DOE Privacy Compliance Documents

The Department provides public access to documentation produced through the Department’s compliance with and implementation of the Privacy Act of 1974 and the e-Government Act of 2002.

The Privacy Act applies to records that are retrieved using a unique personal identifier for an individual, such as a name or a unique identifying number, such as a Social Security number.

DOE provides notice to the public regarding the Department’s collection, use, and maintenance of personal information under the Privacy Act through a System of Record Notice (SORN) published in the Federal Register. The Department is currently undergoing a comprehensive update of its SORN library, which was published in 2009. A list of updated SORNs is below:

Blanket Routine Use pursuant to OMB M-17-12, “Preparing for and Responding to a Breach of Personally Identifiable Information”

DOE-1 Grievance Records

DOE-2 Supervisor-Maintained Personnel Records

DOE-3 Employee Concerns Program Records

DOE-4 Form EIA-457 Survey Reports, Residential Energy Consumption Survey (RECS)

DOE-7 Whistleblower Investigation, Hearings, and Appeals Records

DOE-8 Intergovernmental Personnel Act (IPA)

DOE-9 Members of DOE Advisory Committees

DOE-10 Energy Employees Occupational Illness Compensation Program Act Files

DOE-11 Emergency Operations Notification Call List

DOE-12 Automated Materials and Property Systems (AMPS), DOE-21 Asset Readiness Management System (ARMS), DOE-59 Mailing Lists for Requesters of Energy-Related Information, and DOE-61 Census of High Energy Physicists [Rescindment]

DOE-13 Payroll and Leave Records

DOE-14 Report of Compensation

DOE-17 DOE Alert System

DOE-18 Financial Accounting System

DOE-23 Property Accountability System

DOE-24 Land Records System

DOE-25 U.S. Commuter Locator and Parking Space Information System

DOE-26 Official Travel Records

DOE-27 Foreign Travel Management System (FTMS)

DOE-28 General Training Records

DOE-31 Firearms Qualification Records

DOE-42 Nondiscrimination in Federally Assisted Program Files, associated Notice of Proposed Rule Making, and Final Rule

DOE-47 Reasonable Accommodation Requests Records

DOE-66 Power Sales to Individuals

DOE-71 The Radiation Accident Registry

DOE-78 Data Analytics Program Records, associated Notice of Proposed Rulemaking

DOE-85 Research, Technology, and Economic Security (RTES) Due Diligence Review Records, associated Notice of Proposed Rulemaking, and Final Rule

Find here a list of exemptions pursuant to the Privacy Act of 1974.

Section 208 of the e-Government Act requires federal agencies to conduct assessments of privacy risk for the collection of personally identifiable information by agency IT systems and programs. DOE program and system owners are required to conduct a preliminary assessment, called a Privacy Needs Assessment, to document the collection of PII. Systems or programs which collect PII complete Privacy Impact Assessments, which include detailed information and impact created by the intended use, sharing, and retention of the PII by DOE. PIAs are approved by the DOE Chief Privacy Officer.

PIAs involving information collections or IT systems about members of the public are available to the public for review (DOE Order 206.1).  Some PIAs are currently available on our website HERE. 

PIAs which are not currently available on the DOE website can be requested through the Department’s Freedom of Information Act process. For more information on how to submit a FOIA request, please visit the DOE FOIA page HERE.

Section 208 of the e-Government Act also requires Federal Departments and Agencies to post privacy notices on their websites. These privacy policies provide notice on the direct and indirect collection and use of information collected when you visit the energy.gov website or other DOE website pages. DOE’s Privacy Policy can be found HERE.

Pursuant to the Social Security Number Fraud Prevention Act of 2017 (Pub. L. 115-59; 42 U.S.C. 405 note), the Department has published regulations implementing the Act here. Per these regulations, the Department's Un-redacted SSN Mailed Documents Listing can be below.