Information Resources

Home Introduction Records Management at Jefferson Lab What is a Record? What is Records Management? Why Records Management? Electronic Records Legal Requirements Privacy Act Roles and Responsibilities Identifying Archival Material Procedures Vital Records Glossary of Terms Flowchart for Records Management Flowchart for Vital Records

Thomas Jefferson National Accelerator Records Management Handbook To view or download PDF version, click here. Privacy Act The U.S. Privacy Act applies specifically to certain kinds of records the Laboratory is required to maintain on individuals. These are: Radiation exposure records Occupational and industrial accident records Labor standards complaints and grievances Employee insurance claims Although the Laboratory is not required to apply the Privacy Act to other kinds of records, it is good business practice to restrict access to other potentially sensitive records, including: Personnel medical records Other personnel records, such as employment, performance, discipline, and compensation records Notification For further information on the Privacy Act, call the Records Administrator or review the “Privacy Act Records Notice.” Storage/Security Protection To ensure the confidentiality and security of individual records, each employee in contact with such records should: Keep paper records in locked file cabinets Protect electronic records with passwords Do not leave sensitive records unattended or exposed to casual view Use a shredder when disposing of them Treat drafts, notes and backup materials as equally confidential during work in progress. In addition, to guard against damage of vital records, store critical paper records in fireproof file cabinets, and back up electronic files and store the backup copy in a separate location. Contact the Computer Center for assistance in storing and securing electronic (data) files. Access to Records Routine Use The use of records in ways that are compatible with the purpose for which the records were collected is considered to be routine. The consent of the individual is not required for routine uses of files and records. Requests for Access by Others If an employee wishes to release his/her records to a third party (for example, a physician or attorney), the request should be made in writing to the record holder. Third-party requests, including requests by local, state, or federal officials or agencies should be referred to the Director of Human Resources and Services (HR&S Director), who will determine the appropriateness of releasing the information. Each record holder should keep a log of all written requests for access to Privacy Act records. The log should be kept for five years or the life of the record (whichever is longer) and should include: Date Name/address of requesting person or agency Purpose and nature of request Evidence of the subject individual’s consent, or a notation that the request was forwarded to the HR&S Director for review. Requests by Individuals to Amend their Records When a record change is necessary, individuals should notify the record holder in writing, describing the need to amend the record. Individual Appeals An individual whose request for an amendment has been denied can appeal the denial within 30 calendar days, in writing, to the HR&S Director. The appeal can be marked, “Privacy Act – Appeal.”

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