DATA ACCESS AND INTERVIEW PROCEDURES

 ABRWH-PROC-010 

Advisory Board on Radiation and Worker Health Procedure 010 

June 2009
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 2 of 14 

TABLE OF CONTENTS 

1.0 Purpose.................................................................................................................................3 

2.0 Scope....................................................................................................................................3 

3.0 References............................................................................................................................3 

4.0 Responsibilities....................................................................................................................4 

5.0 Procedures............................................................................................................................5 

5.1 Requesting Information ...........................................................................................5 

5.1.1 Assignment of Advisory Board POC...........................................................6 

5.1.2 General Notification Duty of Advisory Board POC....................................6 

5.1.3 Initial Contact...............................................................................................6 

5.1.4 Submittal of Formal Request .......................................................................7 

5.2 Facility Access for the Advisory Board Members and the TSC..............................7 

5.2.1 Establishing Date .........................................................................................7 

5.2.2 Participating Individuals ..............................................................................7 

5.2.3 Facility Badging and Training .....................................................................8 

5.3 Data Review.............................................................................................................8 

5.3.1 Facility Classification Overview and Introduction......................................8 

5.3.2 Retrieval of Information ..............................................................................8 

5.3.3 Communication of the Information .............................................................8 

5.3.4 Documentation of the Review .....................................................................8 

5.3.5 Documentation for Capture and Coding......................................................9 

5.3.6 Classification Review of Identified Information .........................................9 

5.4 Data Capture ............................................................................................................9 

5.4.1 Advisory Board Facility POC Conducts Scanning......................................9 

5.4.2 DOE Conducts Scanning .............................................................................9 

5.4.3 NIOSH or its Contractors Conduct Scanning ............................................10 

5.5 Interviews...............................................................................................................10

5.5.1 Interviews with Workers............................................................................10 

5.5.2 Interview Process and Documentation.......................................................10 

5.6 Review of Documents Received During Interviews..............................................12 

5.6.1 Submittal of Unmarked Documents for Classification Review.................12 

5.6.2 Copying Unmarked Documents.................................................................12 

5.6.3 Review of Unmarked Documents..............................................................13 

Appendix A: OCAS-FORM-004 – Document Review Request Form.........................................14 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 3 of 14 

 

1.0 PURPOSE

The purpose of this procedure is to outline the steps required to coordinate and submit data 

requests to the Department of Energy (DOE) in support of the Advisory Board on Radiation and 

Worker Health’s (Advisory Board’s) statutory role to independently review the scientific validity 

and quality of Dose Reconstruction (42 CFR Part 82), and to provide advice on Special Exposure 

Cohort (SEC) Petitions (42 CFR Part 83) under the Energy Employees Occupational Illness 

Compensation Program Act (EEOICPA) of 2000. These procedures reference and provide for 

conformance with requirements specified in the DOE Security Plan (DOE 2009).a This 

procedure corresponds to and is consistent with the objectives and tenets of National Institute for 

Occupational Safety and Health (NIOSH) procedures specified in OCAS-PR-010, Data Access 

and Interview Procedures. 

In addition, to understand work practices and radiation monitoring in support of the Advisory 

Board’s reviews of dose reconstructions and SEC petitions, interviews with current and former 

workers, petitioners, and other site experts are sometimes necessary. This procedure also 

outlines the steps to conduct these interviews and ensure the review of information in a manner 

that protects sensitive information. 

 

2.0 SCOPE 

This procedure applies to all Advisory Board members and to all employees of the Advisory 

Board’s Technical Support Contractor (TSC)b

 and its subcontractors who are working on the 

EEOICPA project. 

3.0 REFERENCES 

National Institute for Occupational Safety and Health, OCAS-PR-010, Data Access and 

Interview Procedures. 

