorities are contained in the 
   National Archives and Records Administration (NARA) General Records 
   Schedule and DOE record schedules that have been approved by NARA.
     System manager(s) and address: 
       Administrator, Energy Information Administration, U.S. Department 
   of Energy, 1000 Independence Avenue, SW., Washington, DC 20585.
     Notification procedure:
       In accordance with DOE regulation implementing the Privacy Act, 
   Title 10, Code of Federal Regulations, Part 1008, a request by an 
   individual to determine if a system of records contains information 
   about him/her should be directed to the Director, Headquarters 
   Freedom of Information Act and Privacy Act Division, U.S. Department 
   of Energy, or the Privacy Act Officer at the appropriate address 
   identified above under ``System locations.'' The request should 
   include the requester's complete name, time period for which records 
   are sought, and the geographic location(s) where the requester 
   believes the records are located.
     Record access procedures:
       Same as Notification procedures above. Records are generally kept 
   at locations where the work is performed. In accordance with the DOE 
   Privacy Act regulation, proper identification is required before a 
   request is processed.
     Contesting record procedures: 
       Same as Notification procedures above.
     Record source categories: 
       The subject individual.
     System exempted from certain provisions of the act: 
       None.

   #..DOE-7

   #....System name: 

       Whistleblower Investigation, Hearings, and Appeals Records.
     Security classification: 
       Classified and unclassified.
     System location: 
       These records are maintained at the Office of Hearings and 
   Appeals, U.S. Department of Energy, 1000 Independence Avenue, SW., 
   Washington, DC 20585-0107.
     Categories of individuals covered by the system: 
       Current and former employees of the Department of Energy (DOE), 
   contractor and subcontractor employees whose complaints are received 
   at the Office of Hearings and Appeals pursuant to Title 10, Code of 
   Federal Regulations, part 708, and pursuant to section 3164 of the 
   National Defense Authorization Act for FY 2000, Pub. L. 106-65, 
   codified at 42 U.S.C. 7239.
     Categories of records in the system: 
       Whistleblower reprisal complaints; names, social security 
   numbers, work and home addresses and telephone numbers, job titles, 
   series, grade or pay levels; organization information; supervisors' 
   names and telephone numbers; copies of employee records such as 
   personnel actions, performance appraisals, pay and leave records, and 
   security clearance documents; management reports; witness statements; 
   affidavits; checklists; notes; reports of investigation; and relevant 
   correspondence.
     Authority for maintenance of the system: 
       42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 42 U.S.C. 
   2201(b), (c), (I), (p), 5814, 5815, 7251, 7254, 7255, 7257; 42 U.S.C. 
   7239.
   Purpose(s): 
       The records are maintained and used by the DOE to document and 
   resolve complaints made by employees of DOE and its contractors and 
   subcontractors who allege retaliation by their employer for 
   disclosure of information concerning danger to public or worker 
   health or safety, substantial violations of law, or gross 
   mismanagement; for participation in Congressional proceedings; or for 
   refusal to participate in dangerous activities.
     Routine uses of records maintained in the system, including 
   categories of users and purposes of such uses: 
       1. A record from this system may be disclosed to any source from 
   which additional information is requested when necessary to obtain 
   information relevant to the processing of a whistleblower complaint 
   by the Office of Hearings and Appeals. The source will be provided 
   such information from the system of records only to the extent 
   necessary to identify the individual, inform the source of the 
   purpose(s) of the request, and to identify the type of information 
   requested.
       2. A record from this system may be disclosed as a routine use to 
   the appropriate local, State or Federal agency in the event that a 
   record within this system of records, alone or in conjunction with 
   other information, indicates a violation or potential violation of 
   law whether civil, criminal, or regulatory in nature, and whether 
   arising by general statute of particular program pursuant thereto.
       3. A record from this system may be disclosed as a routine use 
   for the purpose of an investigation, settlement of claims, or the 
   preparation and conduct of litigation to (1) persons representing the 
   Department or assisting

[[Page 27318]]

