This policy applies to all Department of the Treasury employees authorized to collect, maintain and use data containing RNO codes. It is the policy of the Department of the Treasury that the employees authorized to collect data for, maintain, use and operate Treasury automated data systems containing race and national origin codes are held responsible and accountable for the safeguarding and proper use of such codes in accordance with applicable statutory and regulatory provisions. All employees authorized to collect data for, maintain, use and operate Treasury automated data systems are responsible and accountable for the safeguarding and the proper use of RNO data. The number of employees who in the course of their official duties have access to the Treasury automated data shall be kept to a minimum.
Access requires prior supervisory approval.
No later than March 1 of every year, each bureau must notify its employees of the nature of RNO data maintained and the bureau's procedures for employee access to, and correction of, their personal data. Once the RNO data has been transferred to the data entry point, it is the responsibility of each employee who has access to the data to provide physical and technical safeguards that ensure the confidentiality of the combined personnel and RNO data and prevent the disclosure of this information to unauthorized personnel. Since the operations environment differs from installation to installation, safeguard mechanisms will be built into production of printed products containing RNO data. When entering on duty, new employees are requested to complete SF 181, Race and National Origin Identification. OPM Form 1468 will be used for RNO identification in the State of Hawaii.