Privacy Act of 1974; System of Records, 87760-87762 [2023-27847]
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87760
Federal Register / Vol. 88, No. 242 / Tuesday, December 19, 2023 / Notices
CLSD requires that at least 95% of
funds awarded to SEAs be distributed to
local education agencies through a
subgrant award process. However, the
current OMB-approved ED generic grant
performance report does not include
fields to capture program (subgrantee)
demographic data or performance
measures to ensure grantees are meeting
statutory and regulatory requirements
and making progress toward meeting the
goals and objectives of their approved
projects. The proposed performance
report metrics reflect the need to collect
pertinent grantee- and subgrantee-level
data that could be used to guide future
program policy and practice and
respond to stakeholder, congressional,
and agency inquiries. Thus, the CLSD
program staff would better understand
whom they serve, programmatic needs,
strategies to meet those needs, and how
collecting program-level data would
benefit the students and support their
learning. The new CLSD performance
report metrics would (a) collect
programmatic data that demonstrate
aggregate program-level impact; (b)
provide subgrantees’ aggregated data,
such as the number of students and
professionals served, how funds have
been used (e.g., professional learning,
curricular materials), and staffing; and
(c) provide the CLSD program staff the
data to report the performance and
outcomes of the CLSD program, at both
the grantee and the subgrantee levels.
These new measures also would help to
add specificity to ED’s monitoring
efforts.
Dated: December 13, 2023.
Kun Mullan,
PRA Coordinator, Strategic Collections and
Clearance Governance and Strategy Division,
Office of Chief Data Officer, Office of
Planning, Evaluation and Policy
Development.
[FR Doc. 2023–27817 Filed 12–18–23; 8:45 am]
BILLING CODE 4000–01–P
DEPARTMENT OF ENERGY
Privacy Act of 1974; System of
Records
U.S. Department of Energy.
ACTION: Notice of a modified system of
records.
AGENCY:
As required by the Privacy
Act of 1974 and the Office of
Management and Budget (OMB)
Circulars A–108 and A–130, the
Department of Energy (DOE or the
Department) is publishing notice of a
modification to an existing Privacy Act
System of Records. DOE proposes to
amend System of Records DOE–1
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SUMMARY:
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Grievance Records. This System of
Records Notice (SORN) is being
modified to align with new formatting
requirements, published by the Office of
Management and Budget, and to ensure
appropriate Privacy Act coverage of
business processes and Privacy Act
information. While there are no
substantive changes to the ‘‘Categories
of Individuals’’ or ‘‘Categories of
Records’’ sections covered by this
SORN, substantive changes have been
made to the ‘‘System Locations,’’
‘‘Routine Uses,’’ and ‘‘Administrative,
Technical and Physical Safeguards’’
sections to provide greater transparency.
Changes to ‘‘Routine Uses’’ include new
provisions related to responding to
breaches of information held under a
Privacy Act SORN as required by OMB’s
Memorandum M–17–12, ‘‘Preparing for
and Responding to a Breach of
Personally Identifiable Information’’
(January 3, 2017). Language throughout
the SORN has been updated to align
with applicable Federal privacy laws,
policies, procedures, and best practices.
DATES: This modified SORN will
become applicable following the end of
the public comment period on January
18, 2024 unless comments are received
that result in a contrary determination.
ADDRESSES: Written comments should
be sent to the DOE Desk Officer, Office
of Information and Regulatory Affairs,
Office of Management and Budget, New
Executive Office Building, Room 10102,
735 17th Street NW, Washington, DC
20503 and to Ken Hunt, Chief Privacy
Officer, U.S. Department of Energy,
1000 Independence Avenue SW, Rm
8H–085, Washington, DC 20585 or by
facsimile at (202) 586–8151 or by email
at privacy@hq.doe.gov.
FOR FURTHER INFORMATION CONTACT: Ken
Hunt, Chief Privacy Officer, U.S.
Department of Energy, 1000
Independence Avenue SW, Rm 8H–085,
Washington, DC 20585 or by facsimile at
(202) 586–8151 or by email at privacy@
hq.doe.gov, telephone: (240) 686–9485.