   in such representation; (2) others involved in the matter, their 
   representatives and assistants, and any other person possessing 
   information pertaining to the matter, when it is necessary to obtain 
   information or testimony relevant to the matter.
       4. A record from this system may be disclosed as a routine use in 
   court or administrative proceedings to the tribunals, counsel, other 
   parties, witnesses, and the public (in publicly available pleadings, 
   filings, or discussion in open court) when such disclosure (1) is 
   relevant to, and necessary for, the proceeding, and (2) is compatible 
   with the purpose for which the Department collected the record; and 
   (3) the proceeding involves:
       (a) The Department, its predecessor agencies, current or former 
   contractor of the Department, or other United States Government 
   agencies and their components, or
       (b) A current or former employee of the Department and its 
   predecessor agencies, current or former contractors of the 
   Department, or United States Government agencies and their 
   components, who is acting in an official capacity, or in any 
   individual capacity, or in any individual capacity where the 
   Department or other United States Government agency has agreed to 
   present the employee.
       5. A record from this system may be disclosed as a routine use to 
   contractors in performance of their contracts, and their officers and 
   employees who have a need for the record in the performance of their 
   duties. Those provided information under this routine use are subject 
   to the same limitations applicable to DOE officers and employees 
   under the Privacy Act.
       6. A record from this system may be disclosed as a routine use to 
   a member of Congress submitting a request involving a constituent 
   when the constituent has requested assistance from the member with 
   respect to the subject matter of the record. The member of Congress 
   must provide a copy of the constituent's request for assistance.
       7. Decisions, opinions, reports of investigation, orders and 
   other determinations signed by investigators, hearing officers or the 
   Director of the Office of Hearings and Appeals that are records 
   contained in this system of records may be published for the general 
   public, for precedential or educational purposes, in paper format and 
   electronically on the Office of Hearings and Appeals' website, the 
   current address of which is 
   http://www.oha.doe.gov.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records may be stored as paper records and electronic media.
     Retrievability: 
       Records may be retrieved by complainant's name or other personal 
   identifier or case number.
     Safeguards: 
       Paper records are maintained in locked cabinets and desks. 
   Electronic records are controlled through established DOE computer 
   center procedures (personnel screening and physical security), and 
   they are password protected. Passwords are known only to the system 
   manager. Access is limited to those whose official duties require 
   access to the records.
     Retention and disposal: 
       Records retention and disposal authorities are contained in the 
   National Archives and Records Administration (NARA) General Records 
   Schedule and DOE records schedules that have been approved by NARA.
     System manager(s) and address: 
       Chief, Docket and Publications Branch, Office of Hearings and 
   Appeals, U.S. Department of Energy, 1000 Independence Avenue, SW., 
   Washington, DC 20585-0107.
     Notification procedure:
       In accordance with the DOE regulation implementing the Privacy 
   Act, at Title 10, Code of Federal Regulations, part 1008, a request 
   by an individual to determine if a system of records contains 
   information about him/her should be directed to the Director, 
   Headquarters Freedom of Information and Privacy Act Division, U. S. 
   Department of Energy, or the Privacy Act Officer at the appropriate 
   address identified above under ``system locations.'' The request 
   should include the requester's complete name, time period, and the 
   geographic location(s) where the requester believes the records are 
   located.
     Record access procedures: 
       Same as Notification procedures above. Records are generally kept 
   at locations where the work is performed. In accordance with the DOE 
   Privacy Act regulation, proper identification is required before a 
   request is processed.
     Contesting record procedures: 
       Same as Notification Procedures above.
     Record source categories: 
       The complainant; individuals and organizations that have 
   pertinent knowledge about the subject of the complaint; those 
   authorized by the complainant to furnish information; confidential 
   informants; and Congressional offices.
     System exempted from certain provisions of the act: 
       The system is exempt under subsections 552a(k)(1), (2) and (5) of 
   the Privacy Act to the extent that information within the system 
   meets the criteria of those subsections of the Act. Such information 
   has been exempted from the provisions of subsections (c)(3); 5 U.S.C. 
   552a (d); 5 U.S.C. 552a (e)(1) of the Act; see the DOE Privacy Act 
   regulation at Title 10, Code Federal Regulations, Part 1008.

   #..DOE-8

   #....System name: 

       Intergovernmental Personnel Act (IPA) Agreements.
     Security classification:
       Unclassified.
     System location: 
       U.S. Department of Energy, Headquarters, Forrestal Building, 1000 
   Independence Avenue, SW., Washington, DC 20585
       U.S. Department of Energy, Headquarters, Germantown, 19901 
   Germantown Road, Germantown, MD 20585
       U.S. Department of Energy, Alaska Power Administration, Federal 
   Records Center, San Point Way, NE., Seattle, WA 98115
       U.S. Department of Energy, Albuquerque Operations Office, PO Box 
   5400, Albuquerque, NM 87185-5400
       U.S. Department of Energy, Bonneville Power Administration, PO 
   Box 3621, Portland, OR 97208
       U.S. Department of Energy, Chicago Operations Office, 9800 South 
   Cass Avenue, Argonne, IL 60439
       U.S. Department of Energy, Golden Field Office, 1617 Cole 
   Boulevard, Golden, CO 80401
       U.S. Department of Energy, Idaho Operations Office, 850 Energy 
   Drive, Idaho Falls, ID 83401
       U.S. Department of Energy, National Energy Technology Laboratory 
   (Morgantown), PO Box 880, Morgantown, WV 26507
       U.S. Department of Energy, National Energy Technology Laboratory 
   (Pittsburgh), PO Box 10940, Pittsburgh, PA 15236-0940
       U. S. Department of Energy, National Petroleum Technology Office, 
   William

[[Page 27319]]

   Center Tower One, 1 West Third Street, Suite 1400, Tulsa, OK 74103
       U.S. Department of Energy, Office of Naval Reactors, Crystal 
   City, VA 22202
       U.S. Department of Energy, Nevada Operations Office, PO Box 
   98518, Las Vegas, NV 89193-8518
       U.S. Department of Energy, Oak Ridge Operations Office, PO Box 
   2001, Oak Ridge, TN 37831
       U.S. Department of Energy, Oakland Operations Office, 1301 Clay 
   Street, Oakland, CA 94612-5208
       U.S. Department of Energy, Ohio Field Office, PO Box 3020, 
   Miamisburg, OH 45343-3020
       U.S. Department of Energy, Richland Operations Office, 825 Jadwin 
   Avenue, PO Box 550, Richland, WA 99352
       U.S. Department of Energy, Rocky Flats Field Office, 10808 
   Highway 93, Unit A, Golden, CO 80403-8200
       U.S. Department of Energy, Savannah River Operations Office, PO 
   Box A, Aiken, SC 29801
       U.S. Department of Energy, Schenectady Naval Reactors Office, PO 
   Box 1069, Schenectady, NY 12301
       U.S. Department of Energy, Southeastern Power Administration, 
   Samuel Elbert Bldg., Public Square, Elberton, GA 30635
       U.S. Department of Energy, Southwestern Power Administration, PO 
   Box 1619, Tulsa, OK 74101
       U.S. Department of Energy, Strategic Petroleum Reserve Project 

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