Notice2024-27345
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
November 22, 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-27 Foreign Travel Management System (FTMS). 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.
Full Text
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<title>Federal Register, Volume 89 Issue 226 (Friday, November 22, 2024)</title>
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[Federal Register Volume 89, Number 226 (Friday, November 22, 2024)]
[Notices]
[Pages 92670-92672]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-27345]
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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-27 Foreign Travel Management System
(FTMS). 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.
DATES: This modified SORN will become applicable following the end of
the public comment period on December 23, 2024 unless comments are
received that result in a contrary determination.
ADDRESSES: Written comments should be sent 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#4b3b39223d2a28320b233a652f242e652c243d"><span class="__cf_email__" data-cfemail="f484869d8295978db49c85da909b91da939b82">[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#aadad8c3dccbc9d3eac2db84cec5cf84cdc5dc"><span class="__cf_email__" data-cfemail="bececcd7c8dfddc7fed6cf90dad1db90d9d1c8">[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-27 Foreign Travel Management System (FTMS). This
notice proposes amendments to the system locations section of that
system of records by removing the following system location where DOE-
27 is no longer applicable: Environmental
[[Page 92671]]
Management Consolidated Business Center. 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 ``System Manager'' has been
changed from ``Office of Security Operations'' to the ``Office of the
Chief Financial Officer.'' 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-27 Foreign Travel Management System (FTMS).
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 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, Director, Office of the Chief Financial
Officer, 1000 Independence Avenue SW, Washington, DC 20585.
U.S. Department of Energy, Germantown, 19901 Germantown Road,
Germantown, MD 20874-1290.
U.S. Department of Energy, Bonneville Power Administration, P.O.
Box 3621, Portland, OR 97208.
U.S. Department of Energy, Idaho Operations Office, 1955 Fremont
Avenue, Idaho Falls, ID 83415.
SYSTEM MANAGER(S):
U.S. Department of Energy, Director, Office of the Chief Financial
Officer, 1000 Independence Avenue SW, Washington, DC 20585.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 7101 et seq.; 50 U.S.C. 2401 et seq.; 5 U.S.C. Chapter 3,
Section 301; 5 U.S.C. Chapter 57; Federal Travel Regulation; Department
of Energy Order 550.1, current version.
PURPOSE(S) OF THE SYSTEM:
Records in this system are maintained and used by DOE to document
all official foreign travel by DOE employees and contractor employees,
and any approvals.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
DOE employees, including National Nuclear Security Administration
(NNSA) and contractor employees, authorized to travel to foreign
countries on official government business.
CATEGORIES OF RECORDS IN THE SYSTEM:
Traveler's name and the last four digits of their Social Security
number, background data relating to proposed foreign travel;
authorization number, travel itinerary; official or personal passport
information, visa information, and summary report following completion
of travel.
RECORD SOURCE CATEGORIES:
Individual travelers, supervisors, and travel offices.
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 General Services Administration for verification of transportation
services.
2. 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.
3. A record from this system may be disclosed as a routine use to
the Department of State or border control or immigration services for
purpose of obtaining foreign country clearance for the traveler.
4. 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.
5. 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.
6. 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.
7. 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 or electronic media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name, Social Security number, or travel
authorization number.
[[Page 92672]]
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 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 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 1028-
1029, on January 9, 2009.
Signing Authority
This document of the Department of Energy was signed on November
18, 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 November 18, 2024.
Treena V. Garrett,
Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2024-27345 Filed 11-21-24; 8:45 am]
BILLING CODE 6450-01-P
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</html>Indexed from Federal Register on November 22, 2024.
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