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[Federal Register Volume 89, Number 231 (Monday, December 2, 2024)]
[Notices]
[Pages 95196-95199]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-28153]

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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

[[Page 95197]]

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-26 Official Travel Records. 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 January 2, 2025 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 [email protected].

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 
[email protected], or by telephone (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-26 Official Travel Records. This notice proposes 
amendments to the system locations section of that system of records by 
removing the following system locations where DOE-26 is no longer 
applicable: Office of Science, Chicago and Oak Ridge Offices, Alaska 
Power Administration, National Energy Technology Laboratory (Pittsburgh 
Office), Naval Petroleum and Oil Shale Reserves in Colorado, Utah, and 
Wyoming, Naval Petroleum Reserves in California, and the National 
Nuclear Security Administration (NNSA) Nevada Site Office. This notice 
updates addresses for the following sites: NNSA John A. Gordon 
Albuquerque Complex, Office of River Protection, and the Southwestern 
Power Administration. 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. To ``Categories of Individuals Covered by the 
System,'' this notice now includes individuals who travel or relocate 
``as part of their official duties.'' To the ``Categories of Records in 
the System,'' this notice now includes age, passport information, known 
traveler number or other official identifying number, travel sponsor, 
or host information.'' ``Record Source Categories'' now includes 
``travel and financial systems'' and ``human resource systems.'' This 
notice now includes a routine use that allows the Department to 
disclose information ``to protect national security and the security of 
activities, information, installations, property, or individuals.'' 
This new routine use is listed as number seven. ``Policies and 
Practices for Retrieval of Records'' now include the possibility that 
records may be retrieved using a ``unique identifier, such as employee 
ID.'' 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-26 Official Travel Records.

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, Headquarters, 1000 Independence Avenue 
SW, Washington, DC 20585.
    U.S. Department of Energy, Bonneville Power Administration, P.O. 
Box 3621, Portland, OR 97208.
    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, Idaho Operations Office, 1955 Fremont 
Avenue, Idaho Falls, ID 83415.
    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, John A. Gordon Albuquerque Complex, 
24600 20th Street SE, Albuquerque, NM 87116.
    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: Chief Financial Officer, U.S. Department of Energy, 
1000 Independence Avenue SW, Washington, DC 20585.
    Field Offices: The field Chief Financial Officers of 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.; 5 U.S.C. 301; 5 
U.S.C. chapter 57; Policy and Procedures Manual for Guidance of Federal 
Agencies, titles 3 and 4; Federal Travel Regulation; Federal Property 
Management Regulations 101-41; Department of Energy Order 550.1, 
current version.

[[Page 95198]]

PURPOSE(S) OF THE SYSTEM:
    Records in this system are maintained and used by DOE to document 
official domestic and foreign travel and relocation expenditures and to 
support reimbursement of allowable expenses.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who travel or relocate as part of their official duties 
or at the expense of DOE, including NNSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, weight, age, address, telephone number, passport information, 
known traveler number or other official identifying number, travel 
sponsor, host information, authorization number, travel itinerary, 
mode, and purpose of travel, advance amount, expenses claimed, amounts 
reimbursed, charge card account numbers, residential sales records, and 
receipts.

RECORD SOURCE CATEGORIES:
    Individual travelers, supervisors, government travel offices, 
travel and financial systems, human resource systems, and finance 
office standard references.

ROUTINE USES OF RECORDS 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 U.S. Treasury for payment of a claim.
    2. A record from this system may be disclosed as a routine use to 
the U.S. General Accounting Office for audit and verification of 
accuracy and legality of disbursements.
    3. A record from this system may be disclosed as a routine use to 
the Internal Revenue Service for notification regarding taxable 
reimbursements.
    4. A record from this system may be disclosed as a routine use to 
the General Services Administration for audit of transportation 
services.
    5. 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.
    6. 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.
    7. A record from this system may be disclosed as a routine use to 
the appropriate local, tribal, state, or Federal agency to protect 
national security and the security of activities, information, 
installations, property, or individuals.
    8. 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.
    9. 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.
    10. 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 or other unique identifier, such as 
employee ID, or travel authorization number.

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:
     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.
     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.
     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

[[Page 95199]]

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 of denials relating to records maintained in government-wide 
System of Records reported by Office of Personnel Management (OPM), 
shall be filed, as appropriate, with the Assistant Director for Agency 
Compliance and Evaluation, OPM, 1900 E Street NW, Washington, DC 20415. 
All other appeals relating to DOE records shall be directed to the 
Director, Office of Hearings and Appeals (OHA), 1000 Independence Ave. 
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 1026-
1028, on January 9, 2009.

Signing Authority

    This document of the Department of Energy was signed on Nover, 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 26, 2024.
Treena V. Garrett,
Federal Register Liaison Officer, U.S. Department of Energy.
[FR Doc. 2024-28153 Filed 11-29-24; 8:45 am]
BILLING CODE 6450-01-P
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