SUPPLEMENTARY INFORMATION: On
January 9, 2009, DOE published a
Compilation of its Privacy Act Systems
of Records, which included System of
Records DOE–1 Grievance Records. This
notice proposes amendments to the
System Locations section of that System
of Records by removing System
Locations where DOE–1 is no longer
applicable. These locations are as
follows: Alaska Power Administration,
Environmental Consolidated Business
Center, Southeastern Power
Administration, the Office of Repository
Development, and all National Nuclear
Security Administration (NNSA) sites.
Addresses for the National Energy
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Frm 00026
Fmt 4703
Sfmt 4703
Technology Laboratory’s (NETL) sites in
Pittsburgh, Morgantown, and Albany
have been updated. Addresses for
NETL’s sites in Oklahoma and Alaska
have been removed as they no longer
require coverage. Finally, the Office of
River Protection, Richland Operations
Office, and Southwestern Power
Administration addresses have been
updated. The system manager’s office
title has been changed to ‘‘Office of
Policy, Labor and Employee Relations.’’
The data element ‘‘Social Security
numbers’’ has been removed from the
‘‘Categories of Records in the System’’
and ‘‘employee identification numbers’’
has been added. In the ‘‘Routine Uses’’
section, this modified notice deletes a
previous routine use concerning efforts
responding to a suspected or confirmed
loss of confidentiality of information as
it appears in DOE’s compilation of its
Privacy Act Systems of Records (January
9, 2009) and replaces it with one to
assist DOE with responding to a
suspected or confirmed breach of its
records of Personally Identifiable
Information (PII), modeled with
language from OMB’s Memorandum M–
17–12, ‘‘Preparing for and Responding
to a Breach of Personally Identifiable
Information’’ (January 3, 2017). Further,
this notice adds one new routine use to
ensure that DOE may assist another
agency or entity in responding to the
other agency’s or entity’s confirmed or
suspected breach of PII, as appropriate,
as aligned with OMB’s Memorandum
M–17–12. An administrative change
required by the Freedom of Information
Act (FOIA) Improvement Act of 2016
extends the length of time a requestor is
permitted to file an appeal under the
Privacy Act from 30 to 90 days. Both the
‘‘System Locations’’ and
‘‘Administrative, Technical and
Physical Safeguards’’ sections have been
modified to reflect the Department’s
usage of cloud-based services for
records storage. Language throughout
the SORN has been updated to align
with applicable Federal privacy laws,
policies, procedures, and best practices.
SYSTEM NAME AND NUMBER:
DOE–1 Grievance Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Systems leveraging this SORN may
exist in multiple locations. All systems
storing records in a cloud-based server
are required to use governmentapproved cloud services and follow
National Institute of Standards and
Technology (NIST) security and privacy
standards for access and data retention.
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Federal Register / Vol. 88, No. 242 / Tuesday, December 19, 2023 / Notices
Records maintained in a governmentapproved cloud server are accessed
through secure data centers in the
continental United States.
U.S. Department of Energy,
Headquarters, 1000 Independence
Avenue SW, Washington, DC 20585.
U.S. Department of Energy,
Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of
Science, Chicago Office, Consolidated
Service Center, 9800 South Cass
Avenue, Lemont, IL 60439.
U.S. Department of Energy, Office of
Science, Consolidated Service Center,
P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Idaho
Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National
Energy Technology Laboratory
(Pittsburgh), 626 Cochran Mill Road,
Pittsburgh, PA 15236.
U.S. Department of Energy, National
Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road,
Morgantown, WV 26505.
U.S. Department of Energy, National
Energy Technology Laboratory (Albany),
1450 Queen Avenue SW, Albany, OR
97321.
U.S. Department of Energy, Office of
River Protection, P.O. Box 450,
Richland, WA 99352.
U.S. Department of Energy, Richland
Operations Office, P.O. Box 550,
Richland, WA 99352.
U.S. Department of Energy, Savannah
River Operations Office, P.O. Box A,
Aiken, SC 29801.
U.S. Department of Energy,
Southwestern Power Administration,
One West Third Street, Suite 1500,
Tulsa, OK 74103.
U.S. Department of Energy, Strategic
Petroleum Reserve Project Management
Office, 900 Commerce Road East, New
Orleans, LA 70123.
U.S. Department of Energy, Western
Area Power Administration, P.O. Box
281213, Lakewood, CO 80228–8213.
SYSTEM MANAGER(S):
Office of Policy, Labor and Employee
Relations, Office of the Chief Human
Capital Officer, U.S. Department of
Energy, 1000 Independence Avenue
SW, Washington, DC 20585.
