Privacy Act of 1974; System of Records, 102874-102877 [2024-29995]

Agencies

• DEPARTMENT OF ENERGY

[Federal Register Volume 89, Number 243 (Wednesday, December 18, 2024)]
[Notices]
[Pages 102874-102877]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-29995]


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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

[[Page 102875]]

System of Records. DOE proposes to amend System of Records DOE-28 
General Training Records. This System of Records Notice (SORN) is being 
modified to align with new formatting requirements, published by OMB, 
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 January 17, 2025 unless comments are 
received that result in a contrary determination.

ADDRESSES: Written comments should be sent 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, 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-28 General Training Records. This notice proposes 
amendments to the system locations section of that system of records by 
removing the following system locations where DOE-28 is no longer 
applicable: four (4) Bonneville Power Administration locations (Lower 
Columbia Area, Puget Sound Area, Snake River Area, Upper Columbia 
Area), two (2) Office of Science locations (Chicago and Oak Ridge), two 
(2) Office of Energy Efficiency and Renewable Energy locations (Boston 
and Philadelphia Support Offices), Alaska Power Administration, Office 
of Amarillo Site Operations, Atlanta Support Office, Continuous 
Electron Beam Accelerator Facility, Dayton Area Office, Kansas City 
Site Office, Kansas City Support Office, National Nuclear Security 
Administration (NNSA) Sandia Site Office, NNSA Los Alamos Site Office, 
NNSA Los Alamos National Laboratory, Strategic Petroleum Reserve 
Project Management Office, New York Support Office, NNSA Nevada Site 
Office, and the Office of Scientific and Technical Information (OSTI). 
The following addresses have been updated: Golden Field Office, John A. 
Gordon Albuquerque Complex, Office of River Protection, and the 
Southwestern Power Administration. The following addresses have been 
added: two (2) National Energy Technology Laboratory locations 
(Morgantown and Albany). 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. In addition to these routine uses, this 
notice adds three other routine uses (eight, nine, and ten). These 
routine uses permit the disclosure of information to union officials 
acting in their official capacity, for the purpose of an investigation, 
settlement of claims, or the preparation and conduct of litigation, and 
to a contractor of the Department, or a subcontractor to a Department 
contractor, who is authorized to disclose the record. The ``System 
Manager'' section has been revised to clarify that the system manager 
is the ``Office of the Chief Human Capital Officer.'' In the 
``Purpose(s) of the System'' section, ``employee'' has been struck from 
the phrase ``employee training and development.'' The ``Categories of 
Individuals Covered by the System'' section now includes ``detailees 
and assignees to DOE, including NNSA, and individuals seeking access to 
DOE/NNSA information, resources, or facilities.'' The ``Categories of 
Records in the System'' section now includes ``employer identification 
number, office location/room number, business phone, business cell 
phone, and business email address.'' Additionally, ``quarterly'' has 
been struck from ``quarterly training.'' ``Record Source Categories'' 
now includes ``training instructors or vendors.'' ``Policies and 
Practices for Retrieval of Records'' now includes ``other unique 
identifier, such as employee ID.'' 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-28 General Training 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. 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, Forrestal Building, Office 
of the Chief Human Capital Officer, 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, Bonneville Power Administration, P.O. 
Box 3621, Portland, OR 97208.
    U.S. Department of Energy, Environmental Management Consolidated 
Business Center (EMCBC), 550 Main Street, Rm 7-010, Cincinnati, OH 
45202.
    U.S. Department of Energy, Golden Field Office, 15013 Denver West 
Parkway, Golden, CO 80401.
    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), P.O. Box 10940, 626 Cochrans 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, NNSA Naval Reactors Field Office, 
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
    U.S. Department of Energy, NNSA Naval Reactors Field Office,

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Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
    U.S. Department of Energy, Pittsburgh Naval Reactors Office, Idaho 
Branch Office, P.O. Box 2469, Idaho Falls, ID 83403-2469.
    U.S. Department of Energy, John A. Gordon Albuquerque Complex, 
24600 20th Street SE, Albuquerque, NM 87116.
    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, 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.
    U.S. Department of Energy, Western Area Power Administration, 
Billings Area Office, P.O. Box 35800, Billings, MT 59107-5800.
    U.S. Department of Energy, Western Area Power Administration, 
Loveland Area Office, P.O. Box 3700, Loveland, CO 80539-3003.
    U.S. Department of Energy, Western Area Power Administration, Salt 
Lake City Area Office, P.O. Box 11606, Salt Lake City, UT 84147-0606.

