ML20206H619

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Partially Deleted Memo Re Staff Review of Ofc of Inspector & Auditor Rept on Allegations of Misconduct by Region IV Mgt on Facility
ML20206H619
Person / Time
Site: Comanche Peak  Luminant icon.png
Issue date: 12/18/1986
From: Ragan H
NRC OFFICE OF THE GENERAL COUNSEL (OGC)
To: Parler W
NRC OFFICE OF THE GENERAL COUNSEL (OGC)
Shared Package
ML20206H601 List:
References
FOIA-87-596, FOIA-88-A-5 NUDOCS 8811230252
Download: ML20206H619 (12)
v • d • e


Text

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SN UNITED ST ATES

/* *g, NUCLEAR REGULATORY COMMISSION

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W AsHINGToN.O. C. 20655 ,

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.- DEC 1 F 1986

!!EMOP. ANDUM FOR : William C. Parler General Ccynsel FROM: Hudson B. Ragan Assistant General Counsel for Administration Office of the General Counsel SUBJ1;CT: STAFF REYlEW OF Tile OIA REPORT ON ALLEGATIONS OF MIGCONDUCT 11Y P.EGION IV MANAGEMENT. RE COMANCllE PEAL

  • Recently you requested our review of various aspects of the above subject report . Our comments are as follows. . . , M i

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E .i IMPt0Ytt PERFORMANCI APf RAltAL

SUMMARY

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1 itone = use, s si Pre-+x. ea e ro.o n smam er=, ur ete-we et ce ,e mees %.e m noe ce erse eev Wer-wce e ENTORCEXENT OFFICER

e. g a Pt .So A W A 'eCl ILJ W14T1 ST A = C a n ct A>sD A.Pf 8LAllAt 8 e e 1 X E1.EMENT t Serves as Regional interface with matters which require resolution between the field of fice of the Of fice of Investigation and the Region IV Staff and management. -

STANDARDS:

Provides and/or coordinates satisfactory responses to specific requests to assure appropriate follovup of allegations and identified concerns. Coordinates Regional support activities as appropriate. (

Maintains status of cases requiring regional handlinge as well as cases referred to 01. Provides appropriate periodic reports to ,

Adoinistrator of cases. Supervises the Regional Allegation / Investigation Coordenator.

9 Appraisal: ..

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ENTORCEMES'T OTTICER

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Advises the Of fice of the Regional Administrator and Division Directors on the appropriate enforce ent action to be taken in specific cases.

STA.NDAAD Coordinates the handling of escalated enforcement cases to assure that enforcement actions taken or initiated by the Regional Of fice are consistent with IE policy.

Periodically audits overall Regional enforcement actions to assure consistency and adherence to policy.

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3 I El.D4ENT :

Identification and resolution of safety-significant issues within assigned program area.

STANDAAD:

Provides evaluation of the safety s'ignificance of issue 9 and reasonably assures that the response is appropriate in forms of ti=e11 ness level e of response and resources available.

s Identifies in a reasonable e

fashion the significance of safety issues for subordinate staff.

s Recc==et ied solutions and based on factual information and in majority s of cases. recoc=endations are accepted. Keeps upper level management adviste of the situation.

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Responding to specific raquest from higher level management.

STANDARD:

Provides satisfactory rtesponse to specific request. If necessary.

renegotiates with requestor to codify or change suspense date or response. Is reasonably able to differentiate between critical and routine recuests as to properly prioritize work assianments. Identifies the need for and recce= ends appropriate establish =ent or madification of policies and practices regarding enforcement and investigative activities.

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i. t e et RK a u a t C t ( Li u t sit 3 gia is c a e 08 L40 Apf e.s u e u 5 X El.EXENT:

Representation of h7C/ Region to 11:ensees, b'RC Headquarters and offices. ACRS, public.

STANDAAD:

Presents issues needing resolution in understandable and satisf actory canner. Presents inspection conclusion, and IE position in a reasonably clear and objective canner.

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. e, a 6 X ELDENT:

Performs the canage=ent funettons of planning, organizing, staff development and use and working toward EE0 and Affirmation Action goals.

STANDARD:

Develops satisfactory annual goal plan for staff. Assigns tasks in a reasonably equitable canner for the acco:plish=ent of these goals.

Holds at least two staff meetings per month. Meets with each subordinate at least once each quarter to review progress and p.rformance.

Develep=ent and Ut111:ation of Staf f Reviews staffing plan at least once each quarter to dete,ruine personnel status.

Appraisal:

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Regional Office Policy Guide No. 0200(5), Revision 0 COMPLETENES$ OF 0FFICIAL FILIS A.

Purpose:

1. To establish procedures to ensure that official files contain all relevant documents with respect to regional activities.

