Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals whose appeal in cases involving loss of nationality or the revocation of a passport was decided by the Board of Appellate Review (Board).

Correspondence between the appellant or his/her attorney and the Department, the appellant’s passport file*, and copies of decisions rendered by the Board of Appellate Review.

* These records are only held in the Board of Appellate Review Records, STATE-02, for the duration of the review after which they are returned to Passport Records, STATE-26.

22 CFR part 7 (Board of Appellate Review); 22 CFR part 50 (Nationality Procedures); 22 CFR part 51 (Passports).

The information collected and maintained records the actions of the Board of Appellate review which directly affects the citizenship and passports of those who appeal Department of State determinations.

The information in this system is primarily used:

•By the Board to review individual cases under appeal involving loss of U.S. citizenship and revocation of U.S. passport cases;

•By the Board for its value as a body of precedents and as an analysis of relevant law and regulations;

•By the Department of Justice when seeking assistance in determining the citizenship status and passport eligibility of an individual; and

•By attorneys representing the individual.

Also see the "Routine Uses" Paragraph of the PrefatoryStatement published in the Federal Register and on our web site at www.foia.state.gov.

Storage:

Electronic media, hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Executive Director; Office of the Legal Adviser; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Board of Appellate Review might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Board of Appellate Review Records to be checked. At a minimum, the individual should include: name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record and the approximate dates which give the individual cause to believe that the Board of Appellate Review has records about him/her; and preferably his/her social security number.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records and from his/her passport records.

Pursuant to 5 U.S.C. 552a (k)(1) and (k)(2) records in this system of records may be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f).

Unclassified.

Department of State; 2201 C Street, NW.; Washington, DC 20520.

The Bureau of Economic and Business Affairs’ contacts from business, labor, agricultural and non-government organizations, and others working in the international economic arena as well as individuals who are interested in or request information about economic issues.

These records may include identifying information, such as, but not limited to name, mailing address, e-mail address, telephone number, fax number and the profession of the individuals covered by the system of records.

5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service).

The information contained in this system of records is collected and maintained by the Bureau of Economic and Business Affairs, Office of Policy Analysis and Public Diplomacy in the administration of its responsibility for disseminating information regarding U.S. international economic policy.

The information in the Bureau of Economic and Business Affairs Contact List is used for:

Inviting individuals to Department briefings on international economic issues;

Disseminating speeches and articles on economic issues by Department officials; and

Providing U.S. government fact sheets on major international economic issues.

Storage:

Electronic media, hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, DC 20522-6001.

Director; Systems Administration; Bureau of Economic and Business Affairs; Department of State; 2201 C Street, NW.; Washington, DC 20520.

Individuals who have reason to believe that the Office of Policy Analysis and Public Diplomacy might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street NW.; Washington, DC 20522-6001. The individual must specify that he/she wishes the Bureau of Economic and Business Affairs Contact List to be checked. At a minimum, the individual should include: name, date and place of birth, current mailing address and zip code, signature, and preferably his/her social security number.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records. The records may also include information obtained from the Bureau of Economic and Business Affairs officials who have an association or working relationship with the individual.

None.

Department of State, 2201 C Street NW, Washington, DC 20520.

U.S. Government employees.

Employment and financial interests; creditors; interests in real property; actions on behalf of foreign principals.

Executive Order 11222.

The principal user of this information outside the Department of State is the Department of Justice. Information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of the Prefatory Statement.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Executive Director, Office of the Legal Adviser, Room 6421, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of the Legal Adviser might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wants the records of the office of the Legal Adviser to be checked. At a minimum, the individual must include: Name; date and place of birth; present mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates, which give the individual cause to believe that the Office of the Legal Adviser might have records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director Foreign Affairs Document and Reference Center (address above).

(See above).

The individual.

Unclassified and Classified.

Department of State, Bureau of Consular Affairs, Overseas Citizens Services, SA–17, 10th Floor, Washington, DC 20522–1710 and overseas at U.S. embassies, U.S. consulates general, U.S. consulates, and U.S. consular agencies. Records may also be located within a government cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC) 2201 C Street NW, Washington, DC 20520.

