DNFSB-3 Drug Testing Program Records

SYSTEM NAME:
Drug Testing Program Records.

SECURITY CLASSIFICATION:
Unclassified.

SYSTEM LOCATION:
Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Duplicate systems may exist, in whole or in part, at contractor testing laboratories and collection/evaluation facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
Records including the following information:
1. Pre-employment drug test requests or results, random tests, confirmatory tests, and follow-up tests;
2. Information supplied by employees or applicants contesting positive test results;
3. Information supplied by individuals concerning alleged drug abuse by DNFSB employees or applicants; and
4. Written statements or medical evaluations of attending physicians or information regarding prescription or nonprescription drugs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 12564, "Drug-Free Federal Workplace," September 15, 1986, 51 FR 32889, codified at 5 U.S.C. 7301, note (1987).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:
Information in these records may be used by a Medical Review Officer (MRO) and DNFSB management:
1. To identify substance abusers within the agency;
2. To initiate counseling and rehabilitation programs;
3. To take personnel actions;
4. To take personnel security actions; and
5. For statistical purposes.

DNFSB will disclose information to appropriate agencies, entities, and persons when DNFSB: (1) Suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) determines 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 other systems or programs (whether maintained by DNFSB or another agency or entity) that rely upon the compromised information; and (3) deems the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DNFSB's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. 
 

STORAGE:
Test records are maintained on paper in file folders. Records used for initiating a random drug test are maintained on the Random Employee Selection Automation System. This is a password-protected, stand-alone system that resides on a desktop computer.

RETRIEVABILITY:
Records maintained in file folders are indexed and accessed by name and social security number. Random drug testing records are accessed via a computer database that includes employees' names, social security numbers, and job titles.

SAFEGUARDS:
Access usage rights are limited to authorized DNFSB employees only. The Division of Human Resources records are stored in a locked file cabinet. Records in laboratory collection and evaluation facilities are stored under appropriate security measures so that access is limited and controlled.

RETENTION AND DISPOSAL:
Records retention and disposal requirements are contained in the “General Records Schedules” published by the National Archives and Records Administration, Washington, DC. Paper records are shredded before disposal and electronic files are destroyed by secure, permanent methods.

SYSTEM MANAGER AND ADDRESS:
Director, Division of Human Resources, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901.

NOTIFICATION PROCEDURE:
Requests made by individuals to determine if DNFSB-3 records include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification: complete name, social security number, and date of birth. 

RECORD ACCESS PROCEDURES:
Individuals requesting permission to access DNFSB-3 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification ( e.g., driver's license, passport, or government identification). 

CONTESTING RECORD PROCEDURES:
Individuals contesting any DNFSB-3 records that include their personal information should be directed to the Privacy Act Officer, Defense Nuclear Facilities Safety Board, 625 Indiana Avenue, NW., Suite 700, Washington, DC 20004-2901. Required proof of identification before viewing records: complete name, social security number, date of birth, and individual must show official photo identification ( e.g., driver's license, passport, or government identification). 

RECORD SOURCE CATEGORIES:
DNFSB employees and applicants who have been identified for drug testing, who have been tested, or who have admitted abusing drugs prior to being tested; physicians' statements regarding medical evaluations or authorized prescriptions for drugs; individuals providing information through a pre-employment drug use questionnaire; individuals providing information concerning alleged drug abuse by DNFSB employees or applicants, including but not limited to: specimen collection, laboratories for analysis, and medical evaluations; and DNFSB staff administering the drug testing program to ensure the achievement of a drug-free workplace.
 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a(k)(5), DNFSB has exempted portions of this System of Records from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f). The exemption is invoked for information in the System of Records that would disclose the identity of a source who furnished information concerning alleged drug abuse by DNFSB employees or applicants.
 

Last Updated: May 20, 2026