Overview
Title
Privacy Act of 1974; System of Records
Agencies
ELI5 AI
The Energy Department is updating how it keeps track of how much people are paid to match new rules, store information more safely in the cloud, and make sure records are kept and used properly.
Summary AI
The U.S. Department of Energy (DOE) is modifying its existing Privacy Act system of records, named DOE-14 Report of Compensation, to comply with new formatting requirements and to ensure proper coverage of business processes and Privacy Act information. Key changes include updates to system locations and managers, revisions to categories of covered individuals and records, and modifications to policies for record storage, retrieval, and disposal. The update also involves removing magnetic tape and paper records and adopting cloud-based storage solutions while enhancing security measures. The document outlines procedures for record access, contesting record procedures, and routine uses of records, ensuring compliance with relevant federal privacy laws and guidelines.
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-14 Report of Compensation. 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.
Keywords AI
Sources
AnalysisAI
The document in question is a formal notice from the U.S. Department of Energy (DOE) regarding modifications to an existing Privacy Act system of records, specifically the DOE-14 Report of Compensation. This notice serves to update the system in compliance with new Office of Management and Budget (OMB) formatting requirements. It also aims to enhance the management and security of the records, transitioning towards cloud-based storage solutions.
General Summary
The primary purpose of this document is to communicate updates to the DOE-14 Report of Compensation system. This system collects and manages information concerning DOE contractor employees, including compensation and other employment-related details. Significant modifications include updates to system locations, management changes, and revisions to categories of individuals and records covered. The document also highlights shifts in record storage policies—from traditional magnetic tape and paper to secure cloud-based solutions.
Significant Issues or Concerns
One of the significant issues in the document is its dense use of technical and legal language, which might be challenging for the general public to fully understand without a specialized background. References to specific legislation like the Bipartisan Budget Act of 2013 and DOE Order 350.1 are made but not thoroughly explained, which could limit comprehension for those unfamiliar with these regulations.
Another concern is the potential impact on privacy and data security with the shift to cloud-based systems. While the document notes enhanced security measures, it does not discuss potential risks such as security vulnerabilities or issues related to data sovereignty.
The section on contesting records references regulatory citations such as "10 CFR 1008.11" without providing further context. This might be confusing for readers not acquainted with the regulatory framework.
Impact on the Public
For the general public, the document's dense jargon and references may be challenging to interpret. It illustrates the complexity involved when federal agencies update and manage systems handling personal data, reflecting broader trends in digitalization and data security.
Impact on Specific Stakeholders
DOE and Government Agencies: The modification aligns with federal efforts to standardize data handling practices across agencies. This alignment may lead to more efficient and secure record-keeping. However, balancing data accessibility and privacy will need continued attention.
DOE Contractors: As the system mainly impacts contractor employees, these changes could influence how they manage and share employment-related data with the DOE. There might be concerns regarding equitable treatments or effects on smaller contractors who might have fewer resources to adapt to these changes.
Privacy Advocates: This group might raise questions about how the DOE plans to protect personal data within cloud-based systems, particularly concerning unauthorized access or data breaches.
Overall, while the document firmly establishes a path toward modernizing DOE’s data handling processes, it raises critical questions about effective communication and risk management, particularly about privacy and compliance with broader federal guidelines.
Issues
• The document uses complex legal and technical terms which might be difficult for the general public to understand without specialized knowledge.
• The document could be clearer in its explanation of why specific addresses and offices have been added or removed.
• The reference to multiple legal authorities, such as the Bipartisan Budget Act of 2013 and DOE Order 350.1, lacks detailed explanation which may be necessary for full understanding by non-experts.
• The section on contested record procedures refers to '10 CFR 1008.11' without providing further context or summary of what that regulation entails, which could be confusing for some readers.
• There is no explanation or justification given for the necessity of extending the appeal period from 30 to 90 days, which may raise questions regarding procedural fairness or responsiveness.
• The document appears to favor the integration of cloud-based services without discussing potential risks or drawbacks, such as security vulnerabilities or data sovereignty issues.
• Language around administrative and security safeguards is heavily jargon-laden, which might impede comprehension by non-technical audiences.
• Potential bias or favoritism could arise due to the system's focus on contractor employees, specifically whether there is equitable treatment of all contractors or potential disproportionate effects.