SYSTEM MANAGER(S):
    Headquarters: Director, Training and Human Resource Development, 
Office of the Chief Human Capital Officer, U.S. Department of Energy, 
1000 Independence Avenue SW, Washington, DC 20585-0702.
    Field Offices: The Directors, Training and Human Resource 
Development 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.; Nuclear Waste 
Policy Act of 1982 (Pub. L. 97-425); Nuclear Waste Policy Amendment Act 
of 1987 (Pub. L. 100-203); Government Employees Training Act of 1958; 
and title 5 CFR parts 410 and 412.

PURPOSE(S) OF THE SYSTEM:
    Records in this system are maintained and used by the Department to 
document planning, completion, funding and effectiveness of training 
and development. Appropriate local, State, and Federal agencies use 
certain records maintained in this system to ensure Departmental 
compliance with other regulatory requirements.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All DOE employees, including NNSA employees and contractor 
employees, detailees, and assignees to DOE, including NNSA, and 
individuals seeking access to DOE/NNSA information, resources, or 
facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, resume, assigned number, occupational series, training 
requests and authorizations, grade, organization, date of birth, Social 
Security or employer identification number, office location/room 
number, business phone, business cell phone, and business email 
address, home address and telephone number, special interest area, 
education completed, course name, justification for attending the 
course, direct and indirect costs of training, coded information 
dealing with purpose, type, source of training, training evaluations, 
course evaluation forms, training examinations, training attendance 
records, lesson plans, training assignment sheets, reading assignment 
sheets, position qualification statement, self-study sheet, position 
descriptions, accounting records, and training reports.

RECORD SOURCE CATEGORIES:
    The subject individuals, their supervisors, training instructors or 
vendors.

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 
Federal agencies, including the Office of Personnel Management, for 
purposes of determining eligibility or suitability for training and as 
source documents for training reports; to training institutions that 
personnel have requested to attend; and to other Federal agencies as 
necessary for verification of completion or payment of training costs.
    2. A record from this system may be disclosed as a routine use to 
State and local governments, the Nuclear Regulatory Commission (NRC), 
and other Federal agencies that conduct research, investigations, or 
audits to determine whether DOE or contractor personnel satisfy quality 
assurance requirements for activities necessary to obtain a license 
from the NRC for the construction, operation and closing of a nuclear 
waste repository or a Monitored Retrievable Storage facility. These 
activities also include research and development, site 
characterization, transportation, waste packaging, handling, design, 
maintenance, performance confirmation, inspection, fabrication, and 
development and production of repository waste forms.
    3. A record from this system may be disclosed as a routine use to 
Federal, State, Tribal, or local government officials where the 
regulatory program being implemented is applicable to the DOE or 
contractor program and requires that such access be provided for the 
conduct of the regulatory agencies' activities. Those provided 
information under this routine use are subject to the same limitations 
applicable to DOE officers and employees under the Privacy Act.
    4. A record from this system may be disclosed as a routine use to 
the appropriate local, Tribal, State, or Federal agency when records, 
alone or in conjunction with other information, indicate a violation or 
potential violation of law whether civil, criminal, or regulatory in 
nature, and whether arising by general statute or particular program 
pursuant thereto.
    5. 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.
    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

[[Page 102877]]

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.
    8. 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.
    9. 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) a person representing the 
Department, Contractor, or assisting in such representation; (2) others 
involved in the matter, their representatives, and persons assisting 
such persons; and (3) witnesses, potential witnesses, their 
representatives and assistants, and any other persons possessing 
information pertaining to the matter when it is necessary to obtain 
information or testimony relevant to the matter.
    10. A record from this system may be disclosed as a routine use to 
a contractor of the Department, or a subcontractor to a Department 
contractor. Those provided information under this routine use are 
subject to the same limitations applicable to Department officers and 
employees under the Privacy Act.

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, Social Security number, or other 
unique identifier, such as employee ID.

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 retentions of 10 years to 250 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 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 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 1029-
1030, on January 9, 2009.

Signing Authority

    This document of the Department of Energy was signed on December 
12, 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, December 13, 2024.
Treena V. Garrett,
Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2024-29995 Filed 12-17-24; 8:45 am]
BILLING CODE 6450-01-P