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Privacy Act: [DNFSB-2]...


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.DEFENSE NUCLEAR FACILITIES SAFETY BOARD


   #..Table of contents

         Personnel Security Files, DNFSB-1.
         Administrative and Travel Files, DNFSB-2.
         Drug Testing Program Records, DNFSB-3.
         Personnel Files, DNFSB-4.
         Personnel Radiation Exposure Files.
         DNFSB Staff Resume Book
         Supervisor Files

   #..DNFSB-1

   #....System name: 

       Personnel Security Files.
     Security classification: 
       Unclassified materials.
     System location: 
       Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
   Suite 700, Washington, DC 20004-2901.
     Categories of individuals covered by the system: 
       Employees and applicants for employment with DNFSB and DNFSB 
   contractors; consultants; other individuals requiring access to 
   classified materials and facilities.
     Categories of records in the system: 
       Personnel security folders and requests for security clearances, 
   Forms SF 86, 86A, 87, 312, and DOE Forms 5631.18, 5631.29, 5631.20, 
   and 5631.21. In addition, records containing the following 
   information:
       (1) Security clearance request information;
       (2) Records of security education and foreign travel;
       (3) Records of any security infractions;
       (4) Names of individuals visiting DNFSB; and
       (5) Employee identification files (including photographs) 
   maintained for access purposes.
     Authority for maintenance of the system: 
       National Defense Authorization Act, Fiscal Year 1989 (amended the 
   Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new 
   Chapter 21--Defense Nuclear Facilities Safety Board).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       DNFSB--to determine which individuals should have access to 
   classified material and to be able to transfer clearances to other 
   facilities for visitor control purposes.
       DOE--to determine eligibility for security clearances.
       Other Federal and State agencies--to determine eligibility for 
   security clearances.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Paper records, magnetic disk, and computer printouts.
     Retrievability: 
       By name and social security number.
     Safeguards: 
       Access is limited to employees having a need to know. Records are 
   stored in locked file cabinets in a controlled access area in 
   accordance with Board directives and Federal guidelines.
     Retention and disposal: 
       Records retention and disposal authorities are contained in the 
   ``General Records Schedules'' published by National Archives and 
   Records Administration, Washington, DC. Records within DNFSB are 
   destroyed by shredding or burning, as appropriate.
     System manager(s) and address: 
       Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
   Suite 700, Washington, DC 20004-2901. Attention: Facilities and 
   Security Management Specialist.
     Notification procedure: 
       Requests by an individual to determine if DNFSB-1 contains 
   information about him/her should be directed to the Privacy Act 
   Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, 
   NW, Suite 700, Washington, DC 20004-2901. Required identifying 
   information: Complete name, social security number, and date of 
   birth.
     Record access procedures:
       Same as Notification procedure above, except individual must show 
   official photo identification, such as driver's license, passport, or 
   government identification before viewing records.
     Contesting record procedure:
       Same as Record Access procedure.
     Record source categories: 
       Subject individuals, Questionnaire for Sensitive Positions (SF-
   86), agency files, official visitor logs, OPM Investigators, and DOE 
   Personnel Security Branch.
     Exemption claimed for the system:
       None.

   #..DNFSB-2

   #....System name: 

       Administrative and Travel Files.
     Security classification:
       Unclassified.
     System location: 
       Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
   Suite 700, Washington, DC 20004-2901.
     Categories of individuals covered by the system: 
       Employees and applicants for employment with DNFSB, including 
   DNFSB contractors and consultants.
     Categories of records in the system: 
       Records containing the following information:
       (1) Time and attendance;
       (2) Payroll actions, financial transactions, and deduction 
   information requests;
       (3) Authorizations for overtime and night differential;
       (4) Credit cards and telephone calling cards issued to 
   individuals and information pertaining to the use of such cards;
       (5) Destination, itinerary, mode and purpose of travel;
       (6) Date(s) of travel and all expenses;
       (7) Passport number,
       (8) Requests for advance of funds and vouchers, both TDY and 
   local, with receipts;
       (9) Travel authorizations;
       (10) Employee relocation records;
       (11) Name, home address, home telephone number, social security 
   number and birth date;
       (12) Employee parking permits;
       (13) Employee public transit subsidy applications and vouchers; 
   and
       (14) Traveler profiles.
     Authority for maintenance of the system: 
       National Defense Authorization Act, Fiscal Year 1989 (Amended the 
   Atomic Energy Act of 1954 (42 U.S.C. 2011 et seq.) by adding new 
   Chapter 21--Defense Nuclear Facilities Safety Board).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Treasury Department--To collect withheld taxes, print payroll 
   checks, and issue savings bonds:
       Internal Revenue Service--To process Federal income tax.
       State and Local Governments--To process state and local income 
   tax.
       Office of Personnel Management--Retirement records and benefits.
       Social Security Administration--Social Security records and 
   benefits.
       Department of Labor--To process Workmen's Compensation claims.
       Department of Defense--Military Retired Pay Offices--To adjust 
   Military retirement.
       Financial Institutions--To credit accounts for deposits and/or 
   allotments made through payroll deductions.
       Health Insurance Carriers--To process insurance claims.
       General Accounting Office--Audit--To verify accuracy and legality 
   of disbursement.
       Veterans Administration--To evaluate veteran's benefits to which 
   the individual may be entitled.
       States' Departments of Employment Security--To determine 
   entitlement to unemployment compensation or other state benefits.
       Travel Agencies--To process travel itineraries.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Paper records, magnetic disk, and computer printouts.
     Retrievability: 
       By name and social security number.
     Safeguards: 
       Access is limited to employees having a need to know. Records are 
   stored in locked file cabinets in a controlled access area in 
   accordance with Board directives and Federal guidelines.
     Retention and disposal: 
       Records retention and disposal authorities are contained in the 
   ``General Records Schedules'' published by National Archives and 
   Records Administration, Washington, DC. Records within DNFSB are 
   destroyed by shredding or burning, as appropriate.
     System manager(s) and address: 
       Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
   Suite 700, Washington, DC 20004-2901, Attention: Director of Finance 
   and Administration.
     Notification procedure: 
       Requests by an individual to determine if DNFSB-2 contains 
   information about him/her should be directed to the Privacy Act 
   Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, 
   NW, Suite 700, Washington, DC 20004-2901. Required identifying 
   information: Complete name, social security number, and date of 
   birth.
     Record access procedure:
       Same as Notification procedures above, except individual must 
   show official photo identification, such as driver's license, 
   passport, or government identification before viewing records.
     Contesting record procedure:
       Same as Record Access procedure.
     Record source categories: 
       Subject individuals, timekeepers, official personnel records, GSA 
   for accounting and payroll, OPM for official personnel records, IRS 
   and State officials for withholding and tax information, and travel 
   agency contract.
     Exemption claimed for the system:
       None.

