ML24242A084

NRC 35 - Drug Testing Program Records

ML24242A084
Person / Time
Issue date:	07/19/2024
From:	NRC/OCIO
To:
References
NRC 35
Download: ML24242A084 (5)

Text

SYSTEM NAME AND NUMBER:

Drug Testing Program RecordsNRC 35.

SECURITY CLASSIFICATION:

Unclassified

SYSTEM LOCATION:

Primary systemDivision of Facilities and Secu rity, Office of Administration, NRC, Two

White Flint North, 11545 Rockville Pike, Rockville, Maryland.

Duplicate systemDuplicate syst ems exist in part at the NRC Regional office locations

listed in Addendum I, Part 2 (for a temporary period of time); and at the current contractor

testing laboratories, collection/evaluation facilities.

SYSTEM MANAGER(S):

Director, Division of Facilities and Security, Office of Administration, U.S. Nuclear

Regulatory Commission, Washington, DC 20555-0001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C 7301; 5 U.S.C. 7361-7363; 42 U.S.C. 2165; 42 U.S.C. 290dd; Executive Order

(E.O.) 12564; 9397, as amended by E.O. 13478.

PURPOSE(S) OF THE SYSTEM:

This record system will maintain inform ation gathered by and in the possession of NRC

Drug Testing Program, used in verifying positive test results for illegal use of controlled

substance, as well as collecting and maintaining evidence of possession, distribution, or

trafficking of controlled substances.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

NRC employees, applicants, consultants, licensees, and contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:

These records contain information regarding the drug testing program; requests for and

results of initial, confirmatory and follow-up testing, if appropriate; additional information supplied by NRC employees, employment applicants, consultants, licensees, or contractors in

challenge to positive test results; and written statements or medical evaluations of attending

physicians and/or information regardi ng prescription or nonprescription drugs.

RECORD SOURCE CATEGORIES:

NRC employees, employment applicants, consultants, licensees, and contractors who

have been identified for drug testing who have been tested; physicians making statements

regarding medical evaluations and/or authorized prescriptions for drugs; NRC contractors for

processing including, but not limited to, specimen collection, laboratories for analysis, and

medical evaluations; and NRC staff administeri ng the drug testing program to ensure the

achievement of a drug-free workplace.

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 subject individual if the disclosure is compatible with the purpose for which the record was

collected under the following routine uses:

a. To identify substance abusers within the agency;

b. To initiate counseling and/or rehabilitation programs;

c. To take personnel actions;

d. To take personnel security actions;

e. For statistical reporting purposes. Statistical reporting will not include personally

identifiable information;

f. 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 a

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;

g. A record from this system of records may be disclosed as a routine use to appropriate

agencies, entities, and persons when (1) NRC suspec ts or has confirmed that there has been a

breach of the system of records, (2) NRC has determined that as a result of the suspected or

confirmed breach there is a risk of harm to individuals, 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 NRC efforts to respond to the suspected or confirmed breach or to prevent, minimize, or

remedy such harm; and

h. A record from this system of records may be disclosed as a routine use to another

Federal agency or Federal entity, when the NRC determi nes that information from this system of

records is reasonably 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.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

Records are maintained on paper and electronic media. Specimens are maintained in

appropriate environments.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:

Records are indexed and accessed by name, so cial security number, testing position

number, specimen number, drug testing laborator y accession number, or a combination thereof.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Employee drug test plans, procedures, and scheduling records are retained under the

National Archives and Records Administrations General Records Schedule 2.7: Employee

Health and Safety Records, item 100. Destroy when 3 years old or when superseded or obsolete. Employee drug test acknowledgement of notice forms are retained under General

Records Schedule 2.7, item 110. Destroy when employee separates from testing-designated

position. Employee drug testing specimen records are retained under General Records

Schedule 2.7, item 120. Destroy 3 years after date of last entry or when 3 years old, whichever

is later. Employee drug test results (Positive Results) are retained under General Records

Schedule 2.7, item 130. Destroy when employee leaves agency or when 3 years old, whichever

is later. Employee drug test results (Negative results) are retained under General Records

Schedule 2.7, item 131. Destroy when 3 years old.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Records in use are protected to ensure that access is limited to those persons whose

official duties require such access. Unattended records are maintained in NRC-controlled space

in locked offices, locked desk drawers, or locked file cabinets. Stand-alone and network

processing systems are password protected and re movable media is stored in locked offices,

locked desk drawers, or locked file cabinets when unattended. Network processing systems

have roles and responsibilities protection and system security plans. Records at laboratory,

collection, and evaluation facilities are stored wi th appropriate security measures to control and

limit access to those persons whose official duties require such access.

RECORD 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 or Privacy Act Officer, Office of the

Chief Information Officer, U.S. Nuclear Regulatory Commission, Washington, DC 20555-0001,

and comply with the procedures contained in NRCs Privacy Act regulations, 10 CFR part 9.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Pursuant to 5 U.S.C. 552a(k)(5), the Commission has exempted portions of this system

of records from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f)