ML20151D334
| ML20151D334 | |
| Person / Time | |
|---|---|
| Issue date: | 05/01/1980 |
| From: | Felton J NRC OFFICE OF ADMINISTRATION (ADM) |
| To: | Haase W OFFICE OF MANAGEMENT & BUDGET |
| References | |
| NUDOCS 8804140146 | |
| Download: ML20151D334 (17) | |
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NUCLEAR REGULATORY COMMISSION g
E WASHINGTON, D. C. 20555
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May 1, 1980 Mr. Walter W. Haase Deputy Associate Director for Information Systems Policy Office of Management and Budget Executive Office of the President Washington, DC 20503
Dear Mr. Haase:
In accordance with Transmittal Memorandum No. 4 to OMB Circular No. A-108, I am enclosing five copies of the "1979 Annual Report of the Nuclear Regulatory Commission on the Administration of the Privacy Act of 1974."
I am also enclosing for your information copies of Manual Chapter NRC-0204, Privacy Act, which is referred to in the report.
Si ly, f$$ W J.
Felton, Director Division of Rules and Records Office of Administration
Enclosures:
As stated G
8804140146 800501 PDR ORG EUSDMB PDR
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s 1979 ANNUAL REPORT OF THE NUCLEAR REGULATORY C0!EISS10N ON THE ADMINISTRATION OF THE PRIVACY ACT OF 1974 a.
Sumary of Accomplis}nents and Future Plans (1) Protecting individual privacy During 1979 the NRC updated its systems of records to assure that records maintained in each system were properly described in the system notice. Systems were also reviewed to assure that the records maintained were relevant and necessary for an agency purpose.
During 1980, the NRC plans to continue its Privacy Act training program by meeting with NRC offices to discuss the requirements of the Act and the rights of individuals to obtain records under the Act.
The NRC conducted no matching programs in 1979, and has no changes to recomend to the "Guidelines for Conducting Matching Programs."
(2) Reducing the scope of personal recordkeeping '
At the end of 1979 the NRC maintained 37 personal data systems subject to the Privacy Act of 1974.
These systems contain reccrds covering about 600,000 individuals. Over 49 percent of these are persons who at sorre time have been subject to radiati:n exposure in the course of their duties in tae nuclear industry. Approx:mately 41 percent represents the staff of licensees or applicants for licenses or other persons who have corresponded with the NRC. The remaining individuals on whom the NRC maintains records are primaril*,
NRC employees or applicants for employment and individuals who are on NRC mailing lists.
The major increase in NRC recordkee from the Document Control System (DCS) ping during the past year resulted becoming fully operational.
The DCS enables the NRC to retriec information received by or originated by the agency. For the most part, this infonnation consists of comunications to and from applicants and licensees for nuclear power plants, and relates to the health, safety, and environmental aspects of the design, construction, and operation of these plants.
Prior to the operation of the DCS system, this correspondence was filed in the normal docket files of the agency and was not retrieved by individual identifier. When the DCS system became operational, it became possible to retrieve correspondence by individual name, and the system was noticed as system of records NRC-29, Document Control System. Virtually none of the information in the system is of a personal nature.
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2 As a result o'f the accident at the Three Mile Island. Plant in March 1979, a significant effort has been made to backfit into the DCS system the docket files for plants of similar design in order that necessary health and saf ety information can be rapidly recalled and reviewed.
NRC systems of records are periodically screened to remove obsolete information, in accordance with approved record disposal schedules.
b.
Scope and Nature of Federal personal Recordkeeping (1) Inventory of Federal personal data systems The NRC Inventory of Federal personal Data Systems is enclosed.
(2) Analyses of changes to systems of records During 1979, four new NRC systems of records became effective and one new NRC systems of records was proposed. NRC-24,.roperty and Supply System (PASS), was published in the Federal Register on March 16, 1979 (44 FR 16057). The purpose of the new system is to enable the NRC to-maintain an accounting and control of costly items of government property such as typewriters, calculators, and other equipment which is assigned to i
NRC employees and consultants.
NRC-25, Oral History program, was published in the Federal Register on June 13,1979 (44 FR 33987).
The purpose of the system is to develop a collection of taped interviews with NRC staff membe *s, former agency personnel and other individuals who have been involved in nuclear regulatory act,ivities.
These interviews will be transcribed for use as a resource for the future writing of a history of nuclear regulation.
NRC-33, Special Inquiry File, was published in the Federal Register on September 28,1979 (44 FR 56067). The purpose of the system is to provide access to records of any special. inquiry group studying or investigating an accident or other incident at a nuclear facility.
The Document Control System (NRC-29) was published in the Federal Register on August 28,1979(44FR50418). The purpose of this new system is to enable the agency to maintain cohtrol for all documents originated by and received by the NRC, and to serve as an information source for these documents.
When this system became effective on October 29,1979, NRC-26 was deleted.
The NRC also proposed the adoption of the IE Household Move Survey (NRC-35),
which was published in the Federal Register on December 7,1979(44FR70607).