Title 42 Code of Federal Regulations Part 82 (42 CFR 82), Methods for Radiation Dose 

Reconstruction Under the Energy Employees Occupational Illness Compensation Program Act 

of 2000; Final Rule; May 2, 2002; SRDB Ref ID: 19392. 

Title 42 Code of Federal Regulations Part 83 (42 CFR 83), Procedures for Designating Classes 

of Employees as Members of the Special Exposure Cohort Under the Energy Employees 

Occupational Illness Compensation Program Act of 2000; Final Rule; May 14, 2004; SRDB Ref 

ID: 22001. 

a Explanation: This Advisory Board procedure, while addressing data capture and document review in 

conformance with the DOE Security Plan, does not repeat all of the requirements and procedures of that Plan that 

already are incumbent upon the Advisory Board and its technical support contractor. 

b

 The Technical Support Contractor is contracted by the Centers for Disease Control and Prevention and 

provides technical support exclusively to the Advisory Board. For the purposes of brevity, this CDC contractor is 

indicated in these procedures as “the Advisory Board’s contractor.” 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 4 of 14 

Title 10 Code of Federal Regulations Part 1017 (10 CFR 1017), Identification and Protection of 

Unclassified Controlled Nuclear Information. 

U.S. Department of Energy, Security Plan for the Energy Employees Occupational Illness 

Compensation Program, U.S. Department of Energy, Office of Health, Safety, and Security, 

January 23, 2009. 

4.0 RESPONSIBILITIES 

Advisory Board Facility Point of Contact (POC): The Advisory Board Facility POC is a TSC 

employee or consultant responsible for the overall implementation of this procedure for a 

specific DOE or Atomic Weapons Employer (AWE) facility. The Advisory Board Facility POC 

will identify personnel requiring access authorization and comply with DOE instructions for 

processing requests for access authorization. The Advisory Board Facility POC will coordinate 

first-time visits to active DOE facilities for the purpose of explaining the reason for the facility 

visit, describing the activities that will occur, and requesting assistance in meeting DOE security 

and classification/control review obligations. The Advisory Board Facility POC receives, 

coordinates, and submits all data requests to DOE, and ensures that the information captured is 

properly protected and provided to NIOSH for uploading to the Site Research Database (SRBD). 

The POC is also responsible for coordinating interviews conducted by the Advisory Board or its 

TSC with current or former workers employed at the facility, petitioners, and other site experts. 

The POC is responsible for notifying NIOSH, the Designated Federal Official (DFO), and 

interested members of the Board of facility visits, and coordinating facility data capture requests, 

so as to avoid unnecessary duplication with previous or ongoing NIOSH data capture. The POC 

is responsible for coordinating data requests, including conducting interviews of facility experts. 

The POC is also responsible for evaluating data requests against previously collected data by 

NIOSH or its contractors to avoid duplicate requests, as well as ascertaining any collected 

documents not yet made available to NIOSH.c

 The POC is responsible for submittal of notes, 

drafts, and proposed final documents associated with EEOICPA-covered facilities to DOE for 

review for classified and controlled unclassified information, in accordance with the DOE 

Security Plan (DOE 2009). 

DOE Facility POC: The DOE Facility POC is responsible for coordinating with the Advisory 

Board Facility POC to provide the necessary approvals to enter DOE facilities to review records, 

gather information, conduct interviews, and perform other EEOICPA-related activities. The 

DOE Facility POC shall also provide access to DOE documents, records, information systems, 

and personnel with information required to meet the provisions of EEOICPA in accordance with 

applicable laws, regulations, and directives. The DOE Facility POC develops and administers a 

process to ensure that DOE documents undergo thorough and timely classification/control 

reviews prior to release. The DOE Facility POC provides timely classification/control reviews 

of notes, drafts, and reports generated to fulfill EEOICPA requirements pertaining to reviews 

conducted at the facility level. The DOE Facility POC determines any training requirements, 

communicates these to the Advisory Board, and arranges for required training. 

