Notice2024-20554
Privacy Act of 1974; System of Records
Primary source
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Published
September 11, 2024
Issuing agencies
Energy Department
Abstract
As required by the Privacy Act of 1974 and the Office of Management and Budget (OMB) Circulars A-108 and A-130, the Department of Energy (DOE or the Department) is publishing notice of a modification to an existing Privacy Act system of records. DOE proposes to amend System of Records DOE-18 Financial Accounting System. This System of Records Notice (SORN) is being modified to align with new formatting requirements, published by OMB, and to ensure appropriate Privacy Act coverage of business processes and Privacy Act information. While there are no substantive changes to the "Categories of Individuals" or "Categories of Records" sections covered by this SORN, substantive changes have been made to the "System Locations," "Routine Uses," and "Administrative, Technical and Physical Safeguards" sections to provide greater transparency. Changes to "Routine Uses" include new provisions related to responding to breaches of information held under a Privacy Act SORN as required by OMB's Memorandum M-17-12, "Preparing for and Responding to a Breach of Personally Identifiable Information" (January 3, 2017). Language throughout the SORN has been updated to align with applicable Federal privacy laws, policies, procedures, and best practices.
Full Text
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<title>Federal Register, Volume 89 Issue 176 (Wednesday, September 11, 2024)</title>
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[Federal Register Volume 89, Number 176 (Wednesday, September 11, 2024)]
[Notices]
[Pages 73640-73643]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-20554]
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DEPARTMENT OF ENERGY
Privacy Act of 1974; System of Records
AGENCY: U.S. Department of Energy.
ACTION: Notice of a modified system of records.
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SUMMARY: As required by the Privacy Act of 1974 and the Office of
Management and Budget (OMB) Circulars A-108 and A-130, the Department
of Energy (DOE or the Department) is publishing notice of a
modification to an existing Privacy Act system of records. DOE proposes
to amend System of Records DOE-18 Financial Accounting System. This
System of Records Notice (SORN) is being modified to align with new
formatting requirements, published by OMB, and to ensure appropriate
Privacy Act coverage of business processes and Privacy Act information.
While there are no substantive changes to the ``Categories of
Individuals'' or ``Categories of Records'' sections covered by this
SORN, substantive changes have been made to the ``System Locations,''
``Routine Uses,'' and ``Administrative, Technical and Physical
Safeguards'' sections to provide greater transparency. Changes to
``Routine Uses'' include new provisions related to responding to
breaches of information held under a Privacy Act SORN as required by
OMB's Memorandum M-17-12, ``Preparing for and Responding to a Breach of
Personally Identifiable Information'' (January 3, 2017). Language
throughout the SORN has been updated to align with applicable Federal
privacy laws, policies, procedures, and best practices.
DATES: This modified SORN will become applicable following the end of
the public comment period on September 11, 2024 unless comments are
received that result in a contrary determination.
ADDRESSES: Written comments should be sent to the DOE Desk Officer,
Office of Information and Regulatory Affairs, Office of Management and
Budget, New Executive Office Building, Room 10102, 735 17th Street NW,
Washington, DC 20503, and to Ken Hunt, Chief Privacy Officer, U.S.
Department of Energy, 1000 Independence Avenue SW, Rm. 8H-085,
Washington, DC 20585, by facsimile at (202) 586-8151, or by email at
<a href="/cdn-cgi/l/email-protection#c9b9bba0bfa8aab089a1b8e7ada6ace7aea6bf"><span class="__cf_email__" data-cfemail="49393b203f282a30092138672d262c672e263f">[email protected]</span></a>.
FOR FURTHER INFORMATION CONTACT: Ken Hunt, Chief Privacy Officer, U.S.
Department of Energy, 1000 Independence Avenue SW, Rm 8H-085,
Washington, DC 20585, by facsimile at (202) 586-8151, by email at
<a href="/cdn-cgi/l/email-protection#e797958e9186849ea78f96c9838882c9808891"><span class="__cf_email__" data-cfemail="b8c8cad1ced9dbc1f8d0c996dcd7dd96dfd7ce">[email protected]</span></a>, or by telephone at (240) 686-9485.
