ML20207N109
| ML20207N109 | |
| Person / Time | |
|---|---|
| Issue date: | 12/19/1986 |
| From: | Zech L NRC COMMISSION (OCM) |
| To: | Oneill T HOUSE OF REP., SPEAKER OF THE HOUSE |
| Shared Package | |
| ML20207N102 | List: |
| References | |
| NUDOCS 8701130469 | |
| Download: ML20207N109 (10) | |
Text
4 s>R H?tig
-M UNITED STATES
.T E
NUCLEAR REGULATORY COMMISSION O
f W ASHINGTON, D.C. 20555
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OFFICE OF THE December 19, 1986 CHAIRMAN The Honorable Thomas P. O'Neill, Jr.
Speaker of the United States House of Representatives Washington, DC 20515
Dear Mr. Speaker:
The Nuclear Regulatory Commission (NRC) is proposing to make changes to two of its Privacy Act Systems of Records notices:
NRC-36, Employee Locator Records Files, and NRC-39, Personnel Security Files and Associated Records. While many of the changes are minor in nature, the routine uses of both notices are being expanded to include new uses.
A copy of the Narrative Statement and proposed Federal Register notice are enclosed. A copy of this report has been sent to the President of the Senate and the Office of Management and Budget in accordance with the guidelines prescribed in OMB Circular No. A-130, dated December 24, 1985.
For further information on the Federal Register notice, please telephone Donnie H. Grimsley, Director, Division of Rules and Records, Office of Administration, U.S. Nuclear Regulatory Commission, Washington, DC 20555, Telephone:
301-492-7211.
Sincerely, h
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ok Lando W. Zech r.
Chairman
Enclosures:
As stated Nk I$o g 86gg19 CORRESPONDE E PDR
b NARRATIVE STATEMENT The Nuclear Regulatory Comission is proposing to revise two of its Privacy Act Systems of Records notices: NRC-36, Employee Locator Records Files, and NRC-39, Personnel Security Files and Associated Records.
1.
Purpose NRC-36 is being revised in order to indicate, among other things, dual system managers and, as part of an agency-wide effort, to have each employee's i
name, work address and telephone number, and home address (including zip code) and telephone number as accurate and up-to-date as possible. Since the NRC is in the midst of a major consolidation effort, demographic studies will be conducted to show where employees originate their commute to the work place.
how their movement to and from work affects established traffic patterns, etc. The expansion of the routine uses category will permit access to statistical data and thus facilitate preparation of these demographic studies.
NRC-39 is being revised because of che enactment of Public Law 99-399,
" Omnibus Diplomatic Security / Anti-Terrorism Act of 1986." The NRC must have final regulations in place by February 1987, the deadline in the Act. NRC-39 must be expanded to include the new categories of records, new routine uses created from the criminal history data, and new authorities for the~ system.
In addition, other minor amendments are being made to the two systems of records notices.
2.
Authority There are no new authorities for NRC-36, and the new authorities for NRC-39 are Public Law 99-399 (Omnibus Act), Public Law 99-500 (the appropriations legislation), 40 U.S.C. 318, OMB Circular No. A-130, and Federal Personnel Manual 732.
3.
Potential effects on privacy of individuals The expansion of routine uses in NRC-36 should result in no adverse effects on the privacy of individuals as the new uses are for emergencies, official business, or for statistical purposes.
The purpose of the Criminal History Checks program is to assure that individuals with criminal histories impacting upon their reliability and trustworthiness are not permitted unescorted access to a nuclear power facility or access to Safeguards information. As a counterbalance, the Act also requires the NRC's regulations to protect individuals subject to fingerprinting from misuse of criminal history records.
In the revision of NRC-39, it is clearly stated that the NRC will retain criminal history files only until FBI actions have been completed and the submitter of the information (NRC licensee) has been notified. After notification to the licensee, the NRC will retain only statistical data.
4 Relationship to other branches of the Federal Government There is no relationship to another branch for NRC-36.
For NRC-39, there
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2 is a relationship between the NRC and the FBI in that the NRC serves as a conduit between the affected licensees and the FBI, checking submittals for completeness and accuracy prior to forwarding to the FBI and transmitting FBI submittals (including rap sheets, if appropriate) to the licensees.