Deputy Assistant Secretary for Overseas Citizens Services; SA–17, 10th Floor, Washington, DC 20522–1710 at (202) 485-6044. At overseas locations, the onsite system manager is the Chief of the Consular Section or another Department of State employee with responsibility for consular services as provided by the post in question.

(a) 8 U.S.C. 1104 (Powers and Duties of the Secretary of State);

(b) 22 U.S.C. 2656 (Management of foreign affairs);

(c) 22 U.S.C. 3904 (Functions of the Foreign Service, including protection of U.S. citizens in foreign countries pursuant to the Vienna Convention on Consular Relations and providing assistance to other agencies);

(d) 22 U.S.C. 211a et seq. (Passport application and issuance);

(e) 22 U.S.C. 2705 (Documentation of citizenship);

(f) 8 U.S.C. 1501–1504 (Adjudication of possible loss of nationality and cancellation of U.S. passports and CRBAs);

(g) 22 U.S.C. 1731 (Protection of naturalized U.S. citizens in foreign countries);

(h) 22 U.S.C. 1732 (Release of citizens imprisoned by foreign governments);

(i) 22 U.S.C. 2671(b)(2)(A)–(B) and (d) (Evacuation assistance and repatriation loans for destitute U.S. citizens abroad);

(j) 22 U.S.C. 2670(j) (Provision of emergency medical, dietary and other assistance);

(k) 22 U.S.C. 4802 (Overseas evacuations);

(l) 22 U.S.C. 2151n–1 (Assistance to arrested citizens) (Repealed, but applicable to past records);

(m) 22 U.S.C. 5503-5511 (Aviation disaster response);

(n) 22 U.S.C. 2715 (Procedures regarding major disasters and incidents abroad affecting United States citizens);

(o) 22 U.S.C. 2715a (Responsibility to inform victims and their families regarding crimes against U.S. citizens abroad);

(p) 22 U.S.C. 2715b (Notification of next of kin of death of U.S. citizens in foreign countries);

(q) 22 U.S.C. 2715c (Conservation and Disposition of Estates);

(r) 22 U.S.C. 4195, 4196 (Official notification of death of U.S. citizens in foreign countries; transmission of inventory of effects) (22 U.S.C. 4195 repealed, but applicable to past records);

(s) 22 U.S.C. 2729 (State Department records of overseas deaths of United States citizens from nonnatural causes);

(t) 22 U.S.C. 4197 (Assistance with disposition of estates of U.S. citizens upon death in a foreign country);

(u) 22 U.S.C. 4198 (Bond as Administrator or Guardian; Action on Bond);

(v) 22 U.S.C. 4193, 4194; 22 U.S.C. 4205–4207; 46 U.S.C. 10308, 10309, 10318 (Merchant seamen protection and relief);

(w) 22 U.S.C. 256 (Jurisdiction of consular officers in disputes between seamen);

(x) 46 U.S.C. 10704–10705 (Responsibility for deceased seamen and their effects);

(y) 22 U.S.C. 4215, 4221 (Administration of oaths, affidavits, and other notarial acts);

(z) 28 U.S.C. 1740, 1741 (Authentication of documents);

(aa) 28 U.S.C. 1781–1785 (Judicial Assistance to U.S. and foreign courts and litigants);

(bb) 28 U.S.C. 1608 (Service on a Foreign State);

(cc) 28 U.S.C. 1696 (Service in International and Foreign Litigation);

(dd) 42 U.S.C. 14901–14954; Intercountry Adoption Act of 2000, (Assistance with intercountry adoptions under the Hague Intercountry Adoption Convention, maintenance of related records);

(ee) 22 U.S.C. 9001–9011, International Child Abduction Remedies Act (Assistance to applicants in the location and return of children wrongfully removed or retained or for securing effective exercise of rights of access);

(ff) 22 U.S.C. 9101, 9111–9114, 9121–9125, 9141, International Child Abduction Prevention and Return Act of 2014 (Reporting requirements, prevention measures, and other assistance on international parental child abduction cases);

(gg) 6 U.S.C. 241, Prevention of International Parental Child Abduction;

(hh) 42 U.S.C. 1973ff–1973ff–6 (Overseas absentee voting);

(ii) 42 U.S.C. 402 (Social Security benefits payments);

(jj) 50 U.S.C. App. 453, 454, Presidential Proclamation No. 4771, July 2, 1980 as amended by Presidential Proclamation 7275, February 22, 2000 (Selective Service registration), and

(kk) 22 U.S.C. 3306 (Services to United States citizens on Taiwan).