SUPPLEMENTARY INFORMATION: On January 9, 2009, DOE published a
Compilation of its Privacy Act systems of records, which included
System of Records DOE-18 Financial Accounting System. This notice
proposes amendments to the system locations section of that system of
records by removing the following system locations where DOE-18 is no
longer applicable: Golden Field Office, National Nuclear Security
Administration (NNSA) Service Center Albuquerque, Atlanta Regional
Support Office, Office of Energy Efficiency and Renewable Energy, Idaho
Operations Office, National Energy Technology Laboratory (Pittsburg),
Naval Petroleum and Oil Shale Reserves, Naval Petroleum and Oil
Reserves, Naval Petroleum Reserves in California, NNSA Nevada Site
Office, Office of Scientific and Technical Information, Philadelphia
Regional Support Office, and Seattle Regional Support Office. In the
``Routine Uses'' section, this modified notice deletes a previous
routine use concerning efforts responding to a suspected or confirmed
loss of confidentiality of information as it appears in DOE's
compilation of its Privacy Act systems of records (January 9, 2009) and
replaces it with one to assist DOE with responding to a suspected or
confirmed breach of its records of Personally Identifiable Information
(PII), modeled with language from OMB's Memorandum M-17-12, ``Preparing
for and Responding to a Breach of Personally Identifiable Information''
(January 3, 2017). Further, this notice adds one new routine use to
ensure that DOE may assist another agency or entity in responding to
the other agency's or entity's confirmed or suspected breach of PII, as
appropriate, as aligned with OMB's Memorandum M-17-12. The ``Categories
of Records in the System'' now includes the following: ``office
location, business phone, business cell phone, and business email
address.'' An administrative change required by the FOIA Improvement
Act of 2016 extends the length of time a requestor is permitted to file
an appeal under the Privacy Act from 30 to 90 days. Both the ``System
Locations'' and ``Administrative, Technical and Physical Safeguards''
sections have been modified to reflect the Department's usage of cloud-
based services for records storage. Language throughout the SORN has
been updated to align with applicable Federal privacy laws, policies,
procedures, and best practices.
SYSTEM NAME AND NUMBER:
DOE-18 Financial Accounting System.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Systems leveraging this SORN may exist in multiple locations. All
systems storing records in a cloud-based server are required to use
government-approved cloud services and follow National Institute of
Standards and
[[Page 73641]]
Technology (NIST) security and privacy standards for access and data
retention. Records maintained in a government-approved cloud server are
accessed through secure data centers in the continental United States.
U.S. Department of Energy, Headquarters, 1000 Independence Avenue
SW, Washington, DC 20585.
U.S. Department of Energy, Headquarters, 19901 Germantown Road,
Germantown, MD 20874.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Carlsbad Field Office, P.O. Box 3090,
Carlsbad, NM 88221.
U.S. Department of Energy, Environmental Management Consolidated
Business Center (EMCBC), 550 Main Street, Rm 7-010, Cincinnati, OH
45202.
U.S. Department of Energy, Office of Science, Chicago Office,
Consolidated Service Center, 9800 South Cass Avenue, Lemont, IL 60439.
U.S. Department of Energy, Office of Science, Consolidated Service
Center, P.O. Box 2001, Oak Ridge, TN 37831.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Pittsburgh Naval Reactors, P.O. Box 109, West Mifflin, PA 15122-0109.
U.S. Department of Energy, NNSA Naval Reactors Field Office,
Schenectady Naval Reactors, P.O. Box 1069, Schenectady, NY 12301.
U.S. Department of Energy, Hanford Field Office, P.O. Box 550,
Richland, WA 99352.
U.S. Department of Energy, Savannah River Operations Office, P.O.
Box A, Aiken, SC 29801.
U.S. Department of Energy, Southeastern Power Administration, 1166
Athens Tech Road, Elberton, GA 30635-6711.
U.S. Department of Energy, Southwestern Power Administration, One
West Third Street, Suite 1500, Tulsa, OK 74103.
U.S. Department of Energy, Strategic Petroleum Reserve Project
Management Office, 900 Commerce Road East, New Orleans, LA 70123.
U.S. Department of Energy, Western Area Power Administration, P.O.
Box 281213, Lakewood, CO 80228-8213.
SYSTEM MANAGER(S):
Headquarters: Director, Office of the Chief Financial Officer, U.S.
Department of Energy, 1000 Independence Avenue SW, Washington, DC
20585.
Field Offices: The field Chief Financial Officers at the ``System
Locations'' listed above are the system managers for their respective
portions of this system.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; the Government
Accountability Office Policy and Procedures Manual; Statement of
Federal Financial Accounting Standards published by the Government
Accountability Office and the Office of Management and Budget; Debt
Collection Improvement Act of 1996, 31 U.S.C. 3512; 5 U.S.C. 5701-5709;
Federal Property Management Regulations 101-107; Treasury Financial
Manual; Executive Order 12009, ``Providing for the Effectuation of the
Department of Energy Organization Act''; and Executive Order 9397,
``Numbering System for Federal Accounts Relating to Individual
Persons.''