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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401
et seq.; 5 U.S.C. 7121, and 5 CFR part
771.
PURPOSE(S) OF THE SYSTEM:
The records in this system are used by
management officials in the resolution
of employee concerns about conditions
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of employment, working conditions,
administration of the agency’s grievance
process, labor-management relations,
work processes, or other similar issues.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current and former DOE employees
including NNSA employees,
consultants, board members, and
applicants, related to grievances filed in
accordance with the Department’s
grievance process or pursuant to a
negotiated grievance procedure.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grievances; names; unique identifiers
for Department employees and
applicants for employment with the
Department (e.g., DOE OneID, employee
number, and any other government
identifier excluding Social Security
number), work and home address; work
and home telephone numbers;
applicable demographic information;
job titles, series, and grade levels;
organization; supervisors’ names and
telephone numbers; copies of employee
records, such as personnel actions,
electronic official personnel files,
performance appraisals, pay and leave
records, and security clearance
documents; management reports;
witness statements; affidavits;
checklists; notes; and relevant
correspondence.
RECORD SOURCE CATEGORIES:
The grievant or complainant,
applicable management officials,
program office records, congressional
offices, witnesses, and fact finders’
notes and reports.
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 as a routine use to union
officials acting in their official capacity
as a representative of the grievant or
affected employees under 5 U.S.C.
chapter 71.
2. 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 concerning the subject
matter of the record. The member of
Congress must provide a copy of the
constituent’s signed request for
assistance.
3. A record from this system may be
disclosed as a routine use to an
appropriate Federal, State, or local
agency that is authorized to review and
resolve the issue(s) raised in the
grievance.
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87761
4. 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 in the
investigation, settlement or litigation,
and to individuals assisting in such
representation; (2) others involved in
the investigation, settlement, and
litigation, and their representatives and
individuals assisting those
representatives; (3) witnesses, potential
witnesses, or their representatives and
assistants; and any other person who
possess information pertaining to the
matter when it is necessary to obtain
information or testimony relevant to the
matters who possess information
pertaining to the matter when it is
relevant and necessary to obtain
information or testimony relevant to the
matter.
5. A record from this 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
Department officers and employees
under the Privacy Act.
6. A record from this system may be
disclosed as a routine use to appropriate
agencies, entities, and persons when (1)
the Department suspects or has
confirmed that there has been a breach
of the System of Records; (2) the
Department has determined that as a
result of the suspected or confirmed
breach there is a risk of harm to
individuals, DOE (including its
information systems, programs, and
operations), the Federal Government, or
national security; and (3) the disclosure
made to such agencies, entities, and
persons is reasonably necessary to assist
in connection with the Department’s
efforts to respond to the suspected or
confirmed breach or to prevent,
minimize, or remedy such harm.
7. A record from this system may be
disclosed as a routine use to another
Federal agency or Federal entity, when
the Department determines that
information from this System of Records
is reasonably necessary to assist the
recipient agency or entity in (1)
responding to a suspected or confirmed
breach or (2) preventing, minimizing, or
remedying the risk of harm to
individuals, the recipient agency or
entity (including its information
systems, programs, and operations), the
Federal Government, or national
security, resulting from a suspected or
confirmed breach.
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87762
Federal Register / Vol. 88, No. 242 / Tuesday, December 19, 2023 / Notices
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Records in this system are on paper or
in digital or other electronic form.
Digital and other electronic images are
stored on a storage area network in a
secured environment. Records, whether
paper or electronic, may be stored in a
separate, secure location at the
Department of Energy Headquarters or
at the Department field sites.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records may be retrieved by the name
of the grievant or the employing
organizational element, type of
grievance/matter being grieved, or other
unique identifier, such as employee
identification number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Retention and disposition of these
records is in accordance with the
National Archives and Records
Administration and DOE-approved
records disposition schedule with a
retention of 4 years.
requirements as determined by NIST
and DOE directives and guidance.
• Physical: Computer servers on
which electronic records are stored are
located in secured Department facilities,
which are protected by security guards,
identification badges, and cameras.
Paper copies of all records are locked in
file cabinets, file rooms, or offices and
are under the control of authorized
personnel. Access to these facilities is
granted only to authorized personnel
and each person granted access to the
system must be an individual
authorized to use and/or administer the
system.