The primary purpose of this system of records is the furtherance of the Department of State’s responsibilities to provide consular protection and services for U.S. citizens overseas, as well as its responsibilities as the United States Central Authority under the Hague Adoption and Abduction Conventions. Such responsibilities relate to matters including but not necessarily limited to: adjudication of claims relating to acquisition (providing Consular Report of Birth Abroad and passport services) or loss of U.S. citizenship; assistance to individuals abroad, including in death cases, loan and destitution cases, welfare and whereabouts cases, prisoner (including prisoner transfer) cases, arrest cases, hostage and kidnapping cases; assistance to minors, including to children who may be victims of abuse, neglect, or who are abandoned or runaways; assistance to individuals involved in child support enforcement proceedings; persons collecting federal benefits overseas; resolution of property, estate, and benefits claims arising under pertinent law; assistance to individuals involved in intercountry adoption cases and in possible or actual international child custody disputes and/or international parental child abduction cases, including the fulfillment of the Department’s obligations and duties as the United States Central Authority under the Hague Adoption and Abduction Conventions and related authorities; and oversight of accredited and approved adoption service providers and the designated accrediting entities for intercountry adoption.

Individuals, assisted by or who otherwise interact with the Department of State’s Directorate of Overseas Citizens Services (OCS), within the Bureau of Consular Affairs, or by or with consular personnel overseas, who: (a) seek to establish a claim to U.S. nationality or inquire about possible loss of U.S. nationality; (b) apply for U.S. passports and/or Consular Reports of Birth of a U.S. Citizen Abroad; (c) register as U.S. persons living, studying, working, or traveling abroad to include U.S. persons who have demonstrated an intention to travel outside the United States through registering in the Department of State’s Smart Traveler Enrollment Program; (d) request and/or receive information or assistance regarding travel abroad; (e) seek assistance from U.S. embassies and/or consulates overseas or from OCS; (f) initiate requests relating to another U.S. citizen’s welfare and whereabouts or are themselves the subjects of such requests; (g) are reported as or are otherwise believed to be missing or held hostage overseas; (h) are or may be a victim of a crime abroad; (i) are involved in a case of child welfare abroad, including children who may be victims of abuse, neglect, or who are abandoned or are runaways; (j) are involved in a child support enforcement proceeding; (k) request and/or receive temporary refuge in a U.S. embassy or consulate; (l) request to be and/or are evacuated to the United States or a third country as a result of a civil disorder, natural disaster, or other emergency overseas; (m) request and/or receive assistance, including financial assistance, for repatriation and/or emergency needs; (o) are detained, arrested, or incarcerated overseas and/or their families; (p) request and/or receive notarial or authentication services or judicial assistance; (q) die overseas or are involved in the disposition of a decedent’s personal estate; (r) have or assert an interest in property (real or personal) abroad; (s) are living overseas and claim or receive federal benefits; (t) have sought or received assistance or benefits by virtue of having been held hostage overseas or because of their relationship with a person held hostage overseas; (u) vote in U.S. federal and/or state elections while overseas; (v) register with the U.S. Selective Service System while living overseas; (w) are seamen inquiring about consular services; (x) request and/or receive information or assistance regarding the Children’s Passport Issuance Alert Program, and/or other international parental child abduction prevention programs; (y) are involved in a possible or actual international child custody dispute and/or international parental child abduction case (covered individuals may include parents and/or guardians, child(ren), and/or any other parties to the case or dispute), including but not limited to a Hague Abduction Convention proceeding for return of or access to a child; (z) seek to adopt and/or adopt a child from a foreign country; (aa) participate in the intercountry adoption process; (bb) are children who are eligible for intercountry adoption and/or are adopted, and either immigrate to or emigrate from the United States, whether or not such adoption is covered by the Hague Convention on Protection of Children and Co-operation in Respect of Intercountry Adoption, Treaty Doc. 105–51, signed May 29, 1993 (Hague Adoption Convention) and its implementing legislation (Intercountry Adoption Act of 2000 (IAA), (42 U.S.C. 14901 et seq.)) and related regulations; (cc) seek to provide, have provided, and/or do provide intercountry adoption services, in connection with an intercountry adoption case whether or not such case is covered by the Hague Adoption Convention and the IAA; and (dd) contribute to, or are a subject of, a complaint in the Complaint Registry created pursuant to 22 CFR 96.68 et seq. Records may also pertain to individuals who are otherwise involved in the discussion, establishment, execution, or definition of United States foreign policy. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Emergency Medical and Dietary Assistance loan applications; repatriation and evacuation loan applications; past applications for benefits for hostages and/or their families; seamen services records; welfare and whereabouts records; records related to missing persons and hostage cases; Reports of Presumptive Death Abroad; records of U.S. citizens who register as visiting or residing overseas; records related to federal benefits and property claims; records related to arrest cases, death and estate cases, evacuation cases, prisoner, transfer cases, refuge cases, victims of crime cases, child abuse and neglect cases, abandoned children and runaway cases, ; records related to marriage; records related to publicly available attorney and medical professional lists; records related to judicial assistance cases; records related to intercountry adoption cases (including those covered under the Hague Intercountry Adoption Convention and the Intercountry Adoption Act of 2000); records related to possible or actual international child custody disputes and/or international parental child abduction cases, including but not limited to Hague Abduction Convention proceedings for return of or access to a child; and records related to minors entered into the Children’s Passport Issuance Alert Program and other abduction prevention programs. OCS records may also include completed “Local American Citizens Skills/Resources Survey” forms; registration cards; interview worksheets; case notes; fingerprint cards; documents of identity; passenger manifests; and various related forms not otherwise stated. Records in the system may also include communications to and from: U.S. embassies, U.S. consulates, and consular agencies; federal, state, and local government agencies; members of Congress; officials of foreign governments; U.S. and foreign courts; U.S. and foreign nongovernmental organizations, including disaster or emergency relief organizations such as the International Red Cross, Red Crescent and others; the subject(s) of the records, their relatives, and other interested parties; records involving other legal matters; and other administrative records. In addition, the system may contain applications for passports and registration as U.S. citizens; Consular Reports of Birth Abroad; Certificates of Loss of Nationality of the United States; and Consular Reports of Death Abroad. Such records are maintained, stored, subject to and preserved as Passport Records, State–26.