PURPOSE(S) OF THE SYSTEM:
Records in this system are maintained and used by DOE to
substantiate obligations and payments to individuals for goods and
services received by the agency and to record and manage the
Department's accounts receivables.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees, former employees, current and former contractor
employees, vendors and others who are either due money from or owe
money to DOE, including the National Nuclear Security Administration
(NNSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, Social Security numbers, telephone numbers, office
locations, business phone numbers, business cellphones, and business
email addresses, dates of birth, employment dates, gender, taxpayer
identification numbers, amounts owed, and services or goods received,
amounts due, underpayments, overpayments, or other accounting
information, invoice numbers, servicing bank name and address, bank
account numbers, amounts and status of claims; history of claims,
including any collection actions taken.
RECORD SOURCE CATEGORIES:
Subject individual, contracting officer, and accounting records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. A record from this system may be disclosed as a routine use to
the appropriate local, Tribal, State, or Federal agency when records,
alone or in conjunction with other information, indicate a violation or
potential violation of law whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
pursuant thereto.
2. A record from this system may be disclosed as a routine use to a
Federal agency to facilitate the requesting agency's decision
concerning the hiring or retention of an employee, the issuance,
revocation, or denial of a security clearance or other classified
access, the reporting of an investigation of an employee, the letting
of a contract, or the issuance of a license, grant, or other benefit,
to the extent that the information is relevant and necessary to the
requesting agency's decision on the matter. The Department must deem
such disclosure to be compatible with the purpose for which the
Department collected the information.
3. A record from this system may be disclosed as a routine use for
the purpose of an investigation, settlement of claims, or the
preparation and conduct of litigation to (1) persons representing the
Department in the investigation, settlement or litigation, and to
individuals assisting in such representation; (2) others involved in
the investigation, settlement, and litigation, and their
representatives and individuals assisting those representatives; (3)
witnesses, potential witnesses, or their representatives and
assistants; and (4) any other persons who possess information
pertaining to the matter when it is necessary to obtain information or
testimony relevant to the matter.
4. A record from this system may be disclosed as a routine use to
other Federal agencies, consumer reporting agencies for acquiring
credit information, and collection agencies to aid in the collection of
outstanding debts owed to the Federal Government.
5. A record from this system may be disclosed as a routine use to
Defense Manpower Data Center, Department of Defense, the United States
Postal Service, and other Federal, State, or local agencies to identify
and locate, through computer matching, individuals indebted to DOE who
are receiving Federal salaries or benefit payments. Information from
the match will be used to collect the debts by voluntary repayment, by
administrative offset, or by salary offset procedures.
6. A record from this system may be disclosed as a routine use to
the Internal Revenue Service (1) to collect the debt by offset against
the debtor's tax refunds under the Federal Tax Refund Offset Program,
and (2) to obtain the mailing address of a taxpayer to collect a debt
owed to the DOE. Subsequent disclosure by DOE to a consumer reporting
agency is limited to the purpose of obtaining a commercial credit
report on the
[[Page 73642]]
particular taxpayer. The mailing address information will not be used
for any other DOE purpose or disclosed by DOE to another Federal,
State, or local agency which seeks to locate the same individual for
its own debt collection purpose.
7. A record from this system may be disclosed as a routine use to
the Department of Treasury for the purpose of administrative offset and
debt recovery under section 31001 (m)(1) of the Debt Collection
Improvement Act of 1996 (Pub. L. 104-134).
8. A record of this system may be disclosed as a routine use to the
Department of Treasury for the purpose of paying creditors for services
or goods provided to the Department.
9. A record from this system may be disclosed as a routine use to a
``consumer reporting agency'' as defined by the Fair Credit Reporting
Act, 15 U.S.C. 1681a(f), or the Federal Claims Collections Act of 1966,
31 U.S.C. 3701(a)(3), in accordance with 31 U.S.C. 3711(f).
10. A record from this system may be disclosed as a routine use to
DOE contractors in performance of their contracts, and their officers
and employees who have a need for the record in the performance of
their duties. Those provided information under this routine use are
subject to the same limitations applicable to Department officers and
employees under the Privacy Act.