RECORD ACCESS PROCEDURES:
The Department follows the
procedures outlined in 10 CFR 1008.4.
Valid identification of the individual
making the request is required before
information will be processed, given,
access granted, or a correction
considered, to ensure that information is
given, corrected, or records disclosed or
corrected only at the request of the
proper person.
CONTESTING RECORD PROCEDURES:
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Electronic records may be secured
and maintained on a cloud-based
software server and operating system
that resides in Federal Risk and
Authorization Management Program
(FedRAMP) and Federal Information
Security Modernization Act (FISMA)
hosting environment. Data located in
the cloud-based server is firewalled and
encrypted at rest and in transit. The
security mechanisms for handling data
at rest and in transit are in accordance
with DOE encryption standards.
Records are protected from
unauthorized access through the
following appropriate safeguards:
• Administrative: Access to all
records is limited to lawful government
purposes only, with access to electronic
records based on role and either twofactor authentication or password
protection. The system requires
passwords to be complex and to be
changed frequently. Users accessing
system records undergo frequent
training in Privacy Act and information
security requirements. Security and
privacy controls are reviewed on an
ongoing basis.
• Technical: Computerized records
systems are safeguarded on
Departmental networks configured for
role-based access based on job
responsibilities and organizational
affiliation. Privacy and security controls
are in place for this system and are
updated in accordance with applicable
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17:33 Dec 18, 2023
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Any individual may submit a request
to the System Manager and request a
copy of any records relating to them. In
accordance with 10 CFR 1008.11, any
individual may appeal the denial of a
request made by him or her for
information about or for access to or
correction or amendment of records. An
appeal shall be filed within 90 calendar
days after receipt of the denial. When an
appeal is filed by mail, the postmark is
conclusive as to timeliness. The appeal
shall be in writing and must be signed
by the individual. The words
‘‘PRIVACY ACT APPEAL’’ should
appear in capital letters on the envelope
and the letter. Appeals of denials
relating to records maintained in
government-wide System of Records
reported by Office of Personnel
Management (OPM), shall be filed, as
appropriate, with the Assistant Director
for Agency Compliance and Evaluation,
OPM, 1900 E Street NW, Washington,
DC 20415. All other appeals relating to
DOE records shall be directed to the
Director, Office of Hearings and Appeals
(OHA), 1000 Independence Ave. SW,
Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE
regulation implementing the Privacy
Act, 10 CFR part 1008, a request by an
individual to determine if a System of
Records contains information about
themselves should be directed to the
U.S. Department of Energy,
Headquarters, Privacy Act Officer. The
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Fmt 4703
Sfmt 4703
request should include the requester’s
complete name and the time period for
which records are sought.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
This SORN was last published in the
Federal Register (FR), 74 FR 998–999,
on January 9, 2009.
Signing Authority
This document of the Department of
Energy was signed on December 13,
2023, by Ann Dunkin, Senior Agency
Official for Privacy, pursuant to
delegated authority from the Secretary
of Energy. That document with the
original signature and date is
maintained by DOE. For administrative
purposes only, and in compliance with
requirements of the Office of the Federal
Register, the undersigned DOE Federal
Register Liaison Officer has been
authorized to sign and submit the
document in electronic format for
publication, as an official document of
the Department of Energy. This
administrative process in no way alters
the legal effect of this document upon
publication in the Federal Register.
Signed in Washington, DC, on December
14, 2023.
Treena V. Garrett,
Federal Register Liaison Officer, U.S.
Department of Energy.
[FR Doc. 2023–27847 Filed 12–18–23; 8:45 am]
BILLING CODE 6450–01–P
DEPARTMENT OF ENERGY
Federal Energy Regulatory
Commission
Sunshine Act Meetings
The following notice of meeting is
published pursuant to section 3(a) of the
government in the Sunshine Act (Pub.
L. 94–409), 5 U.S.C. 552b:
AGENCY HOLDING MEETING: Federal
Energy Regulatory Commission.
DATE AND TIME: December 19, 2023,
10:00 a.m.
PLACE: Room 2C, 888 First Street NE,
Washington, DC 20426.
STATUS: Open to the public.
MATTERS TO BE CONSIDERED: Agenda.
* NOTE—Items listed on the agenda
may be deleted without further notice.