These records contain information that is primarily obtained from the individual who is the subject of the records. Information may also be obtained from federal, state, local and foreign government entities and nongovernmental authorities and other relevant entities, commercial sources, and individuals in accordance with the fulfillment of consular responsibilities.

Records in the Overseas Citizens Services Records and Other Overseas Records system may be disclosed to:

A. The Social Security Administration, Office of Personnel Management, Department of Veterans Affairs, Railroad Retirement Board, Department of Labor, and Department of the Treasury in connection with administration of U.S. federal benefits to persons located abroad;

B. The Federal Aviation Administration and National Transportation Safety Board in connection with individuals traveling abroad and aviation accidents;

C. The Department of Commerce, U.S. Maritime Administration, and U.S. Coast Guard in connection with international commerce, shipping, and seamen;

D. The Department of Health and Human Services, U.S. Public Health Service, and Centers for Disease Control in connection with international travel and public health issues;

E. The Department of Health and Human Services, and its contractors’ designees, in connection with repatriation of individuals abroad and child support enforcement;

F. The Department of Justice and its components, including the Drug Enforcement Administration and the Federal Bureau of Investigation (FBI) in connection with the arrest or detention of individuals overseas, prisoner transfer agreements, and in connection with reporting to the National Instant Criminal Background Check System (NICS);

G. The FBI’s Victims Services Division in connection with assisting victims of crime;

H. The Foreign Claims Settlement Commission in connection with the adjudication of claims of individuals against foreign governments;

I. The Selective Service in connection with Armed Services registration requirements of individuals;

J. The Department of Defense, Department of Homeland Security, Department of Justice, and the Secret Service in connection with coordinating evacuations abroad;

K. The Department of Defense, or entities whose assistance it has requested, in connection with cases involving active-duty or former service members;

L. The Department of Homeland Security in connection with intercountry adoptions and in connection with processing of immigration and naturalization matters;