11. A record from this system may be disclosed as a routine use to
a member of Congress submitting a request involving a constituent when
the constituent has requested assistance from the member concerning the
subject matter of the record. The member of Congress must provide a
copy of the constituent's signed request for assistance.
12. A record from this system may be disclosed as a routine use to
appropriate agencies, entities, and persons when (1) the Department
suspects or has confirmed that there has been a breach of the system of
records; (2) the Department has determined that as a result of the
suspected or confirmed breach there is a risk of harm to individuals,
DOE (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 Department's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
13. A record from this system may be disclosed as a routine use to
another Federal agency or Federal entity, when the Department
determines 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 may be stored as paper records, electronic media, or
magnetic tapes.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name, taxpayer identification number,
voucher, invoice, or payment reports.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Retention and disposition of these records is in accordance with
the National Archives and Records Administration-approved records
disposition schedule with a retention of 6 years.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Electronic records may be secured and maintained on a cloud-based
software server and operating system that resides in Federal Risk and
Authorization Management Program (FedRAMP) and Federal Information
Security Modernization Act (FISMA) hosting environment. Data located in
the cloud-based server is firewalled and encrypted at rest and in
transit. The security mechanisms for handling data at rest and in
transit are in accordance with DOE encryption standards. Records are
protected from unauthorized access through the following appropriate
safeguards:
<bullet> Administrative: Access to all records is limited to lawful
government purposes only, with access to electronic records based on
role and either two-factor authentication or password protection. The
system requires passwords to be complex and to be changed frequently.
Users accessing system records undergo frequent training in Privacy Act
and information security requirements. Security and privacy controls
are reviewed on an ongoing basis.
<bullet> Technical: Computerized records systems are safeguarded on
Departmental networks configured for role-based access based on job
responsibilities and organizational affiliation. Privacy and security
controls are in place for this system and are updated in accordance
with applicable requirements as determined by NIST and DOE directives
and guidance.
<bullet> Physical: Computer servers on which electronic records are
stored are located in secured Department facilities, which are
protected by security guards, identification badges, and cameras. Paper
copies of all records are locked in file cabinets, file rooms, or
offices and are under the control of authorized personnel. Access to
these facilities is granted only to authorized personnel and each
person granted access to the system must be an individual authorized to
use or administer the system.
RECORD ACCESS PROCEDURES:
The Department follows the procedures outlined in title 10 CFR
1008.4. Valid identification of the individual making the request is
required before information will be processed, given, access granted,
or a correction considered, to ensure that information is processed,
given, corrected, or records disclosed or corrected only at the request
of the proper person.
CONTESTING RECORD PROCEDURES:
Any individual may submit a request to the System Manager and
request a copy of any records relating to them. In accordance with 10
CFR 1008.11, any individual may appeal the denial of a request made by
him or her for information about or for access to or correction or
amendment of records. An appeal shall be filed within 90 calendar days
after receipt of the denial. When an appeal is filed by mail, the
postmark is conclusive as to timeliness. The appeal shall be in writing
and must be signed by the individual. The words ``PRIVACY ACT APPEAL''
should appear in capital letters on the envelope and the letter.
Appeals relating to DOE records shall be directed to the Director,
Office of Hearings and Appeals (OHA), 1000 Independence Avenue SW,
Washington, DC 20585.
NOTIFICATION PROCEDURES:
In accordance with the DOE regulation implementing the Privacy Act,
10 CFR part 1008, a request by an individual to determine if a system
of records contains information about themselves should be directed to
the U.S. Department of Energy, Headquarters, Privacy Act Officer. The
request should include the requester's
[[Page 73643]]
complete name and the time period for which records are sought.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
This SORN was last published in the Federal Register, 74 FR 1020-
1022, on January 9, 2009.
Signing Authority
This document of the Department of Energy was signed on September
5, 2024, by Ann Dunkin, Senior Agency Official for Privacy, pursuant to
delegated authority from the Secretary of Energy. That document with
the original signature and date is maintained by DOE. For
administrative purposes only, and in compliance with requirements of
the Office of the Federal Register, the undersigned DOE Federal
Register Liaison Officer has been authorized to sign and submit the
document in electronic format for publication, as an official document
of the Department of Energy. This administrative process in no way
alters the legal effect of this document upon publication in the
Federal Register.
Signed in Washington, DC, on September 6, 2024.
Jennifer Hartzell,
Alternate Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2024-20554 Filed 9-10-24; 8:45 am]
BILLING CODE 6450-01-P
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