CONTACT PERSON FOR MORE INFORMATION:
Kimberly D. Bose, Secretary, Telephone
(202) 502–8400.
For a recorded message listing items
stricken from or added to the meeting,
call (202) 502–8627.
E:\FR\FM\19DEN1.SGM
19DEN1
Agencies
[Federal Register Volume 88, Number 242 (Tuesday, December 19, 2023)]
[Notices]
[Pages 87760-87762]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-27847]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF ENERGY
Privacy Act of 1974; System of Records
AGENCY: U.S. Department of Energy.
ACTION: Notice of a modified system of records.
-----------------------------------------------------------------------
SUMMARY: As required by the Privacy Act of 1974 and the Office of
Management and Budget (OMB) Circulars A-108 and A-130, the Department
of Energy (DOE or the Department) is publishing notice of a
modification to an existing Privacy Act System of Records. DOE proposes
to amend System of Records DOE-1 Grievance Records. This System of
Records Notice (SORN) is being modified to align with new formatting
requirements, published by the Office of Management and Budget, and to
ensure appropriate Privacy Act coverage of business processes and
Privacy Act information. While there are no substantive changes to the
``Categories of Individuals'' or ``Categories of Records'' sections
covered by this SORN, substantive changes have been made to the
``System Locations,'' ``Routine Uses,'' and ``Administrative, Technical
and Physical Safeguards'' sections to provide greater transparency.
Changes to ``Routine Uses'' include new provisions related to
responding to breaches of information held under a Privacy Act SORN as
required by OMB's Memorandum M-17-12, ``Preparing for and Responding to
a Breach of Personally Identifiable Information'' (January 3, 2017).
Language throughout the SORN has been updated to align with applicable
Federal privacy laws, policies, procedures, and best practices.
DATES: This modified SORN will become applicable following the end of
the public comment period on January 18, 2024 unless comments are
received that result in a contrary determination.
ADDRESSES: Written comments should be sent to the DOE Desk Officer,
Office of Information and Regulatory Affairs, Office of Management and
Budget, New Executive Office Building, Room 10102, 735 17th Street NW,
Washington, DC 20503 and to Ken Hunt, Chief Privacy Officer, U.S.
Department of Energy, 1000 Independence Avenue SW, Rm 8H-085,
Washington, DC 20585 or by facsimile at (202) 586-8151 or by email at
[email protected].
FOR FURTHER INFORMATION CONTACT: Ken Hunt, Chief Privacy Officer, U.S.
Department of Energy, 1000 Independence Avenue SW, Rm 8H-085,
Washington, DC 20585 or by facsimile at (202) 586-8151 or by email at
[email protected], telephone: (240) 686-9485.
SUPPLEMENTARY INFORMATION: On January 9, 2009, DOE published a
Compilation of its Privacy Act Systems of Records, which included
System of Records DOE-1 Grievance Records. This notice proposes
amendments to the System Locations section of that System of Records by
removing System Locations where DOE-1 is no longer applicable. These
locations are as follows: Alaska Power Administration, Environmental
Consolidated Business Center, Southeastern Power Administration, the
Office of Repository Development, and all National Nuclear Security
Administration (NNSA) sites. Addresses for the National Energy
Technology Laboratory's (NETL) sites in Pittsburgh, Morgantown, and
Albany have been updated. Addresses for NETL's sites in Oklahoma and
Alaska have been removed as they no longer require coverage. Finally,
the Office of River Protection, Richland Operations Office, and
Southwestern Power Administration addresses have been updated. The
system manager's office title has been changed to ``Office of Policy,
Labor and Employee Relations.'' The data element ``Social Security
numbers'' has been removed from the ``Categories of Records in the
System'' and ``employee identification numbers'' has been added. In the
``Routine Uses'' section, this modified notice deletes a previous
routine use concerning efforts responding to a suspected or confirmed
loss of confidentiality of information as it appears in DOE's
compilation of its Privacy Act Systems of Records (January 9, 2009) and
replaces it with one to assist DOE with responding to a suspected or
confirmed breach of its records of Personally Identifiable Information
(PII), modeled with language from OMB's Memorandum M-17-12, ``Preparing
for and Responding to a Breach of Personally Identifiable Information''
(January 3, 2017). Further, this notice adds one new routine use to
ensure that DOE may assist another agency or entity in responding to
the other agency's or entity's confirmed or suspected breach of PII, as
appropriate, as aligned with OMB's Memorandum M-17-12. An
administrative change required by the Freedom of Information Act (FOIA)
Improvement Act of 2016 extends the length of time a requestor is
permitted to file an appeal under the Privacy Act from 30 to 90 days.