M. The Internal Revenue Service to provide current addresses of specifically identified taxpayers in connection with pending actions to collect taxes accrued, examinations, and/or other related tax activities, and to provide names, other personal identifying information, and current location of taxpayers who are held hostage, kidnapped, or detained abroad;

N. The Executive Office of the President in connection with consular functions and services;

O. Federal, state, territorial, tribal, local and foreign courts in connection with litigation and related matters, such as inquiries regarding child custody orders;

P. Foreign and domestic airlines and other transportation carriers in connection with assisting individuals in emergency situations, including those involving aviation or other transportation disasters, individuals who may pose a threat to themselves or others, and international child abduction cases;

Q. Shipping companies when the information is maintained pursuant to the Department’s responsibilities under Titles 22 and 46 of the U.S. Code;

R. In connection with assisting individuals during a crisis, including war, civil unrest, or natural disasters, other individuals or entities including: federal, state, territorial, tribal, local, and foreign government authorities, congressional offices, airlines and other transportation carriers; in a crisis situation, information may also be disclosed to international or non-governmental organizations, family members, or medical personnel, or other private individuals or groups in a position to assist;

S. Private citizen liaison volunteers designated by U.S. embassies and U.S. consulates and further defined in Volume 7 of the Foreign Affairs Manual, who serve as channels of communication with other individuals in the local community, to prepare for and assist with evacuations, disasters, and other emergency situations;

T. Foreign-based organizations of private U.S. citizens to assist individuals in evacuations and other emergency situations;

U. Foreign governments including foreign embassies and consulates when the information is requested or provided pursuant to customary international practice, including in compliance with consular notification and access provisions set out in the Vienna Convention on Consular Relations and other matters related to detention and/or arrest by a foreign government; or to assist individuals in evacuations and other emergency situations; or to provide foreign governments with information on an individual’s U.S. citizenship status in response to a request;

V. INTERPOL and international and foreign government entities in connection with health, safety, welfare and related matters, including but not limited to intercountry adoption and child abduction cases, custody disputes, cases of runaways and abused or neglected children, family abuse situations, missing persons, and notification of next of kin;

W. U.S. federal, state, territorial, tribal, and local government entities, in connection with health, safety, welfare and related matters, including but not limited to child abduction and intercountry adoption cases, custody disputes, cases of runaways and abused or neglected children, family abuse situations, missing persons, , and notification of next of kin;

X. U.S. departments, agencies, and federal interagency bodies who assist in the recovery of, and investigation and prosecution of cases involving individuals taken hostage and/or in armed conflict, kidnapped , or who can provide assistance or support related to detentions abroad, when the detention is covered by or in order to assess applicable of Executive Order 13698, issued on June 24, 2015, and/or by the Robert Levinson Hostage Recovery and Hostage-Taking Accountability Act of 2020;

Y. Family members and family-designated representatives when the subject of the record is unable or unavailable to provide written consent to disclosure of information, is involved in an emergency, and the disclosure is for the benefit of the subject;

Z. Family members and family-designated representatives when the subject of the record has disappeared or gone missing, in circumstances where it appears likely that the individual has died, and the release is for the benefit of the individual, his estate or his next of kin;

AA. Members of Congress when the information is requested on behalf of a family member or representative of the individual to whom disclosure is authorized under routine uses Y or Z;

BB. To the subject of a welfare/whereabouts inquiry where the inquirer requests that the Department provide information to the subject for the purpose of establishing contact or passing a message;

CC. Hospitals, shelters, hotels, hostels, study abroad institutions, group travel company offices, and other entities where U.S. citizens needing assistance could be located, to inquire if a subject of a welfare/whereabouts case may be present in their facility;

DD. A minor’s educational institution, in cases involving the minor’s health, safety, or welfare;

EE. Attorneys, or other professional service providers, when the individual to whom the information pertains is the client of the attorney or other provider making the request, or when the attorney or other provider is acting on behalf of some other individual to whom access is authorized under this notice, or in connection with litigation or administrative proceedings;

FF. Translators at the request of consular personnel or an applicant for consular services abroad, in connection with provision of consular services or other official purposes;

GG. Funeral homes and related service providers in connection with the death abroad of an individual;