1 2. Tc provide additional assurance that all legitimate requests made to Region IV for official records are responded to fully and efficiently.

B. Discussion: '

Reference:

Regional Office Policy Guide No. 0203, Rev., Freedom of Information and Privacy Acts ,

1. For the purposes of Region IV, officit. files are those files eaintained by the Region IV file room. All official records necessary to support Region IV actions will be in the file room thereby facilitating efficient conduct of agency business and efficient response to Freedom of Information Act (F0IA) requests.
2. These procedures do not require the suf f to maintain or create additional documents. Rather, they are designed to ensure that all relevant documents are placed i.1 the o'fficial files and, therefore, are readily accessible to NRC staff cembers pe'rforming official duties.
3. The procedures required by this Guide will provide for cortplete official files, and will help assure the completeness of respor.ses to FOIA, discovery, or other appropriate and necessary requests for documents.

C. Action All regionM staff should become familiar with, and adhere to, the following procedurer.:

1. , Drafts - Once a final document is issued, employees should review the

' drafts in their possession to determine if there is a reason to keep any of them, such as the draft containing substantive information on agency actions not contained in final, if no such reason exists, the draft should promptly be disposed of. If an employee determines that a draft should be kept, the employee shall clearly note on the draft O

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the reason for rethining it. The note and the draft shall then be submitted to the file room through the employee's supervisor to assure supervision has knowledge of all substantive issues concerning '

the record.

2. Notes or Memoranda to Files - Notes or memoranda to files are written l for a variety of reasons such as explaining the basis for agency  ;

action, preserving a view on a given issue, or to document verbal [

coanunications. l f

3 Whenever an employee writes a note or memorandum to files which- [

contains suostantive information about agency action, a copy of the  ;

note shall be sent to the file room through his or her supervisor for <

inclusion in the official files. In all such cases, a copy must also  !

. be provided to the errployee's supervisor to ensure supervisory t knowledge of substantive agency actions. i If the employee believes that retention of a note or memorandum is desirable for scre effective or efficient performance and such a note j or nemorandum does r.ot contain substantive infcreation about agency (

) action, the employee may keep the document as a personal record.  ;

However, if the employee wishes to preserve the record as "personal" t i and does not wish to place the note or memorandum into the off!cial i j files, he or she must maintain it in a separate personal file located
in the employee's of fice or residence, and Det have it typed by NRC personnel other than the employee himself. The note or memorandum

, also must not be distributed to, shown, or otherwise shared with other employees. Notes or memoranda handled under these controls will remain the employee's persont.1 property and will not be considered agency records, f With respect to personal records as opposed to NRC records, the definition of personal records are those maintained as described above that (1) are not required to be taken by NRC policy or procedures; (2) are prepared for the employee's own use to aid recollection; (3) are retained or discarded solely at the author's discretion; and (4) over which the NRC esercises no control or dominien. This definition is also used for determining agency versus personal records in the context of F0!A requests.

3. Nonrecord Documents - In the case of nonrecord documents not included above, all employees should review these documents to determine the necessity for maintsining the documents. As a matter of sound record management principles, the retention of nonrecord material should be sept to a minimum. Should an employee determine in reviewing nonrecord documents that they are important to understanding agency actions, the document shall be forwarded to the file room for inclusion in the official files. .

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4. Workina Filel - Pr'ior to agency records becoming final and being placed in the official files, documents will exist in various stages of development. Employees should maintain such nonfinal documents in a "working file" which is accessible to each employee's secretary and supervisor. This will facilitate locating records when an employee is absent and will provide for efficient response to F0IA requests by allowing for prompt identification of doewents not ir, the official files.

, 5. Duplicate copies of official records should not be maintained by individual employees strictly for convenience. Such copies may be ,

saintained, when necessary, by the Branch secretary or resident inspector's office.

6. During the period from publication of this Guide until the effective i date of this Guide, all employees shall review their files to determine if they possass any documents which should be in the official files. As of the effective date of this Guide, FOIA searches will be conducted by searching the official files, which ,

should contain all final documents relevant to agency action, ar.d by searching the working files of the appropriate employees to identify ,

nonfinal documents.

7. In reviewing all documents, it should be noted that the FOIA does not I require the maintenance of any document prior to receipt of an FOIA request applicable to the document. Thus, absent other requirements to the contrary, such as specific retention periods required by regulation, an employee may choose to dispose of the document rather i than forwarding the document to the file room. The irportant thing to remember is that employees should not be maintaining agency records i in their personal files which are not also in the of ficial files.

D.

Contact:

Questions regarding this Guide should be directed to the Regional Counsel.

E. Effective Date:

Th'is guide becomes ef fective 45 days af ter the date of this Guide.

Robert D. Martin Regional Administrator Distributian List: A8

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