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Forwards NRC Privacy Act Implementation Rept & Commission Inventory of Federal Personal Data Sys for OMB Use in Preparing Annual Rept to Congress Under Privacy Act of 1974
	ML20151D700
Person / Time
Issue date:	04/30/1976
From:	Donoghue D; NRC OFFICE OF ADMINISTRATION (ADM)
To:	Lynn J; OFFICE OF MANAGEMENT & BUDGET
References
	NUDOCS 8804140379
	Download: ML20151D700 (18)
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" NUCLEAR REGULAT3RY COMMISSION '

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Honorable James T. Lynn, Director Office of Management and Budget Executive Office of the President Washington, D. C.

20503 Dear Mr. Lynn Enclosed are two copies of the Nuclear Regulatory Commission's Privacy Act Implementation Report and one annotated copy of the Co= mission's Inventory of Federal Personal Data System for OMB use in preparing the Annual Report to the Congress under the Privacy Act of 1974.

The report is submitted in accordance with the Privacy Act of 1974 and Transmittal Memorandum No. 2 to OMB Circular

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No. A-108.

Sincerely, Dc._ A Ud%

Daniel J. 6onoghue Director Office of Administration

Enclosures:

As stated i

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8804140379 760430 PDR ORG EUSOMH PDR I

I NUCLEAR REGULATORY COMMISSION PRIVACY ACT IMPLDENTATION REPORT (for the Annual Report to Congress under the Privacy Act of 1974 pursuant to 5 l

U. S. C. 552a(p)]

PART 1*

A.1.

Claiming of exemptions via rulemaking: Describe the agenev's policy and process for claiming exemptions.

This requires ansvers to two questions:

(i) Are all possible systems exempted? If not. what additional criteria and procedures are applied?

The Nuclear Regulatory Commission has published in the Federal Register notices of 40 systems of records. As of April 30, 1976, there are 36 NRC systems of records; 24 of these systems of records do not contain exempted material. Portions of the remaining 12 systems contain exempt material and have been exempted pursuant to 5 U.S.C. 552a(k), as set forth in 5 9.95 of the commission's regulation "Public Records," 10 CFR Part 9.

Thus, all possible systems have been exempted.

In accordance with $ 552a(k),

at the time the NRC rules and regulations regarding exemptions were published, the reasons for exempting the systems of records were se t out in the statements of considerations.

The exemptions for portions of Contracts Records Files, Office of Inspector and Auditor Files, Division of Security Files, and the Secretariat Records Facility Files are intended to prevent access

The underscored matter in Part I is excerpted from Letter of March 25, 1976 from Walter W. Haase, Deputy Associate for Information Systems, OMB.

1.

Since the initial publication of the NRC Systems of Records in October 1975, NRC-24, 25, and 29 have been deleted to avoid duplication with NRC-37, 39, and 40. The NRC has determined that NRC-33 is not a system of records, as defined in the Privacy Act, and NRC-33 is being deleted.

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to records that contain information specifically authorized by criteria established under Executive Order 11652 to be kept secret in the interest of national defense or foreign policy and, except for the Secretariat Records Facility Files, to protect the identity of sources who provide informatien under a promise of confidentiality.

The exemptions for portions of Recruiting, Examining and Placement Records and Equal Employment Opportunity Files are intended to protect the identity of sources who furnish information regarding the suitability, eligibility or qualifications for Federal employment of individuals when such information was furnished under a promise that the identity of the source would be held in confidence.

All other exemptions are intended to protect the identity of persons who furnish infomation regarding the suitability, eligibility or qualifications for Federal employment of individuals when such information i

has been furnished under a promise that the identity of the sourcs would be withheld in confidence, and to protect the confidentiality of testing and examination material, the disclosure of which would compromise the objectivity or fairness of the testing or examination i

process.

f (ii) Are all exempt systems exempted from all possible sections of the Act?

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The 12 exempt systems have been exempted from all possible sections of the Act permitted by 5 552a(k), (i.e., $$ (c)(3), (d), (e)(1),

(e)(4)(G)-(I), and (f)).