HH. The news media in furtherance of a consular function, as determined by the Bureau of Consular Affairs, where disclosure could not reasonably be expected to constitute an unwarranted invasion of personal privacy or to have an undue adverse effect on either the subject or individuals associated with the subject, where there is a legitimate public interest in the information disclosed. Such consular functions may include providing information regarding arrests of U.S. citizens, to provide alerts, assessments, or similar information on potential threats to life, health, or property, or to keep the public appropriately informed of other consular matters;

II. Duly accredited, and Department-authorized, DNA relationship testing facilities in connection with consular services or functions, including adjudication of claims to U.S. citizenship;

JJ. With respect to intercountry adoption and international parental child abduction cases, records may be shared with:

(1) Individuals and entities identified by governments to assist in intercountry adoption and abduction cases, including adoption service providers, Bar Associations, and legal aid services;

(2) biological and adoptive parents, guardians, and children involved in intercountry adoption and abduction cases; and

(3) the Hague Conference on Private International Law;

KK. With respect to international abduction cases:

(1) The National Center for Missing and Exploited Children;

(2) Appropriate foreign government authorities, including central authorities of, and bodies duly accredited in, State Parties to the Hague Abduction Convention, in connection with specific child abduction cases;

(3) members of the International Hague Network of Judges; and

(4) prospective attorneys pursuant to a request for legal assistance;

LL. With respect to intercountry adoption cases:

(1) Central authorities of, and bodies duly accredited in, State Parties to the Hague Adoption Convention, and any other relevant competent authority that has jurisdiction and authority to make decision in matters of child welfare including adoption in a foreign State;

(2) organizations designated by the Department of State as Accrediting Entities in accordance with the IAA in connection with accreditation or approval or monitoring of adoption service providers; and

(3) adoption service providers in connection with the health, safety, and welfare of participants in intercountry adoptions as well as diplomatic inquiries regarding compliance with the Hague Adoption Convention, the IAA, and compliance with accreditation standards;

MM. Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the federal government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm;

NN. Another federal agency or federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the federal government, or national security, resulting from a suspected or confirmed breach.

This information may also be released on a need-to-know basis to other government agencies having statutory or other lawful authority to maintain such information.

Disclosure of passport applications, Consular Reports of Birth Abroad, Certificates of Loss of Nationality of the United States, Consular Reports of Death, and related documentation, is subject to the routine uses specified in this notice as well as to the routine uses set forth in the System of Records Notice for Passport Records, STATE-26.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Overseas Citizens Services Records and Other Overseas Records, State-05.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

By individual name, birth date, or other personal identifier if available.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. The retention period for Overseas Citizens Services Records and Other Overseas Records spans from two years to permanent, depending on the specific purpose of the collection and the nature of the information. Some files related to requests for government benefits and miscellaneous facilitative services are destroyed six months or one year after issuance. In some instances, files with historical significance are permanent records. Most files related to American Citizens Services consular assistance cases are stored in the Consular Consolidated Database and are retained for 20 years after closure of the case. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, NW; Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet users are required to take the Foreign Service Institute’s distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Overseas Citizens Services Records and Other Overseas Records, a user must first be granted access to the Department of State computer system. Employees and contractors are instructed that, as a general matter, any disclosure of Department-maintained information about an individual should be of the minimum amount of information reasonably necessary to accomplish the Department objective and undertaken in accordance with guidance contained in the Foreign Affairs Manual.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for FISMA low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanisms utilizing Public Key Infrastructure (PKI) and NIST 800-53 controls concerning virtualization, servers, storage, and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., NW., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes Overseas Citizens Services Records and Other Overseas Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Overseas Citizens Services Records and Other Overseas Records include records pertaining to him or her. A request to search Overseas Citizens Services Records and Other Overseas Records, STATE-05, will be directed to the Passport Office when it pertains to passport, registration, citizenship, birth or death records, and any records transferred from STATE–05 to STATE–26. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website (https://foia.state.gov/Request/Guide.aspx).

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., N.W.; Room B-266; Washington, DC 20520. The individual must specify that he/she wishes the Overseas Citizens Services Records and Other Overseas Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Overseas Citizens Services Records and Other Overseas Records include records pertaining to him or her. At a minimum, the individual must submit a request that complies with 22 CFR Part 171.