5.
Protection of the Information NRC-36: Maintained in a controlled access room under 24-hour visual control. Limited to persons whose official duties require such access.
NRC-39: Maintained in security or controlled areas under guard and/or alarm protection, as appropriate.
6.
Compatibility with (a)(7) of the Act Each new routine use described in the Federal Register notice indicates precisely the purpose for which the data is collected.
In the case of NRC-36, the new purposes are for (a) notification of employee in case of emergency, (b) notification of employee regarding matters of official business, (c) verification of accuracy of and update of Automated Payroll System file on home addresses and zip codes, and (d) conducting statistical studies.
For NRC-39, the new routine use ties the system notice to the regulatiofis being created in compliance with Public Law 99-399 and indicates that the information will be used "to provide licensees information needed for their unescorted access or access to safeguards information determinations." The infomation will also be used to determine eligibility for access to NRC buildicgs or access to Federal automated information systems or data.
7.
OMB control numbers None
[7590-01]
NUCLEAR REGULATORY COMMISSION Privacy Act of 1974; Peport of New Routine Uses AGENCY:
Nuclear Regulatory Commission.
ACTION:
Notification of new routine uses.
SUMMARY
- The Nuclear Regulatory Commission (NRC) is proposing to amend two of its systems of records notices to add new routine uses to assure that each employee's name, address, and telephone number (both work and home) are as accurate and up-to-date as possible (NRC-36) and to reflect changes in NRC's regulations regarding criminal history checks of individuals who are to be granted unescorted access to nuclear power facilities or access to Safeguards information (NRC-39). Other minor amendments are also being made to these two systems of records.
EFFECTIVE DATE: The proposed new routine uses will take effect without further notice on unless comments received on or before that date cause a contrary decision.
If, based on NRC's review of comments received, changes are made, NRC will publish a now final notice.
ADDRESSES:
Send comments to the Secretary of the Commission, U.S. Nuclear Regulatory Commission, Washington, DC 20555, Attention: Docketing and Service Branch. Copies of comments may be examined at the NRC Public Document Room at 1717 H Street, NW, Washington, DC.
FOR FURTHER INFORMATION CONTACT:
Sarah N. Wigginton, Rules and Procedures Branch, Division of Rules and Records, Office of Administration, U.S. Nuclear Regulatory Commission, Washington, DC 20555; Telephone: 301-492-7752.
SUPPLEMENTARY INFORMATION:
NRC-36, Employee Locator Records Files, is being revised in order to indicate dual system managers and, as part of an
o 2
agency-wide effort, to have each employee's name, work address and telephone number, and home address (including zip code) and telephone number as accurate and up-to-date as possible. Since NRC is in the midst of a major consolidation effort, demographic studies will be conducted to show where employees originate their consnute to the work place, how their movement to and from work affects established traffic patterns, etc. The expansion of the routine uses category will permit access to these types of statistics and thus facilitate preparation of these demographic studies. Other minor revisions are also being made to NRC-36.
Public Law 99-399, " Omnibus Diplomatic Security / Anti-Terrorism Act of 1986," signed by the President on August 27, 1986, requires the NRC to issue final regulations to establish conditions for the use and control of criminal history data received from the Federal Bureau of Investigation no later than six months after the date of enactment of the Act. On November 7, 1986, the proposed rule entitled " Requirements for Criminal History Checks" was published in the Federal Register for a 30-day public concent period (51 FR 40438). The comment period expires on December 8,1986. The NRC must have final regulations in place by February 1987, the deadline in the Act.
NRC-39, Personnel Security Files and Associated Records, must be expanded to include the new categories of records, new routine uses created for the criminal history data, new authorities for the system, and other minor revisions.
A report for each system of records, required by 5 U.S.C. 552a(o), as implemented by OMB Circular A-130, was sent to the President of the Senate, the Speaker of the House of Representatives, and the Office of Management and Budget on
e 3
1.
NRC-36, Employee Locator Records Files--NRC, is being revised to read as follows to indicate dual systems managers and locations, new routine uses, and expanded storage descriptions.