It is to be noted, however, that in l

accordance with 10 CFR 9.95 only portions of the 12 systems are 1

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exempt. It has not been practicable, for any one of these 12 systems, to segregate exempt from non-exempt records. Accordingly, if a request is received for a particular record in one of the 12 exemot svwtems a determination will be made in accordance with 10 CTR 9.61 as to whether the record, or portion thereof, falls within one of the specific exemptions.

2.

Administration of exempt systems. Describe the agency's policy for administering exempt systems.

Recognizing that exemptions under the Act are permissive rather than mandatory, the NRC does not automatically deny access to a record that is in an exempt system of recsrds.

A determination is made on each request. The exemptions are construed narrowly, taking into account the basic objectives of the Act, fairness to the individual who is the subject of the record, and whether disclosure would harm a valid interest of the Covernment.

B.

Instructions for verification of System Inventory Data. The attached listing has been compiled by OMB from system notices published in the Federal Register.

It should contain all systems

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i of records in existence and published or filed for publication in the Federal Register on or before December 31. 1975.

i The Systen Inventory Data for systems published in the Federal Register on or before December 31, 1975 have been verified and corrected, and are attached as Enclosure "A".

PART II**

Actions to comply with the Act.

This part of the report shall summarize actions to implement and administer the provisions of sections 3 and 7 of the Act this part shall, as a minimum, address agency actions to (a) advise agency perconnel as to their responribilities under the Act and inform them of agency policies and procedures for complying with the Act, including administrative and legal sanctions; (b) assurs that, all personal information collected by the agency is necessary for a purpose established by statute or executive order; (c) establish safe-guards to protect acainst unwarranted disclosures of, loss of, or

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tampering with records subject to the Act which could cause substantial harm or embarrassment to the subject of such records; (d) assure the accuracy of records maintained; (e) review and modify agency contracts

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4 PART II**

which provide for the operation of systems of records subicct to the Act to assure that such systems are maintained in co;kormance with the requirements of the Act; and (f) restrict the use of the Social Security Account Number.

NRC has conducted an agency-wide program to inform agency supervisory officials and employees of thr.ir responsibilities under the Act and their rights as individuals under the Act.

The administrative and legal staffs met with senior staff and various organizational units to brief them on the basic provisions of the Act and to answer any questions which they might have.

In addition to this series of seminars the administrative and legal staffs have coordinated the development of NRC Privacy Act statements with the Offices and Divisions maintaining systems of records.

The proposed NRC regulations published in the Federal Register on August 12, 1975 to add a new Subpart B. Privacy Act Regulations, to 10 CFR Part 9 were specifically called to the attentien of all employees.

The employees were invited to submit co=nents on the proposed rule.

NRC employees were also furnished copies of the j

NRC's Notices of Systems of Records which were published for public comment in the Federal Register on August 27, 1975. Employees were invited to submit coements on the proposed routine uses.

- The underscored matter in Parts II and III is excerpted from CIRCULAR No. A-10S, Transmittal Memorandum No. 2 of March 25, 1976 from James T. Lynn, Director,0.'tB.

- - 0MB reviewed the final regulations of the NRC and only offered suggestions for minor changes which are being implemented.

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i The NRC staff is preparing an NRC manual chapter on implementation of the Privscy Act which will be in the form of a handbook, available to all employees and the public.

J Each system manager has been informed of his or her responsibilities J

under the Act to assure that all personal information in the pertinent system of records is necessary for an NRC function, that appropriate

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safeguards are established and maintained to protect against unwarranted i

disclosures of, loss of, or tampering with records, that records are accurate and relevant, that pertinent contracts provide that systems are maintained'in conformance with the Act, and that the use of the l

social security account number is restricted.

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PART III Evaluation of the effects of the Act (a) Reductions in collection of personal information.

There has been no significant reduction in the collection of personal l

information by the NRC as a result of the Act. The NRC is reviewing its systems of records to assure that personal information which is j

not clearly necessary for NRC functions is not collected.

l (b) Obtaining information from individuals - The Act is intended to assure f airness to individuals on whom records are kept and that individuals be informed of the purposes for which information about them will be used so that they can make informed judgrents ac to whether to provide it

.. With respect to information about individuals solicited from j

third parties, the analysis should indicate whether there I

has been any evident changes in willingness to respond to requests.