Pursuant to 5 U.S.C. 552a (k)(1), (k)(2), (k)(3), (k) (4), and (k)(5), certain records contained within this system of records may be exempt from subsections 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f).

Previously published at 81 FR 62235.

Department of State, 2201 C Street NW, Washington, DC 20520.

American citizens involved in terrorist incidents.

Case files.

Presidential Memorandum of September 25, 1972 establishing a Cabinet Committee to Combat Terrorism and under it a Working Group.

These records are maintained to (1) help maintain an effective response to the international terrorism problem; (2) use as guidelines in cases of future terrorist incidents; and (3) answer correspondence of the Department of State as may be required in the performance of their official duties. The Office of the Coordinator of Combatting Terrorism has contracted with the Rand Corporation a study of hostage situations involving American and other officials. In the course of the study, records were made available to Rand. The records may also be used by other outside research contractors having the necessary clearance for studies related to aspects of international terrorism. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained, in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records is indefinite. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Special Assistant to the Secretary and Coordinator for Combatting Terrorism Room 5243A, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of the Coordinator for Combatting Terrorism might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20250. The individual must specify that he/she wishes the records of the Office of the Coordinator for Combatting Terrorism to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates, which give the individual cause to believe that the Office of the Coordinator for the Combatting of Terrorism might have records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

Departmental personnel and medical records; family, friends, colleagues of the individual; intelligence agencies.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f). See Department of State Rules published in the Federal Register.

Unclassified and Classified.

Department of State, ESOC West, Building 17, 1 Denver Federal Center, Denver, Colorado 80225.

Chief, Cryptographic Services Branch, Systems Integrity Division, Bureau of Information Resource Management, SA-07B, 7958 Angus Ct, Springfield, VA 22153. The system manager can be reached on cryptoaccesspgm@state.gov.

•22 U.S.C. 4802 (Diplomatic Security) (Responsibility of Secretary of State);

•5 U.S.C. 301 (Management of Executive Agencies);

•5 U.S.C. chapter 73 (Suitability, Security, and Conduct);

•Executive Order 13526 (Classified National Security Information);

•CNSS Policy No. 3, dated October 2007 (National Policy on Granting Access to U.S. Classified Cryptographic Information);

•Executive Order 12968, as amended (Access to Classified Information);

•Executive Order 13467, as amended (Reforming Processes Related to Suitability for Government Employment, Fitness, for Contractor Employees, and Eligibility for Access to Classified National Security Information); and

•Security Executive Agent Directive 4 (National Security Adjudicative Guidelines).

The information collected and maintained in the Cryptographic Clearance Records system is used by the Bureau of Information Resource Management in the Department of State to determine an employee’s eligibility for cryptographic clearance and to protect cryptographic duties and sensitive information from unauthorized disclosure.

All current Civil Service and Foreign Service direct hire employees of the Department of State and Agency for International Development who have applied for cryptographic clearances as well as those who have already received cryptographic clearance. The Privacy Act defines an individual at 5 U.S.C. 552a (a)(2) as a United States citizen or lawful permanent resident.

This system contains employee name, last four digits of social security number (SSN), date of birth (DOB), Foreign Service (FS) HR ID number, FS skill code, position held by an employee, correspondence from the Bureau of Diplomatic Security concerning an individual’s clearance, and date the clearance was granted or denied.

These records contain information obtained from the individual who is the subject of these records and Cryptographic Services Branch personnel.

The information in Cryptographic Clearance Records system may be disclosed to the following:

(a.) Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(b.) Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 8 15, 2008). All these standard routine uses apply to Cryptographic Clearance Records, State-07.

Records are stored in hard copy and magnetic computer media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html.

Records are retrieved by individual name, last four digits of SSN, DOB, and Foreign Service (FS) HR ID number.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. The retention period for records maintained in the system is twenty years. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Cryptographic Clearance Records, a user must first be granted access to the Department of State computer system.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Cryptographic Clearance Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Cryptographic Clearance Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found on the Department’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he/she wishes the Cryptographic Clearance Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Cryptographic Clearance Records system include records pertaining to him or her.

None.

Previously published in the Federal Register on August 27, 2010 in Volume 75, Number 166, Public Notice 7132.

Unclassified.

