ML24242A094
| ML24242A094 | |
| Person / Time | |
|---|---|
| Issue date: | 07/19/2024 |
| From: | NRC/OCIO |
| To: | |
| References | |
| NRC 46 | |
| Download: ML24242A094 (7) | |
Text
SYSTEM NAME AND NUMBER:
Health Emergency RecordsNRC 46.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Headquarters, 11555 Rockville Pike, Rockville, Maryland. Records may be maintained at
all locations at which the NRC, or contractors on behalf of the NRC, operate or at which NRC
operations are supported.
SYSTEM MANAGER(S):
Chief Human Capital Officer, Office of the Chief Human Capital Officer, U.S. Nuclear
Regulatory Commission, Washington, DC 20555-0001.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Workforce safety Federal requirements, which include: the Occupational Safety and
Health Act of 1970; Executive Order 12196; and 5 U.S.C. 7902, Safety programs. Federal
laws that authorize the NRC to create and maintain Federal records of agency activities, which
include: 44 U.S.C. 3101; the Religious Freedom Restoration Act of 1933, 42 U.S.C. Chapter
21B; Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000e; and the
Rehabilitation Act of 1973, as amended, 29 U.S.C. 701 et seq. Authorities addressing the
federal governments preparation for, and response to, public health threats, including the
PREVENT Pandemics Act, 42 U.S.C. § 300hh-3; and Executive Order 13987, Organizing and
Mobilizing the United States Government to Provide a Unified and Effective Response to
Combat COVID-19 and to Provide United States Leadership on Global Health and
Security.
PURPOSE(S) OF THE SYSTEM:
Maintaining records necessary and relevant to NRC activities responding to and
mitigating high-consequence public health threats. Records may include, but are not limited to, those applicable health related records needed to understand the impact of an illness or disease
on the NRC workforce or to assist the NRC in pr otecting its workforce from a declared public
health emergency, pandemic, or other high-consequence public health threat, including records
submitted by NRC personnel or by the lawful representative of such personnel.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NRC's employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained in this system may include:
A. Full name, NRC employee ID number; telephone number, worksite, email address,
supervisor's name, address and contact information.
C. Other information about the individual directly related to the disease or illness ( e.g.,
testing results/information, symptoms, treatm ents, source of exposure, or other applicable
health related information).
D. Appointment scheduling information, including the date, time, and location of a
scheduled appointment.
E. Medical screening information, including the individual's name, date of birth, age,
category of employment, current medical status, related medical history, and any relevant
medical history.
RECORD SOURCE CATEGORIES:
Records may be obtained from NRC employees or their representative who may provide
relevant information on a suspected or confirmed disease or illness, or the prevention of such
disease or illness, which is the subject of a high-consequence public health threat.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the other types of disclosures permitted under subsection (b) of the Privacy
Act, the NRC may disclose information contained in this system of records without the consent of the persons or entities mentioned herein if the disclosure is compatible with the purpose for
which the record was collected under the following routine uses:
A. To appropriate medical facilities, or Federal, State, local, Tribal, territorial or foreign
government agencies, to the extent permitted by law, for the purpose of protecting the vital
interests of individual(s), including to assist the United States Government in responding to or
mitigating high-consequence public health threats.
B. To determine eligibility for access to NRC bu ildings, NRC licensee facilities or sites, or
other Federal facilities.
C. To provide licensees information needed for unescorted access or access to the
licensee's facility(s).
D. Where a record, either alone or in conjunction with other information, indicates a
violation or potential violation of lawcriminal, civil, or regulatory in naturethe relevant
records may be referred to the appropriate Federal, State, local, territorial, Tribal, or foreign law
enforcement authority or other appropriate entity charged with the responsibility for investigating
or prosecuting such violation or charged with enforcing or implementing such law.
E. In an appropriate proceeding before a court, grand jury, or administrative or
adjudicative body, when the NRC determines that the records are arguably relevant to its
proceeding; or in an appropriate proceeding before an administrative or adjudicative body when
the adjudicator determines the records to be relevant to the proceeding.
F. To contractors, grantees, experts, consultants, students, and others performing or
working on a contract, service, grant, cooperative agreement, or other assignment for the
Federal Government, when necessary to accomplish an NRC function related to this system of
records.
G. A record on an employee from this system of records may be disclosed as a routine
use to a Federal, State, local, territorial, Tribal, or foreign agency requesting a record that is
relevant and necessary to its decision on a matter of hiring or retaining an employee, issuing a security clearance, reporting an investigation of that individual, letting a contract, or issuing a
license, grant, or other benefit.