NRC-36 SYSTEM LOCATION:
Primary system--Part A:
Computer and Telephone Operations Branch, Division of Information Support Services, Office of Information Resource Management, 7920 Norfolk Avenue, Bethesda, Maryland.
Part B:
Director, Division of Organization and Personnel, Office of Administration, 8120 Woodmont Avenue, Bethesda, Maryland.
s ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
Information in these records may be used for:
a.
Notification of employee in case of an emergency; b.
Notification of employee regarding matters of official business; c.
Verification of accuracy of and update of Automated Payroll System file on employee home addresses and zip codes; d.
Conducting statistical studies, and e.
The routine use specified in paragraph number 6 of the Prefatory Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE: Maintained within a computerized telephone directory system.
4 SYSTEM MANAGERS AND ADDRESSES:
Part A:
Chief, Computer and Telephone Operations Branch, Division of Information Support Services, Office of Information Resource Management, U.S. Nuclear Regulatory Commission, Washington, DC 20555.
Part B:
Director, Division of Organization and Personnel, Office of Administration, U.S. Nuclear Regulatory Commission, Washington, DC 20555.
2.
NRC-39, Personnel Security Files and Associated Records--39, is being revised to read as follows to indicate additions to the categories of individuals covered by the system, categories of records in the system, authorities for maintenance of the system, new routine uses, storage, retrievability, and retention and disposal.
NRC-39 CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Persons including NRC employees, employment applicants, consultants, contractors, and licensees; other Government agency personnel (e.g., General Services Administration personnel), other persons who have been considered for a personnel clearance, special nuclear material access authorization, NRC building access, access to Federal automated information systems or data, or participants in the criminal history program; aliens who visit at NRC's facilities; and actual or suspected violators of laws administered by NRC.
CATEGORIES OF RECORDS IN THE SYSTEM: These records contain information
4 5
relating to personnel, including name, address, date and place of birth, social security account number, citizenship, residence history, employment history, foreign travel, foreign contacts, education, personal references, organizational membership, and security clearance history. These records also contain copies of personnel security investigative reports from other agencies (primarily from the Office of Personnel Management or the Federal Bureau of Investigation), sunnaries of investigative reports, results of Federal agency indices checks, records necessary for participation in the criminal history program, reports of personnel security interviews, clearance actions information (e.g., grants and terminations), access approval / disapproval actions related to NRC building access, or access to Federal automated information systems or data, violations of laws, reports of security infraction, " Request for Visit or Access Approval" (Form NRC-277), and other related personnel security processing documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
2 e.
10 CFR Part 11(1981);
f.
Public Law 99-399, " Omnibus Diplomatic Security / Anti-Terrorism Act";
g.
40 U.S.C. 318; h.
OMB Circular No. A-130, December 12, 1985; Federal Personnel Manual 732 and authorities cited therein; and
- i. Public Law 99-500.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
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a.
To determine clearance or access authorization eligibility; b.
To determine eligibility for access to NRC buildings or access to Federal automated information systems or data; c.
To certify clearance or access authorization; d.
To maintain the NRC personnel security program; e.
To provide licensees information needed for their unescorted access or access to safeguards information determinations; and f.
For any of the routine uses specified in the Prefatory Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING 0F RECORDS IN THE SYSTEM:
e STORAGE: Maintained primarily in file folders, on tape, disk, diskette, microfiche, and index cards.
RETRIEVABILITY:
Indexed and accessed by name, social security account number, docket number, or case file number or a combination thereof.
s RETENTION AND DISPOSAL:
b.
Request for Visit or Access Approval--Maximum security areas retained 5 years after final entry or after date of document, as appropriate; Other areas: Retained 2 years after final entry or after date of document, then destroyed by an approved method of destruction; c.
Other security clearance / access authorization administration files--retained 2 years after final entry or after date of document, then destroyed by an approved method of destruction;
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d.
Criminal history records files will be retained by name for 1 year while the Federal Bureau of Investigation actions are completed and submitter has been notified; retained in statistical format for 4 years, then destroyed by an approved method of destruction.
Dated at Bethesda, Maryland, this day of 1986.
For the Nuclear Regulatory Commission.
Victor Stello, Jr.
Executive Director for Operations 4
-~-
.