 c Explanation: Either entered on the SRDB, awaiting inclusion to the SRDB, or being held as sensitive 

information or documents pending DOE clearance. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 5 of 14 

DOE Headquarters POC: The DOE Headquarters (HQ) POC is responsible for coordinating 

and providing funding to the DOE Facility POC to support Advisory Board and/or Advisory 

Board TSC requests for information. They will facilitate necessary approvals for the Advisory 

Board Facility POC and/or its TSC to enter DOE facilities to review records, gather information, 

conduct interviews, and perform other EEOICPA-related activities. This includes establishing 

Advisory Board and their TSC “need to know,” requesting appropriate Sigma clearances, and 

coordinating and transmitting appropriate clearance information to enable appropriately cleared 

Advisory Board members and their TSC access to sensitive information. For documents 

submitted to headquarters for review, DOE HQ administers a process to ensure that DOE 

documents undergo thorough and timely classification/control reviews prior to their release. The 

DOE HQ POC assists the Advisory Board members and the Advisory Board Facility POC in 

locating facilities where classified/controlled unclassified information can be stored, processed, 

transmitted, or discussed in a secure manner. The DOE HQ POC designates security advisor(s) 

to assist the Advisory Board and its TSC in resolving security issues. 

NIOSH Facility POC:

d

 The NIOSH Facility POC is responsible for coordination with the 

Advisory Board Facility POC and DOE Facility POC regarding resources needed for initial 

facility information requests and ensuring same, as necessary, with the DOE HQ POC. The 

NIOSH Facility POC also informs the Advisory Board Facility POC of the state of completeness 

of the Site Research Data Base (SRDB) for the facility in question (including interviews 

conducted), identifying all pending or outstanding requests for documents and interviews to 

minimize duplicative requests for information. 

Designated Federal Official (DFO): The DFO is responsible for the federal government’s 

support of and direction to the Advisory Board and its TSC. The DFO will serve as DOE’s 

principal agency contact to address any and all matters that arise in the implementation of this 

procedure and Board Procedure 011 that require the involvement of an agency official. The 

DFO will provide the DOE HQ with an annual listing of the names, contract numbers, and 

contract expiration dates for all POCs, with more frequent updates as necessary. The DFO will 

be informed by the Advisory Board Facilty POC of all requests for information, documents, 

interviews, and related arrangements, and the DFO implicitly supports such requests on behalf of 

the agency, except when such requests require further consideration, as indicated by the project 

manager of the TSC or by a DOE official. 

5.0 PROCEDURESe

5.1 Requesting Information 

During the review of NIOSH dose reconstructions, dose reconstruction procedures, or 

SEC petitions, it is generally necessary to address scientific issues related to the 

estimation of worker radiation dose. In these instances, it frequently is necessary for the 

Advisory Board or its TSC to request the additional information from DOE. 

 d Explanation: These provisions are intended to mirror those in OCAS-PR-010 and OCAS-PR-011. e Explanation: The process outlined in the following procedures reflects actual past practice in facility 

data capture and interviews. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 6 of 14 

Before a request is submitted, the respective facility POCs are responsible for checking 

the Site Research Database and consulting with the NIOSH Facility POC to ensure the

information has not already been obtained from the facility or through other DOE 

sources, such as the Office of Science, Technology, and Information (OSTI). Once the 

applicable POC has determined that this information is not in any NIOSH records 

holdings, a formal request can be made.f

5.1.1 Assignment of Advisory Board POC 

The TSC shall assign one POC for each facility from which the TSC and/or the 

Advisory Board will be requesting DOE information, documents, or interviews. 

The TSC shall notify the DFO of the identity and related information required by 

DOE for each POC assigned. This notification shall occur annually and whenever 

a change is made in the designation of a POC. The DFO will be responsible for 

conveying this information to the DOE, the Advisory Board, and OCAS. 