H. A record on an employee from this system of records may be disclosed as a routine
use to a Congressional office in response to an inquiry from the Congressional office made at
the request of that individual.
I. To the National Archives and Records Administration for purposes of records
management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.
J. To appropriate agencies, entities, and persons when (1) the NRC suspects or has
confirmed that there has been a breach of the system of records. (2) the NRC has determined
that as a result of the suspected or confirmed breach there is a risk of harm to an individual(s),
the NRC (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 NRC's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such harm.
K. To another Federal agency or Federal entity, when the NRC determines that
information from this system of records is necessary to assist the recipient agency or entity in
(1) responding to a suspected or confirmed breach, or (2) preventing, minimizing, or 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.
L. To any agency, organization, or individual for the purpose of performing authorized
audit or oversight operations of the NRC and meeting related reporting requirements.
M. To such recipients and under such circumstances and procedures as are mandated
by Federal statute or treaty.
N. A record from this system of records may be disclosed as a routine use to NRC-paid
experts or consultants, and those under contract with the NRC on a need-to-know basis for purpose within the scope of the pertinent NRC task. This access will be granted to an NRC
contractor or employee of such contractor by a system manager only after satisfactory
justification has been provided to the system manager.
O. To a Federal agency employee, expert, consultant, or contractor in performing a
Federal duty for purposes of authorizing, arranging, and/or claiming reimbursement for official
travel, including, but not limited to, traveler profile information.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
All records in this system of records are maintained and in compliance with applicable
executive orders, statutes, and agency implem enting recommendations. Electronic records are
stored in databases. Paper records are maintained in a secure, access-controlled room, with
access limited to authorized personnel.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records will be retrieved by any of the categories of records, including name, location,
date of applicable health information, or work status.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
To the extent applicable, to ensure compliance with Americans with Disabilities Act, the
Rehabilitation Act, and the Genetic Information Nondiscrimination Act of 2008, medical
information must be maintained on separate form s and in separate medical files and be treated
as a confidential medical record. 42 U.S.C. 12112(d)(3)(B); 42 U.S.C. sec 2000ff-5(a); 29 CFR
1630.14(b)(1), (c)(1),(d)(4)(i); and 29 CFR 1635.9(a). This means that medical information and
documents must be stored separately from other personnel records. As such, the NRC must
keep medical records for at least 1 year from creation date. 29 CFR 1602.14. Further, records
compiled under this system of records notice will be maintained in accordance with the National
Archives and Records Administration General Records Schedule (GRS) 2.7, Employee Health
and Safety Records, Items 010, 070, or 080 to the extent applicable.
GRS 2.7 item 010 (DAA-GRS-2017-0010-0001)Clinic scheduling records. Temporary.
Destroy when 3 years old, but longer retention is authorized if needed for business use.
GRS 2.7 item 070 (DAA-GRS-2017-0010-0012)Non-occupational individual case files.
Temporary. Destroy 10 years after the most recent encounter, but longer retention is authorized
if needed for business use.
GRS 2.7 item 080 (DAA-GRS-2017-0010-0013)Non-occupational health and wellness
program records. Temporary. Destroy 3 years a fter the project/activity/or transaction is
completed or superseded, but longer retention is authorized if needed for business use.
GRS 2.7 item 063 (DAA-GRS-2021-0003-0001)Vaccination attestations and proof of
vaccination records. Federal employees and contra ctors. Temporary. Destroy when 3 years old.
GRS 2.7 item 064 (DAA-GRS-2021-0003-0002)Vaccination attestations and proof of
vaccination records. Visitors. Temporary. Destroy when 30 days old.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
The NRC safeguards records in this system according to applicable rules and polices,
including all applicable NRC automated systems security and access policies. The NRC has
imposed controls to minimize the risk of compromising the information that is being stored.
Users of individual computers can only gain acce ss to the data by valid user identification and
password. Paper records are maintained in a secure, access-controlled room, with access
limited to authorized personnel.
RECORDS ACCESS PROCEDURES:
Same as Notification procedures.
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether this system of records contains information
about them should write to the Freedom of Informat ion Act Officer or Privacy Act Officer, Office of the Chief Information Officer, U.S. Nuclear Regulatory Commission, Washington, DC 20555-
0001, and comply with procedures contained in NRC's Privacy Act regulations, 10 CFR part 9.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.