The purpose of this new system is to enable the agency to determine whether employees (such as resident inspectors at nuclear power plants) are receiving fair reimbursement for costs of household moves necessitated by transfers of duty station.
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3 Also during 1979, one system of records which had been manual was partially automated., The decision to automate was made to increase efficiency and to improve management reporting.
c.
Agency Administration of the Act
'The NRC has designated the Director, Office of Administration, as the
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Senior agency official to "assure that a program for administration of the Privacy Act of 1974 is established and effectively carried out within the NRC." That delegation is contained in paragraph 033a of Manual Chapter NRC-0204, Privacy Act, issued December 30, 1977. The requirements and procedures j
set forth in the Manual Chapter have worked effectively within the NRC and no changes were necessary in agency requirements.
(1) Accounting for disclosures (subsection (c))
Virtually all disclosures outside the NRC relate to information required to be released pursuant to the Freedom of Information Act; are routine payroll and accounting infomation made available to Federal, State, and local taxing authorities; are disclosures of investigative and security infomation to other agencies under the NRC's published routine uses; or are disclosures made at the request of the individual whose record is raintained.
Seven persons requested an accounting of disclosures in 1979.
(2) Maintenance of only thatsinfomation necessary for an authorized function (subsection (e)(1))
Each'NRC system of records notice published in the Federal Register contains the :pecific authority for the maintenance of the information in the system. As indicated previously in response to item a.(1), NRC systems of records are periodically reviewed to assure that only necessary information is maintained in the system.
(3) Publication requirements (subsections (e)(4), (e)(11), (f))
During 1979, 61 percent of the requests received by the NRC were from present or former NRC employees who had actual notice of the systems of records maintained. Privacy Act requests received from the public did not normally identiQ a specific system of records, but rather were general requests for all records about the individual.
In addition, during 1979 the NRC received 82 requests from individuals under the Freedom of Information Act for information about themselves.
In NRC's experience, it does not appear that members of the public make reference to the published Privacy Act systems of records prior to submitting their requests.
Manual Chapter 0204 specifies the specific duties required of NRC employees utiliting Privacy Act systems of records in the performance of their functior*.. The Manual Chapter also specifies the duties required of system managers, including "developing and applying Privacy Act guidelines e
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and procedures which provide for assignment of responsibility for files supervision, maintenance and servicing, and the training of personnel assigned Privacy Act duties."
r (4) Standard of accuracy, relevance, timeliness, and completeness hubsection (e)(5))
This standard has been called to the attention of all employees in meetings and by means of NRC Manual Chapter 0204, "Privacy Act," which was issued to all employees.
(5) Validation of records before disclosure outside the agency (subsection (e)(6))
As indicated 3reviously in response to item c.(1), there are few disclosures outside tw agency that are sub' ject to this subsection,.and the NRC has sought to assure that those records which are disclosed are accurate, complete, timely and relevant for an agency purpose.
(6) Restrictions on recordkeeping about First Amendment activities (subsection (e)(7))
Except as authorized by subsection (e)(7), the NRC maintains no records about how any individual exercises First Amendment rights.
The NRC has not issued any criteria for determining whether a routine use disclosure under subsection (b)(3) of the Act is compatible with the purpose for which the inforniation was collected, but rather uses the guidelines set forth in OMB Circular A-108.
(7) Rules of conduct for agency personnel (subsection (e)(9))
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The NRC Privacy Act Manual Chapter specifies the rules of conduct required of system managers and other persons involved in the des.]n, development, operation, or maintenance of any NRC system of records.
(8) Safeguards on information (subsection (e)(10))
The necessary safeguards required to insure the security and confidentiality of records are discussed in the Privacy Act Manual Chapter and specified in each NRC Notice of Systems of Records.
During 1979 the NRC conducted risk analyses in connection with the promulgation of its Property &nd Supply System (NRC-24) and proposed cnanges to the Payroll Accounting System (NRC-21).
In both cases the analyses found that the safeguards built into the system and system security were adequate, although certain additional changes could be made to improve physical security. Among the changes recomended were the installation 6
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of smoke and hea't alarms, instructions in the use of fire extinguishers, and the development of notification procedures concerning the fire department, police, and building security guards.
The recomended changes now have either been implemented or are in the process of being implemented.
,(9) Operation of the exemption provisions (subsection (j) and (k))
Portions of 15 NRC systems of records are exempt from subsection (c)(3); (d); (e)(1); (e)(4)(G), (H) and (I); and (f) of the Privacy Act.
The only exemption exercised by the NRC in 1979 was that concerning access undersubsection(d)(1). This exemption was exercised pursuant to subsection (j)(2)(B) on one occasion in order to withhold the identity of a confidental source involved in an investigatory process for the purpose of a criminal investigation. The procedures and policies developed by the NRC to permit access by individuals to systems of records, including exempt systems, are set forth in the Privacy Act Manual Chapter.
d.