 

5.1.2 General Notification Duty of Advisory Board POC 

The Advisory Board Facility POC shall notify the DFO and interested Board 

Members of all initial requests for facility visits, documents, and interviews. 

Notification is not required for ongoing interactions between the Advisory Board 

POC and DOE Facility or HQ POCs regarding requests for which notification has 

already been provided. 

5.1.3 Initial Contact 

The Advisory Board Facility POC shall notify the corresponding DOE Facility 

POC and DOE HQ POC in writing of their intent to conduct data retrieval and 

interviews. The Advisory Board Facility POC will contact the DOE HQ POC to 

open a dialog (that will include the DOE Facility POC) as to the nature of the 

information needed, the types of individuals to be interviewed, and whether the 

request is to be coupled with a request from NIOSH. The purpose of this initial 

contact is to provide advance notice to the DOE HQ, so that they can provide 

some basic support for the facility, especially for large requests where additional 

funds may be needed by the facility. As part of this process, information is 

obtained from the facility regarding available records databases and systems. 

This information is necessary for the DOE facility to conduct searches of records 

databases and systems. Previously conducted records searches and interviews 

conducted by NIOSH are made available for review by the Advisory Board and 

its TSC. Requests for additional information will be coordinated with the NIOSH 

Facility POC to identify documentation collected to date (“baseline” information) 

by NIOSH at the facility in question. The Advisory Board Facility POC, in turn, 

 f Explanation: If there delays are experienced in receiving a response from the respective POC, in this 

regard, the Advisory Board TSC will contact the DFO to facilitate a response. All reasonable efforts need to be 

made to coordinate Advisory Board information requests, but lack of timely response should not impede the 

Advisory Board’s onsite review activities. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 7 of 14 

 

determines what facility information it possesses for which NIOSH does not have 

access, and makes that information available to NIOSH.g 

5.1.4 Submittal of Formal Request 

The Advisory Board Facility POC prepares and submits a formal request (letter) 

to the DOE Facility and HQ POCs for information. This letter should describe 

the information needed and for what purpose the information is being requested 

(i.e. Facility Profile development, review, or SEC petition evaluation). Prior to 

visiting the facility, a data capture plan will be submitted to the facility outlining 

the records to be reviewed, requested interviews, requested facility tours, and 

other EEOICPA-related activities. Where large requests necessitate extensive 

coordination between the Advisory Board Facility POC and the DOE Facility or 

HQ POC, it is often beneficial for the Advisory Board Facility POC to review the 

information before data capture, to ensure the information is useful and pertinent 

to the review. In most instances, this review requires a facility visit, typically by a 

Q-cleared individual, particularly for National Nuclear Security Administration 

(NNSA) facilities. 

In the case of inactive facilities, the Advisory Board Facility POC must consider 

sources of legacy records and/or information transferred from the facility of 

interest to other DOE locations. 

5.2 Facility Access for the Advisory Board Members and the TSC

This section describes the typical steps and responsibilities to enable the Advisory Board 

and its TSC access to the facility. 

 

5.2.1 Establishing Date 

The Advisory Board Facility POC will coordinate with the DOE Facility and HQ 

POCs to arrange for an agreed upon date that Advisory Board members and/or its 

TSC can visit the facility to conduct the review. 

5.2.2 Participating Individuals 

The Advisory Board Facility POC will submit a list of individuals who 

will be participating in the data review to the DOE Facility and HQ POCs. 

The Advisory Board Facility POC is also responsible for coordinating 

with the DOE HQ POC for transferring special access requests to the DOE 

Facility POC. 

 

g Explanation: To enable efficient review of what facility documentation has been collected by both 

NIOSH and the Advisory Board and its TSC, both need to promptly identify existing facility holdings and pending 

collections for the facility in question (including interviewees and existing interview notes), including the existence 

of classified or otherwise sensitive holdings or pending collections. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 8 of 14 

5.2.3 Facility Badging and Training 

The DOE Facility POC will coordinate with the DOE HQ POC and with 

the facility security personnel to ensure appropriate badging to enable 

facility access. In some circumstances, Sigma clearances may need to be 

requested through the DOE HQ POC. In addition, the DOE Facility POC 

is responsible for determining if additional training is required to facilitate 

and complete access, including any training required for facility tours. 

