System of Records Notices

Effective Date: October 1, 2009

COMMERCE/NIST-4

SYSTEM NAME:

Employees External Radiation Exposure Records.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATIONS:

Health Physics Group, Occupational Health and Safety Division, National Institute of Standards and Technology, Gaithersburg, MD 20899-3541.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals working with radioactive materials and machines who may be exposed to ionizing radiation, including employees, contractors, and visiting scientists.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, social security number (voluntary), date of birth, organizational unit number, and amount of radiation received.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

442 U.S.C. 2201 and 10 CFR 20.2106.

PURPOSES:

All Nuclear Regulatory Commission (NRC) licensees are required to monitor occupational exposure to radiation and to maintain individual and collective dose records for that exposure. This information will assist NIST's compliance with NRC regulations under 10 CFR 20.2106 “Records of Individual Monitoring Results.” This data is used to document compliance with the dose limits specified in the regulations and is analyzed to adjust practices and policies to maintain risks as low as reasonably achievable.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:

These records or information contained therein may specifically be disclosed as a routine use as follows:

1. Dosimeters are sent monthly or quarterly to the U.S. Army or the U.S. Navy (depending on the type of dosimeter issued) for a determination of amount of radiation exposure. Information involving exposure levels, incidents, and amounts of overexposure is required to be submitted to the Nuclear Regulatory Commission. In the event of serious exposure, information would be disclosed to the Bethesda (Maryland) Naval Medical Center, employee's family physician, and other appropriate medical authorities.

2. Data is provided to the Nuclear Regulatory Commission for inclusion in their system of records designated as NRC-27 and in aggregate form to other Federal and State regulators having jurisdiction over ionizing radiation safety as necessary to shape policies and decisions.

3. In the event that a record in this system of records indicates a violation or potential violation of law or contract, whether civil, criminal, or regulatory in nature, and whether arising by general statute or particular program statute or contract, or rule, regulation, or order issued pursuant thereto, or the necessity to protect an interest of the Department, the relevant records in the system of records may be referred to the appropriate agency, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute or contract, rule, regulation, or order issued pursuant thereto, or protecting the interest of the Department.

4. A record from this system of records may be disclosed to a federal, state, local or international agency in response to its request in connection with the assignment, hiring, or retention of an individual, the issuance of a security clearance, the reporting of an investigation of an individual, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

5. A record from this system of records may be disclosed in the course of presenting evidence to a court, magistrate, or administrative tribunal, including disclosures to opposing counsel in the course of settlement negotiations.

6. A record in this system of records may be disclosed to a Member of Congress submitting a request involving an individual when the individual has requested assistance from the Member with respect to the subject matter of the record.

7. A record in this system of records may be disclosed to the Department of Justice in connection with determining whether disclosure thereof is required by the Freedom of Information Act (5 U.S.C. 552).

A record in this system of records may be disclosed to appropriate agencies, entities and persons when: (1) it is suspected or determined that the security or confidentiality of information in the system of records has been compromised; (2) the Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or whether systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; 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 compromise and to prevent, minimize, or remedy such harm. 72 FR 45009

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

Not applicable.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders, microfilm, and electronic records.

RETRIEVABILITY:

The records are retrieved by name, social security number, or other personal identifier.

SAFEGUARDS:

Paper and microfilm records are stored in locked metal file cabinets.

Access to paper, microfilm and electronic records is limited to those whose official duties require access.

RETENTION AND DISPOSAL:

Records are retained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Health Physics Group, Occupational Health and Safety Division, National Institute of Standards and Technology, Gaithersburg, MD 20899-3541.

NOTIFICATION PROCEDURE:

Information may be obtained from: Chief, Management and Organization Division, National Institute of Standards and Technology, Gaithersburg, MD 20899-3220. Requester should provide name and additional factual data, as appropriate, pursuant to the inquiry provisions of the Department's rules, which appear in 15 CFR part 4.

RECORD ACCESS PROCEDURES:

Requests for individuals listed in the database should be addressed to: Health Physics Group Leader, Occupational Health and Safety Division, National Institute of Standards and Technology, Gaithersburg, MD 20899-3541.

CONTESTING RECORD PROCEDURES:

The Department's rules for access, for contesting contents, and appealing initial determinations by the individual concerned appear in 15 CFR part 4. Use above address.

RECORD SOURCE CATEGORIES:

Per regulatory requirements, individuals will be notified annually of their exposure reports if they receive greater than one-tenth the regulatory limit. Furthermore, a copy of their records will be provided to any organization upon written authorization and signature by the individual in question.

SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:

None.

FEDERAL REGISTER HISTORY:
74 FR 50770 October 1, 2009 Effective Date Notice
72 FR 30552 June 1, 2007 Notice of Proposed Amendment to Privacy Act System of Records

Return to top

Questions and Comments

Send Questions or Comments on the Commerce Office of Privacy and Open Government programs to PrivacyAct@doc.gov.

Office of Privacy and Open Government
Office of the Chief Financial Officer and Assistant Secretary for Administration
U.S. Department of Commerce

 

Page last updated: July 9, 2016->