Both the ``System Locations'' and ``Administrative, Technical and
Physical Safeguards'' sections have been modified to reflect the
Department's usage of cloud-based services for records storage.
Language throughout the SORN has been updated to align with applicable
Federal privacy laws, policies, procedures, and best practices.
SYSTEM NAME AND NUMBER:
DOE-1 Grievance Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Systems leveraging this SORN may exist in multiple locations. All
systems storing records in a cloud-based server are required to use
government-approved cloud services and follow National Institute of
Standards and Technology (NIST) security and privacy standards for
access and data retention.
[[Page 87761]]
Records maintained in a government-approved cloud server are accessed
through secure data centers in the continental United States.
U.S. Department of Energy, Headquarters, 1000 Independence Avenue
SW, Washington, DC 20585.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Office of Science, Chicago Office,
Consolidated Service Center, 9800 South Cass Avenue, Lemont, IL 60439.
U.S. Department of Energy, Office of Science, Consolidated Service
Center, P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
U.S. Department of Energy, National Energy Technology Laboratory
(Pittsburgh), 626 Cochran Mill Road, Pittsburgh, PA 15236.
U.S. Department of Energy, National Energy Technology Laboratory
(Morgantown), 3610 Collins Ferry Road, Morgantown, WV 26505.
U.S. Department of Energy, National Energy Technology Laboratory
(Albany), 1450 Queen Avenue SW, Albany, OR 97321.
U.S. Department of Energy, Office of River Protection, P.O. Box
450, Richland, WA 99352.
U.S. Department of Energy, Richland Operations Office, P.O. Box
550, Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southwestern Power Administration, One
West Third Street, Suite 1500, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
SYSTEM MANAGER(S):
Office of Policy, Labor and Employee Relations, Office of the Chief
Human Capital Officer, U.S. Department of Energy, 1000 Independence
Avenue SW, Washington, DC 20585.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. 7121, and
5 CFR part 771.
PURPOSE(S) OF THE SYSTEM:
The records in this system are used by management officials in the
resolution of employee concerns about conditions of employment, working
conditions, administration of the agency's grievance process, labor-
management relations, work processes, or other similar issues.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former DOE employees including NNSA employees,
consultants, board members, and applicants, related to grievances filed
in accordance with the Department's grievance process or pursuant to a
negotiated grievance procedure.
CATEGORIES OF RECORDS IN THE SYSTEM:
Grievances; names; unique identifiers for Department employees and
applicants for employment with the Department (e.g., DOE OneID,
employee number, and any other government identifier excluding Social
Security number), work and home address; work and home telephone
numbers; applicable demographic information; job titles, series, and
grade levels; organization; supervisors' names and telephone numbers;
copies of employee records, such as personnel actions, electronic
official personnel files, performance appraisals, pay and leave
records, and security clearance documents; management reports; witness
statements; affidavits; checklists; notes; and relevant correspondence.
RECORD SOURCE CATEGORIES:
The grievant or complainant, applicable management officials,
program office records, congressional offices, witnesses, and fact
finders' notes and reports.
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 as a routine use to
union officials acting in their official capacity as a representative
of the grievant or affected employees under 5 U.S.C. chapter 71.
2. 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 concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's signed request for assistance.
3. A record from this system may be disclosed as a routine use to
an appropriate Federal, State, or local agency that is authorized to
review and resolve the issue(s) raised in the grievance.
4. 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 in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witnesses, potential witnesses, or their representatives and
assistants; and any other person who possess information pertaining to
the matter when it is necessary to obtain information or testimony
relevant to the matters who possess information pertaining to the
matter when it is relevant and necessary to obtain information or
testimony relevant to the matter.
5. A record from this 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 Department officers and
employees under the Privacy Act.
