Privacy Act of 1974; System of Records, 86791-86793 [2024-25372]

Agencies

• DEPARTMENT OF ENERGY

[Federal Register Volume 89, Number 211 (Thursday, October 31, 2024)]
[Notices]
[Pages 86791-86793]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-25372]


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DEPARTMENT OF ENERGY


Privacy Act of 1974; System of Records

AGENCY: U.S. Department of Energy.

ACTION: Notice of a modified system of records.

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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-11 Emergency Operations Notification 
Call List. 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.

DATES: This modified SORN will become applicable following the end of 
the public comment period on December 2, 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, 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, by email at 
[email protected], or by telephone at (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-11 Emergency Operations Notification Call List. 
This notice proposes the following amendments. The National Nuclear 
Security Administration (NNSA) Headquarters and Naval Reactors 
Laboratory Field Office locations have been added as system locations. 
The following locations have been removed: Golden Field Office, Office 
of Naval Reactors, NNSA Nevada Site Office, Pittsburgh Naval Reactors, 
Schenectady Naval Reactors Office, and Office of Repository 
Development. The following addresses have been updated: John A. Gordon 
Albuquerque Complex, both Office of Science locations, Office of River 
Protection, Richland Operations Office, all National Energy Technology 
Laboratory locations, and Southwestern Power Administration. Language 
has been added to the ``System Manager'' section indicating the 
responsible parties at the Field offices. Minor revisions have been 
made to the ``Purpose(s) of the System'' and ``Categories of 
Individuals Covered by the System'' sections for clarity. Work 
location, title, and position have been added to ``Categories of 
Records in the System.'' 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. The routine use formally number three is now 
number two. An administrative change required by the 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-11 Emergency Operations Notification Call List.

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. 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, National Nuclear Security Administration 
(NNSA) Headquarters, 1000 Independence Avenue SW, Washington, DC 20585.
    U.S. Department of Energy, John A. Gordon Albuquerque Complex, 
24600 20th Street SE, Albuquerque, NM 87116.
    U.S. Department of Energy, Naval Reactors Laboratory Field Office, 
P.O. Box 109, West Mifflin, PA 15122-0109.
    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, Hanford Field 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, Southeastern Power Administration,

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1166 Athens Tech Road, Elberton, GA 30635-6711.
    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):
    Headquarters, Deputy Administrator for Defense Nuclear 
Nonproliferation in the National Nuclear Security Administration, U.S. 
Department of Energy, 1000 Independence Avenue SW, Washington, DC 
20585.
    Field Offices: The Emergency Manager or Continuity Manager of the 
``System Locations'' listed above are the system managers for their 
respective portions of this system.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; Homeland Security 
Act of 2002, Public Law 107-296; and Homeland Security Presidential 
Directive 5 (HSPD-5), ``Management of Domestic Incidents.''

PURPOSE(S) OF THE SYSTEM:
    Records in this system are maintained and used by DOE to create a 
list that will enable 24-hour contact with DOE personnel and 
contractors in the event of an emergency (including call-outs) in order 
to marshal a coordinated, unified response to emergency or catastrophic 
events that may impact DOE facilities or activities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of Energy and National Nuclear Security Administration 
senior officials, office directors, managers, key support staff, and 
other employees and contractors involved in DOE emergency management 
and operations activities, Continuity of Government activities, and 
Continuity of Operations activities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, office telephone number, home telephone number, home address, 
pager numbers, mobile phone numbers, email addresses, work location, 
title, and position.

RECORD SOURCE CATEGORIES:
    The subject individual.

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 
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.
    2. 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 (4) any other persons who possess information 
pertaining to the matter when it is relevant and necessary to obtain 
information or testimony relevant to the matter.
    3. 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.
    4. 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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records may be stored as paper records or electronic media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by name of the individual.

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-approved records 
disposition schedule with a retention of 3 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

[[Page 86793]]

and each person granted access to the system must be an individual 
authorized to use or administer the system.

RECORD ACCESS PROCEDURES:
    The Department follows the procedures outlined in title 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 processed, 
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 relating to DOE records shall be directed to the Director, 
Office of Hearings and Appeals (OHA), 1000 Independence Avenue 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, 74 FR 1011-
1012, on January 9, 2009.

Signing Authority

    This document of the Department of Energy was signed on October 28, 
2024, 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 October 28, 2024.
Jennifer Hartzell,
Alternate Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2024-25372 Filed 10-30-24; 8:45 am]
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