Changes in Patterns of Infomation Exchange l
(1) Has the requirement that information be collected to the extent practicable from the individual (subsection (e)(2)) significantly affected agency information collection practices?
l This requirement has had no noticeable effect upon NRC information collection practices.
(2) Has there been a change in the willingness of individuals to provide information about themselves? Has the privacy notification statement.
required by subsection (e)(3) made a perceptible difference?
There is an increasing awareness by individuals of the requirements of the Privacy Act and of their right to obtain Privacy Act Statements concerning the purpose of their furnishing infomation and its intended use by the agency. However, there has been no significant change in the willingness -
of individuals to provide information about themselves.
(3) Has there been a change in the amount and/or quality of information regularly requested?
There has been a noticeable decrease in the willingness of companies, particularly larger corporations, to furnish information in response to personnel reference checks concerning applicants for employment. Approximately 50 percent of those persons furnishing infomation to the NRC, in response to personnel reference checks, request a pledge of confidentiality. The NRC also has experienced a marked decrease in the amount of information obtained through the FBI and the Office of Personnel Management to NRC personnel se:urity investigations.
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6 (4) Pas it become necessary to develop alternative sources of information?
, If so, describe them..
Where tnfonnation is not furnished by an applicant's previous employer, the NRC seeks to obtain from the ap)licant additional personal references, preferably individuals who have wor (ed with the appifcant in the past and who'know the app 1tcant's work habits and experience.
(5) How have the Act's limitations on the disclosure of information affected agency activities?
There has been no noticeable impact on agency activities.
(6) Were any new policies regarding the routine use provisions adopted during the year? Describe any major new routine uses which were established, including the purpose for the routine use, the reci)ient of the information, and the reason for its establisYnent.
In 1979, tile NRC adohted a new routine use which was published in the Federal Register on September 28, 1979.
The new routine use provided that a record from the NRC systems of records may be disclosed,as a routine use l
to an NRC contractor on a need-to-know basis for a purpose within the scope of the pertinent NRC contract.
The purpose of the new routine use is to enable a contractor, for example, to examine employee personnel and training records as part of a contract to evaluate NRC's EE0 performance and affirmative action plans.
(7) How have the State and local privvv and freedom of information laws affected the exchange of in'..
.4 tion?
As indicated in response to item d.(3), there has been a decrease,
in the investigative agencies' ability to obtain information with respect to personnel security fr.vestigations perfonned for the NRC. We are not in a position to say, however, the extent to which this is the result of State -
and local privacy and freedom of information laws.
The NRC neither considered nor conducted any matching programs in 1979; thus, no cost / benefit analyses were conducted, e.
Exercise of Individual Rights (1) Processing of requests See enclosed workshee't 4
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7 (2) Infonnat' ion about reouests (a) Of the Privacy Act requests received by the NRC, 87 percent were made by, or on behalf of, current or fonner Federal employees; 13 percent were made by members of the general public.
l (b) Requests citing Privacy Act only 14 Requests citing Privacy Act and FOIA 19 Requests citing neither Act 3
In accordance with OMB Circular A-108, when a request specifies and may be processed under both the FOIA and the Privacy Act, or specifies neither Act, the Privacy Act procedures set forth in the Comission's 1
regulations (Subpart B of 10 CFR Part 9) and the Privacy Act Manual Chapter are followed.
(c) Twenty-two of the 36 requests received in 1979 identified -
specific systems of records, either by'section number or by type of records i
sought (i.e. personnel files, security, files, performance app->tsals, etc.).
(d) Of the 36 requests received 23 requests included exempt systems-of records within the scope of the reque,st. Of these 21 were granted in full and 2 were denied in part.
f.
Pubife Scrutiny of Federal Personal Recordkeeping Practices No coments have been received on proposed new systems of records, i
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Problem Areas and Recommendations for Change The NRC has had no major problems in connection with implementation of the
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Privacy Act and has no recomendations for change.
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OMB' CIRCULAR HO. A-108 J
, Access & Amendment.
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nequesta 32
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'31 2
33*
Granted in part 2
0 2
Denied in full 1
0 1
Appeals of agency denials 0
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0 0
Denial sustained (in full) 0 0
O Denial reversed (in full or part)
"Includes 4 requests for which no records existed.
Civil Actions Filed Total number filed in.1970 0
Number filed in response to agency denial of access / amendment 0
Number of these resolved in favor of agency
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pending N/A.
Total number, carried over from 1978 0
Total number resolved in favor nf agency plaintiff T withdrawn / dismissed N/A Number pendir.g on December 31, 1979.-
0 Use estima'tes to show:
The -proportion of requests for access / amendment from current or former federal employees 875 The proportion from the public at large 13%
The proportion:which cited or implied the Privacy Act the FOIA, or both 92%
6f1 The proportion ~ citing a specific system of records The proportion seeking access to an exempt system of records 67%
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Indicate with asterisk estimated figdres.
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