5.3 Data Review 

This section describes the conduct of the review, including the identification of records to 

be captured. 

5.3.1 Facility Classification Overview and Introduction 

The Advisory Board Facility POC will meet with the NNSA/DOE/DOE 

Contractor Facility Classification Officer for a brief overview of facility 

sensitivities, to ensure and facilitate conformance with the DOE Security 

Plan (DOE 2009). This introduction will serve to familiarize the Advisory 

Board Facility POC with subject area and keyword indicators that may 

contain restricted data or other control information, including Official Use 

Only (OUO) data. 

 

5.3.2 Retrieval of Information 

The DOE Facility POC will coordinate with facility personnel to retrieve 

the information requested in Section 5.1.4 and provide a space/location for 

the Advisory Board and its TSC to conduct reviews. 

5.3.3 Communication of the Information 

The Advisory Board Facility POC will coordinate and communicate with 

the TSC staff and any Board Members involved in a facility data 

collection effort regarding the information to be technically reviewed, and 

will coordinate the conduct of the technical review. 

 

5.3.4 Documentation of the Review 

The TSC POC(s) will track records boxes and documents reviewed, and 

generally manage the records identification, retrieval, and capture process 

for effectiveness and efficiency. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 9 of 14 

5.3.5 Documentation for Capture and Coding 

For data that is to be requested/captured, the reviewer will fill out OCASFORM-004, “Document Review Request Form” (See Appendix A) or an 

equivalent form, describing the information, where it was found, and for 

which purpose it was originally being requested. This will permit 

consistent entry of collected documents into the SRDB. 

 

5.3.6 Classification Review of Identified Information 

Once the information to be captured has been identified, the DOE Facility 

POC will coordinate with the Facility Classification Officer to review the 

information and provide the appropriate security markings (UCNI, OUO, 

or Unclassified: Approved for Public Release) as necessary on each 

document or dataset before it is captured. Classified documents will be 

shipped to the appropriate DOE facilities and unclassified documents will 

be shipped directly to the TSC POC. 

5.4 Data Capture

For facility data capture, some coordination between the Advisory Board Facility POC 

and the DOE Facility POC is necessary, as is advance coordination with the NIOSH 

POC. There are three methods by which the reviewed data can be captured. The first 

two are that DOE provides either a hardcopy of the appropriately marked information and 

either the Advisory Board TSC scans/captures the information, or NIOSH and/or its 

contractors scan/capture the information. The third is that facility personnel scan the 

requested and security-marked information and provide an electronic copy to the 

Advisory Board POC. All documents scanned by either the Advisory Board Facility 

POC or DOE must be forwarded to the NIOSH Facility POC or the designated NIOSH 

POC for receipt of scanned documents, in accordance with procedures contained in 

OCAS-PR-010. 

5.4.1 Advisory Board Facility POC Conducts Scanning 

When the Advisory Board Facility POC conducts the scanning, the DOE Facility 

POC is responsible for providing adequate space to conduct the scanning, and for 

ensuring that all documentation is appropriately marked before the scanning is 

conducted. 

5.4.2 DOE Conducts Scanning 

When DOE agrees to conduct the scanning, the Advisory Board Facility POC and 

the DOE Facility POC will coordinate an appropriate schedule, to ensure the 

scanning is conducted in a timeframe that meets NIOSH’s needs and DOE’s 

resource limitations. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 10 of 14 

5.4.3 NIOSH or its Contractors Conduct Scanning 

When NIOSH or its contractors conduct the scanning, either (1) the DOE Facility 

POC is responsible for providing adequate space to conduct the scanning and for 

ensuring that all documentation is appropriately marked before the scanning is 

conducted, if the scanning is done onsite; or (2) the Advisory Board Facility POC 

ensures with the DOE Facility POC that all documentation is appropriately 

marked before documents are forwarded to the NIOSH Facility POC for scanning, 

if the scanning is done offsite. 

