RECORDS AND ADMINISTRATION

Forms and Documents

Document Name	Status
Form DOE F 531 RECORDS AND ADMINISTRATION Form and Instruction	Modified
Revised Emergency Justification 9-6-13.docx Supplementary Document	2013-09-06
Emergency ICR Justification 8 14 Privacy.rtf Supplementary Document	2013-09-03
30 Day Federal Register Notice (Emergency Reinstatement) Published 9-3-2013.pdf Supplementary Document	2013-09-03
2013-09-03_Supporting Statement (FINAL).docx Supporting Statement A	2013-09-03

IC Document Collections

IC ID	Document Title	Status
137543	RECORDS AND ADMINISTRATION Form and Instruction	Modified

ICR Details

OMB Control No: 1910-1700	ICR Reference No: 200810-1910-001
Status: Historical Active	Previous ICR Reference No: 199212-1910-001
Agency/Subagency: DOE/DOEOA	Agency Tracking No: Kelly Allen
Title: RECORDS AND ADMINISTRATION
Type of Information Collection: Reinstatement with change of a previously approved collection	Common Form ICR:  No
Type of Review Request: Emergency	Approval Requested By: 10/04/2013
OIRA Conclusion Action: Approved with change	Conclusion Date: 09/30/2013
	Date Received in OIRA: 09/05/2013
Terms of Clearance: In accordance with 5 CFR 1320, the information collection is approved for 6 months. The agency is reminded that it should have in place an internal planning process so that completion of the public notification and comment period required by 5 CFR 1320 allows for a 60-day period of OMB review. This collection is approved with the following terms of clearance: If DOE decides to continue use of the collection past the approved emergency request clearance time period, it must resubmit to OMB under the normal PRA clearance process for a three-year approval.

	Inventory as of this Action	Requested	Previously Approved
Expiration Date	03/31/2014	6 Months From Approved
Responses	135	0	0
Time Burden (Hours)	45	0	0
Cost Burden (Dollars)	0	0	0

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Abstract: The Privacy Act Information Request Form assists the Department of Energy in processing privacy requests submitted by an individual or an authorized designee where-in he or she is requesting records the government may maintain on them. This form will increase efficiencies including, but not limited to quicker processing of privacy requests by asking individuals or their designees pertinent information for easy record retrieval.

Emergency Justfication: In accordance to The Privacy Act of 1974 5 U.S.C. § 552a and the Code of Federal Regulations Title 10: Energy § 1008.7, privacy requests submitted by an individual or on behalf of an individual by a designee shall be acted upon promptly. The CFR Code of Federal Regulations Title 10: Energy § 1008.7 states that every effort should be made to respond within 10 working days of the receipt by the Privacy Act Request Processor. It is often necessary for the Privacy Act Request Processor to ask for further information required to respond to the request, which can increase the process time significantly. In an effort to decrease processing time and increase efficiencies, the OCIO has created an update to the previous Records and Administration Collection which requests individuals to provide additional pertinent information that will assist in easier record retrieval. This new form will decrease OCIO man hours by compressing the time it takes to research and retrieve records. This form will also decrease the burden on the individual requester if they are in need of their records in a short period of time. If this request is not granted, the Privacy Act Request process for the Department will be significantly affected. Processing times, man hour costs and burden to the individual will increase. The OCIO is making this collection request on an emergency basis in order to increase efficiencies and cost savings, and to eliminate the burden on the individual requester. The OCIO expects to receive approximately 135 Privacy Requests after publication of this form.

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Authorizing Statute(s): US Code: 5 USC 552a Name of Law: Records Maintained on Individuals
  

Citations for New Statutory Requirements: None

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Associated Rulemaking Information
RIN:	Stage of Rulemaking:	Federal Register Citation:	Date:
	Not associated with rulemaking

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Federal Register Notices & Comments
30-day Notice:	Federal Register Citation:	Citation Date:
	78 FR 54246	09/03/2013
Did the Agency receive public comments on this ICR? No

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Number of Information Collection (IC) in this ICR: 1

IC Title	Form No.	Form Name
RECORDS AND ADMINISTRATION	DOE F 531	Privacy Act Information Request

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ICR Summary of Burden

	Total Approved	Previously Approved	Change Due to New Statute	Change Due to Agency Discretion	Change Due to Adjustment in Estimate	Change Due to Potential Violation of the PRA
Annual Number of Responses	135	0	0	-2,977	0	3,112
Annual Time Burden (Hours)	45	0	0	-8,738	0	8,783
Annual Cost Burden (Dollars)	0	0	0	0	0	0

Burden increases because of Program Change due to Agency Discretion: No

Burden Increase Due to:

Burden decreases because of Program Change due to Agency Discretion: Yes

Burden Reduction Due to: Miscellaneous Actions

Short Statement: Scope of information being collected has been reduced

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Annual Cost to Federal Government: $4,725

Does this IC contain surveys, censuses, or employ statistical methods? No

Is the Supporting Statement intended to be a Privacy Impact Assessment required by the E-Government Act of 2002? No

Is this ICR related to the Affordable Care Act [Pub. L. 111-148 & 111-152]? No

Is this ICR related to the Dodd-Frank Wall Street Reform and Consumer Protection Act, [Pub. L. 111-203]? No

Is this ICR related to the American Recovery and Reinvestment Act of 2009 (ARRA)? No

Is this ICR related to the Pandemic Response? Uncollected

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Common Form ICR:  No

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On behalf of this Federal agency, I certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).

The following is a summary of the topics, regarding the proposed collection of information, that the certification covers:

(a) It is necessary for the proper performance of agency functions;

(b) It avoids unnecessary duplication;

(c) It reduces burden on small entities;

(d) It uses plain, coherent, and unambiguous language that is understandable to respondents;

(e) Its implementation will be consistent and compatible with current reporting and recordkeeping practices;

(f) It indicates the retention periods for recordkeeping requirements;

(g) It informs respondents of the information called for under 5 CFR 1320.8 (b)(3) about:

(i) Why the information is being collected;

(ii) Use of information;

(iii) Burden estimate;

(iv) Nature of response (voluntary, required for a benefit, or mandatory);

(v) Nature and extent of confidentiality; and

(vi) Need to display currently valid OMB control number;

(h) It was developed by an office that has planned and allocated resources for the efficient and effective management and use of the information to be collected.

(i) It uses effective and efficient statistical survey methodology (if applicable); and

(j) It makes appropriate use of information technology.

If you are unable to certify compliance with any of these provisions, identify the item by leaving the box unchecked and explain the reason in the Supporting Statement.

Certification Date: 09/05/2013

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