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The NRC has examined all applications, regist' rations, and other forms.

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with the view of assuring that persons completing such forms are inforn:ed of the purpowes for which such informatio'n is requested so that they can make informed judgments as to whether to provide it.

Thirty-six privacy act statements have been issued for use with 45 such forms, 1

l informing the individual who is asked to furnish information of the authority for soliciting the information, the principal purpose for l

which the information is intended to be used, the routine uses which may a

be made of the information, and the effects, if any, on the individual f

of not providing all or any part of the requested information.

I The NRC has noticed a change in the villingness of individuals and

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companies to provide information in response to personnel reference f

checks. In some instances, certain companies as a matter of policy j

now decline to furnish any information on reference checks.

(c) Obtaining information from other agencies.

i There has been no perceptible change in the NRC's ability to obtain information from other agencies, and it has not been necessary to establish new separate reporting. systems to obtain information 1

previously available from other sources.

It has been necessary to process some requests with the assistance of other agencies and cooperation has been excellent.

(d) Disclosing information... information co11ceted for one purpose should not be used for another without the exprest l

vritten consent of the individual to whom the information

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pertains. This section of the report should cover the exten_t, t to which this requirement has limited disclosures from agency j

records especially to the publie_(includiny the press) ag l

to units of State and local government _.

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= s The NRC has received only two requests from the public for information the disclosure of which ic restricted by 5 U.S.C. 552a(b). These requests were made by local taxing authorities for information regarding NRC employees contained in a ystem of records. This information was made available to one requester after receiving sufficient information to make a 5 U.S.C. 552a(b)(2) determination. The other requester did n0t provide sufficient information for this determination and his request was not honoreel. Thus, the limitation in the Act regarding use of information for purposes other than those uses for which it was collected has had no significant impact at this time upon disclosures from NRC records to the public, the press, or State and local governments.

j (e) Individual access to agency records.

Prior to December 31, 1975, 8 formal requests were received fro:-

individuals seeking access to records pertaining to them in NRC systems of records. These requests pertained to NRC systems of i

recorda NRC-1,11,14,16, 22, 24, 35, and 39. Most 6f the re:uests i

involved access to personnel and security files. No requests were i

i returneu because of insufficient information to identify t!.e systems of records involved. Generally, except for personnel and similar records, th?. type.of information requested was r.ot routinely made

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available prior to adoption of the Privacy Act regulations and few requests prior to enactment of the Privacy Act werc. received.

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No problems have been encountered to date in meeting the statutory time limits. Special procedures have been established in NRC regulations for the disclosure of medical records. Only one request has been ret.eived for this type of NRC record.

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(f)

Sale or rental of mailing lists.

The NRC does not sell or rent mailing lists; However, a list of NRC licensees maintained in the Coccission's Public Documeat Room has been made available by the NRC for public inspection and copying for i

several years. The NRC has continued to make this list publicly available at the cost of duplication.

(g) Use of the Social Security Acccunt Number (SSAN) as a personal gentifier j

Use of the social security account nuaber as a personal identifer has been discontinued in one system "Information Security Files and Associated Records" NRC-37.

No new systems have been established af ter January 1,1975 requiring individuals to provide their social 4

security account number.

There has been no apparent change in the villingness of individuals to provide their social security account numbers.

(h) Public scrutiny of record-keeping practices.

._ nis section of the report should provide r:L a n cy ansessment_Of the effects of the public review process.

It should_ provide an analysis of the magnit ude of corrnents received on agcncy rules. systems notices and renorts on rev systems.

Only three cocnents vare received on the NRC's proposed Privacy Act Regulations.

'No comments on the NRC's notice of proposed rule making to amend 10 CFR Part 9 (40 FR 33833 33838) concerned $ 9.95 of the regelations which relates to specific exemptions. A clarifying change in $ 9.95 was rade aa a result of one suggestion. The second suggestion that i 9.93 be revised to describe with greater specificity the exemptions in cac.h of the systems of records affected, was not e.dopted.

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l third response commented that the comment period was inadequate.

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We provided a 30 day comment period in accordance with the Administrative Procedure Act.

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