5.5 Interviews 

In support of dose reconstruction-related reviews or SEC petition evaluation reviews, 

interviews with current or former workers, petitioners, and other site experts are often 

beneficial to understanding facility operations and radiation monitoring practices. The 

only difference between the conduct of an interview with a former worker and a current 

worker is if the current worker requests that the interview be conducted during work 

hours. In this instance, the Advisory Board Facility POC must coordinate with the DOE 

Facility POC to establish a time and location for the interview to be conducted, such that 

the interviewee is not penalized for his/her participation in the interview. Regardless of 

whether the interview is with a former or current worker, the steps outlined below 

describe how the interviews are to be conducted and documented. 

 

5.5.1 Interviews with Workers 

When conducting interviews with workers at any DOE or AWE facility, caution 

must be employed to ensure sensitive or controlled information is not 

inadvertently included in the notes of the interview, if conducted outside a limited 

access area. Participants need to be notified before the interview of its purpose, 

the need to avoid disclosing sensitive information, and the nature of the questions 

that will be asked. The option of making use of a secure federal facility should be 

raised if there is a potential for sensitive information, or if requested by the 

interviewee, or if requested by the DOE facility. Interviewees should also be 

notified that interviews are voluntary and of the Heath and Human Services 

(HHS) Privacy Act requirements for publically released documents. They should 

also be notified that the interview notes will be reviewed by DOE and instructed, 

when necessary, on the planned or potential disclosure of their identity to DOE, 

HHS, and potentially other federal agencies. The interviewee should be notified 

that they typically will have an opportunity to review interview notes, and that a 

response is required from the interviewee in order to include the interview 

information in the master interview summary. 

5.5.2 Interview Process and Documentation 

The Advisory Board Facility POC works with the DOE Facility POC to identify 

current and former facility experts related to dosimetry, radiological control, 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 11 of 14 

environmental monitoring, medical, and other key facility operations. The DOE 

Facility POC provides contacts for active union organizations supporting facility 

work. The Advisory Board Facility POC will identify potential onsite facility 

experts to be included in the data capture plan. Offsite interviews are scheduled 

by the Advisory Board Facility POC and may include former facility workers, 

advocacy groups, petitioners, and others knowledgeable of the facility. 

Onsite interviews shall be scheduled in coordination with the DOE Facility POC. 

Where former workers request secure interviews, it is necessary for the Advisory 

Board Facility POC to work with the DOE Facility POC, or DOE HQ POC in the 

case of an inactive facility, to reactivate worker clearances as necessary. This 

should be done prior to a facility visit. 

Where possible, the interviewees should be provided, in advance, the questions 

and/or relevant documents (i.e., Technical Basis Documents, Technical 

Information Bulletins, SEC Evaluation Reports) for the facility being reviewed. 

Upon completion of the interview, a copy of notes taken will be submitted for 

DOE classification review. This submission will be handled in accordance with 

the DOE Security Plan (DOE 2009). For interviews conducted in non-secure 

locations, the notes will be submitted to the DOE Facility POC to coordinate the 

classification review of the interview. For DOE sites that are no longer 

operational, NIOSH will coordinate such reviews with the EEOICPA POC at 

DOE Headquarters. The Advisory Board Facility POC will maintain 

documentation of the submittal date, subject matter, and will be responsible for 

tracking requests for DOE review. 

If the interview is conducted on the DOE site of interest or at a secure federal 

facility, the raw interview notes (non-typed) shall be placed in an envelope and 

delivered to the DOE Site Classification Officer for review. The interview notes 

shall not be removed from the facility, typed into an electronic system, or 

disseminated by any other means until the classification review has been 

completed, and the document has been marked appropriately. Any changes to the 

interview transcripts after a classification review has been completed will require 

another classification review. 