   #..DNFSB-3

   #....System name: 

       Drug Testing Program Records--DNFSB.
     Security classification:
       Unclassified.
     System location: 
       Primary System: Division of Human Resources, Defense Nuclear 
   Facilities Safety Board, 625 Indiana Avenue, NW, Suite 700, 
   Washington, DC 20004-2901. Duplicate Systems: Duplicate systems may 
   exist, in whole or in part, at contractor testing laboratories and 
   collection/evaluation facilities.
     Categories of individuals covered by the system: 
       DNFSB employees and applicants for employment with the DNFSB.
     Categories of records in the system: 
       These records contain information regarding results of the drug 
   testing program; requests for and results of initial, confirmatory 
   and follow-up testing, if appropriate; additional information 
   supplied by DNFSB employees or employment applicants in challenge to 
   positive test results; information supplied by individuals concerning 
   alleged drug abuse by Board employees; and written statements or 
   medical evaluations of attending physicians and/or information 
   regarding prescription of nonprescription drugs.
     Authority for maintenance of the system: 
       (1) Executive Order 12564; September 15, 1986.
       (2) Section 503 of the Supplemental Appropriations Act of 1987, 
   Pub. L. 100-71, 101 Stat. 391, 468-471, codified at 5 U.S.C. 7301 
   note (1987).
     Routine uses of records maintained in the system, including 
   categories of users and the purpose of such uses:
       Information in these records may be used by the DNFSB management:
       (1) To identify substance abusers within the agency;
       (2) To initiate counseling and rehabilitation program;
       (3) To take personnel actions;
       (4) To taken personnel security actions; and
       (5) For statistical purposes.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records are maintained on paper in file folders. Additionally, 
   records used for initiating a random drug test are maintained on the 
   Random Employee Selection Automation System. This is a stand-alone 
   system resident on a desktop computer and is password-protected.
     Retrievability: 
       Records maintained in file folders are indexed and accessed by 
   name and social security number. Records maintained for random drug 
   testing are accessed by using a computer data base which contains 
   employees' names, social security numbers, and job titles. Employees 
   are then selected from the available pool by the computer, and a list 
   is given to the Drug Program Coordinator of employees and alternates 
   selected for drug testing.
     Safeguards: 
       Access to and use of these records is limited to those persons 
   whose official duties require such access, with records maintained 
   and used with the highest regard for personal privacy. Records in the 
   Division of Human Resources are stored in an approved security 
   container under the immediate control of the Director, Division of 
   Human Resources, or designee. Records in laboratory/collection/
   evaluation facilities will be stored under appropriate security 
   measures so that access is limited and controlled.
     Retention and disposal: 
       (1) Test results, whether negative or positive, and other drug 
   screening records filed in the Division of Human Resources will be 
   retained and retrieved as indicated under the Retrievability 
   category. When an individual terminates employment with the DNFSB, 
   negative test results will be destroyed by shredding, or by other 
   approved disposal methods. Positive test results will be maintained 
   through the conclusion of any administrative or judicial proceedings, 
   at which time they will be destroyed by shredding, or by other 
   approved disposal methods.
       (2) Test results, whether negative or positive, on file in 
   contractor testing laboratories, ordinarily will be maintained for a 
   minimum of two years in the laboratories. Upon instructions provided 
   by the Division of Human Resources, the results will be transferred 
   to the Division of Human Resources when the contract is terminated or 
   whenever an individual, previously subjected to urinalysis by the 
   laboratory, terminates employment with the DNFSB. Records received 
   from the laboratories by the Division of Human Resources will be 
   incorporated into other records in the system, or if the individual 
   has terminated, those records reflecting negative test results will 
   be destroyed by shredding, or by other approved disposal methods. 
   Positive test results will be maintained through the conclusion of 
   any administrative or judicial proceedings, at which time they will 
   be destroyed by shredding, or by other approval disposal methods.
       (3) Negative specimens will be destroyed according to laboratory/
   contractor procedures.
       (4) Positive specimens will be maintained through the conclusion 
   of administrative or judicial proceedings, at which time they will be 
   destroyed according to laboratory/contractor procedures.
     System manager(s) and address: 
       Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW, 
   Suite 700, Washington, DC 20004-2901, Attention: Director of Human 
   Resources.
     Notification procedure: 
       Requests by an individual to determine if DNFSB-3 contains 
   information about him/her should be directed to Director of Human 
   Resources, Defense Nuclear Facilities Safety Board, 625 Indiana 
   Avenue, NW, Suite 700, Washington, DC 20004-2901. Required 
   identifying information: Complete name, social security number, and 
   date of birth.
     Record access procedure:

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