6. A record from this system may be disclosed as a routine use to
appropriate agencies, entities, and persons when (1) the Department
suspects or has confirmed that there has been a breach of the System of
Records; (2) the Department has determined that as a result of the
suspected or confirmed breach there is a risk of harm to individuals,
DOE (including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with the Department's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
7. A record from this system may be disclosed as a routine use to
another Federal agency or Federal entity, when the Department
determines that information from this System of Records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
[[Page 87762]]
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records in this system are on paper or in digital or other
electronic form. Digital and other electronic images are stored on a
storage area network in a secured environment. Records, whether paper
or electronic, may be stored in a separate, secure location at the
Department of Energy Headquarters or at the Department field sites.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by the name of the grievant or the
employing organizational element, type of grievance/matter being
grieved, or other unique identifier, such as employee identification
number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Retention and disposition of these records is in accordance with
the National Archives and Records Administration and DOE-approved
records disposition schedule with a retention of 4 years.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Electronic records may be secured and maintained on a cloud-based
software server and operating system that resides in Federal Risk and
Authorization Management Program (FedRAMP) and Federal Information
Security Modernization Act (FISMA) hosting environment. Data located in
the cloud-based server is firewalled and encrypted at rest and in
transit. The security mechanisms for handling data at rest and in
transit are in accordance with DOE encryption standards. Records are
protected from unauthorized access through the following appropriate
safeguards:
Administrative: Access to all records is limited to lawful
government purposes only, with access to electronic records based on
role and either two-factor authentication or password protection. The
system requires passwords to be complex and to be changed frequently.
Users accessing system records undergo frequent training in Privacy Act
and information security requirements. Security and privacy controls
are reviewed on an ongoing basis.
Technical: Computerized records systems are safeguarded on
Departmental networks configured for role-based access based on job
responsibilities and organizational affiliation. Privacy and security
controls are in place for this system and are updated in accordance
with applicable requirements as determined by NIST and DOE directives
and guidance.
Physical: Computer servers on which electronic records are
stored are located in secured Department facilities, which are
protected by security guards, identification badges, and cameras. Paper
copies of all records are locked in file cabinets, file rooms, or
offices and are under the control of authorized personnel. Access to
these facilities is granted only to authorized personnel and each
person granted access to the system must be an individual authorized to
use and/or administer the system.
RECORD ACCESS PROCEDURES:
The Department follows the procedures outlined in 10 CFR 1008.4.
Valid identification of the individual making the request is required
before information will be processed, given, access granted, or a
correction considered, to ensure that information is given, corrected,
or records disclosed or corrected only at the request of the proper
person.
CONTESTING RECORD PROCEDURES:
Any individual may submit a request to the System Manager and
request a copy of any records relating to them. In accordance with 10
CFR 1008.11, any individual may appeal the denial of a request made by
him or her for information about or for access to or correction or
amendment of records. An appeal shall be filed within 90 calendar days
after receipt of the denial. When an appeal is filed by mail, the
postmark is conclusive as to timeliness. The appeal shall be in writing
and must be signed by the individual. The words ``PRIVACY ACT APPEAL''
should appear in capital letters on the envelope and the letter.
Appeals of denials relating to records maintained in government-wide
System of Records reported by Office of Personnel Management (OPM),
shall be filed, as appropriate, with the Assistant Director for Agency
Compliance and Evaluation, OPM, 1900 E Street NW, Washington, DC 20415.
All other appeals relating to DOE records shall be directed to the
Director, Office of Hearings and Appeals (OHA), 1000 Independence Ave.
SW, Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
10 CFR part 1008, a request by an individual to determine if a System
of Records contains information about themselves should be directed to
the U.S. Department of Energy, Headquarters, Privacy Act Officer. The
request should include the requester's complete name and the time
period for which records are sought.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
This SORN was last published in the Federal Register (FR), 74 FR
998-999, on January 9, 2009.
Signing Authority
This document of the Department of Energy was signed on December
13, 2023, by Ann Dunkin, Senior Agency Official for Privacy, pursuant
to delegated authority from the Secretary of Energy. That document with
the original signature and date is maintained by DOE. For
administrative purposes only, and in compliance with requirements of
the Office of the Federal Register, the undersigned DOE Federal
Register Liaison Officer has been authorized to sign and submit the
document in electronic format for publication, as an official document
of the Department of Energy. This administrative process in no way
alters the legal effect of this document upon publication in the
Federal Register.
Signed in Washington, DC, on December 14, 2023.
Treena V. Garrett,
Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2023-27847 Filed 12-18-23; 8:45 am]
BILLING CODE 6450-01-P