Once the interview notes are reviewed, marked unclassified, and obtained from 

the DOE Classification Officer, individual summaries of the interview notes will 

be prepared and typically submitted to each interviewee for review. The material 

provided in these summary reports is not a verbatim presentation of the material 

contained in the interview notes. All information contained in the interview 

summaries are consolidations of statements, opinions, observations, etc., as 

communicated to SC&A by the interviewees. Comments received from the 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 12 of 14 

interviewees are integrated into the individual interview summaries and are 

resubmitted to DOE for classification review.h 

In addition to the individuals’ interview summaries, a master interview summary 

is prepared to consolidate information from all facility expert interviews. The 

information is categorized into topical areas related to operations at the facility. 

The individual and master interview summaries are resubmitted to DOE HQ or 

the designated DOE facility for review. Master interview summaries will 

ultimately be released to the public and must be cleared by DOE for public 

release. 

Unclassified interview summaries, which contain neither Unclassified Controlled 

Nuclear Information (UCNI) nor Export Controlled Information (ECI), will then 

be submitted to the custodians of the Site Research Database for entry and formal 

documentation of the interview. Notes containing UCNI shall be kept in 

hardcopy form only, and shall be stored in a locked receptacle to prevent 

unauthorized disclosure, as described in 10 CFR 1017. Classified interview notes 

and documentation will be kept in secure storage for NIOSH by the DOE Facility 

POC or by the DOE Headquarters EEOICPA POC. Unclassified interview notes 

should be provided to NIOSH whenever possible. 

5.6 Review of Documents Received During Interviews 

Occasionally, an interviewee has possession of additional documentation useful to the 

Advisory Board and TSC. Sometimes, this documentation does not contain any 

classification markings (OUO, UCNI, ECI, other), thus the disposition of the documents 

is not actually known. From past experience, some interviewees are willing to provide a 

hard copy of these documents on the condition that the originals will be returned. Since 

the disposition of unmarked documents is not known, the steps outlined below describe 

the process for retrieving and controlling this type of information until appropriate 

markings have been provided. 

5.6.1 Submittal of Unmarked Documents for Classification Review 

The Advisory Board Facility POC shall submit the documents to the DOE Facility 

POC for classification review. 

5.6.2 Copying Unmarked Documents 

Upon classification clearance of unmarked documentation from an interviewee, 

the Advisory Board Facility POC shall have the original documents copied (not 

scanned), thus creating a second hardcopy of the originals. Upon copying, the 

original documents shall be returned to the interviewee. (The goal for copying 

 h Explanation: What this means is that if any changes to the actual content of the interview is made by 

the interviewee, this revised draft notes will be resubmitted to DOE. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 13 of 14 

and not scanning the documents is to prevent the inadvertent inclusion of 

unmarked documentation into the SRDB). 

5.6.3 Review of Unmarked Documents 

The DOE Facility POC shall coordinate the classification review and ensure that 

all of the documents are appropriately marked (OUO, UCNI, ECI, Unclassified: 

Approved for Public Release, etc.). The DOE Facility POC shall provide the 

marked hardcopy documents to the Advisory Board Facility POC for inclusion 

into the SRDB, who shall follow requirements provided in OCAS-PR-010 for 

submittal to the SRDB. 

If the documents are determined to contain sensitive information, the documents 

will be kept in secure storage by the DOE Facility POC or by the DOE HQ 

EEOICPA POC. 
Effective Date: 

 June 15, 2009 

Revision No. 

 Rev. 00 

Document No. 

ABRWH-PROC-010 

Page No. 

 14 of 14 

APPENDIX A: OCAS-FORM-004 – DOCUMENT REVIEW REQUEST 

FORM