Department of State, State Annex 05, 2200 C Street, NW, Washington, DC 20522, overseas at U.S. embassies, U.S. consulates general, U.S. consulates, U.S. missions. Files will also be stored within a government certified cloud, implemented by the Department of State and provided by a cloud-based provider.

U.S. Department of State; Director, Office of Alumni Affairs, Bureau of Educational and Cultural Affairs; U.S. Department of State, SA-5, 2200 C Street, N.W. Washington, D.C. 20522-0500.

5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921(Management of service).

The information maintained in this system is in keeping with the Department's mission to promote mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchange. Records in this system are used to aid in the identification, selection, and placement of individuals for educational and cultural exchange grants and programs, for the administration of such grants/cooperative agreements and programs, for statistical and financial reporting, and for maintaining contact with current and former educational and cultural exchange participants.

Applicants for participation in educational and cultural exchange programs; U.S. citizen applicants sponsored by the Bureau of Educational and Cultural Affairs (including unsuccessful applicants) to participate in outbound exchange programs; applicants to serve as host families for international exchange participants (including unsuccessful applicants); officials, owners, chief executives, and legal counsel of designated sponsors, including unsuccessful designation applicants; officials, owners, chief executives, legal counsel, and family members of host entities, to include host families, host organizations, and host employers. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Categories of records may include identifying information, such as, but not limited to, name, date of birth, gender, race, ethnicity, disability, U.S. and foreign home address, mailing and email addresses, telephone numbers, numeric identifier (such as employee identification number, Social Security number, or passport number), educational information, employment information, wage compensation information, financial information, academic transcripts, letters of reference, ratings by nongovernmental panel members, insurance vouchers and/or cards, medical information, criminal background checks, designation information, information gathered from other United States Government (USG) records systems such as SEVIS, press releases and media reporting (including print and online platforms).

These records contain information obtained directly from the individual who is the subject of these records, from implementing partner organizations, from other U.S. government agencies, schools, colleges and universities, designated sponsors, and from published material and other reference sources.

Educational and Cultural Affairs Exchange Program Records, State-08 may be disclosed:

To the general public, for participant directories and for program promotion;

To media, for program promotion;

To public and private sector partner organizations for the purposes of marketing, recruitment, alumni association affiliation, and as necessary for administration of programs as supervising organizations change and transfer roles;

To the J. William Fulbright Foreign Scholarship Board as necessary for oversight of the Fulbright and Humphrey Programs, and for communicating with current and former Fulbright and Humphrey grantees;

To officials of foreign governments, for participant vetting and selection; and for the procurement of necessary services for exchange program participants placed overseas, such as entry permits, residence registration, and documentation of academic affiliation;

To attorneys or other persons designated by participants to represent them;

To health insurance carriers contracting with the Bureau of Educational and Cultural Affairs to provide a health benefits plan for exchange participants, to identify enrollment in a plan, to verify eligibility for payment of a claim for health benefits, or to carry out the coordination or audit of benefit provisions of such contracts;

To participants’ family members or other relatives designated by them to assist in case of emergency or matters related to the students’ health, safety and welfare;

To the President of the United States, the Executive Office of the President, members of Congress, including legislative and appropriations committees charged with consideration of legislation and appropriations for the Bureau of Educational and Cultural Affairs, or representatives duly authorized by such, and U.S. state and local officials;

With officials of federal, state, municipal, foreign or international law enforcement or other relevant agency or organization as needed for security, law enforcement or counterterrorism purposes, such as: investigative material, threat alerts and analyses, protective intelligence and counterintelligence information;

With the news media and the public when a matter involving the Department of State has become public knowledge; the Under Secretary for Public Diplomacy and Public Affairs determines that in response to the matter in the public domain, disclosure is necessary to provide an accurate factual record on the matter; and the Under Secretary for Public Diplomacy and Public Affairs determines that there is a legitimate public interest in the information disclosed;

To the Department of Justice when conducting litigation or in proceedings before any court;

To designated sponsors for the purpose of designation, enrollment, and the monitoring of category J nonimmigrants, as well as audit, oversight, and compliance enforcement.

To a contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m);

To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm;

To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to many of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Educational and Cultural Affairs Exchange Program Records, State-08.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

Records covered by this SORN are retrievable by individual name and numeric identifier, as well as by each category of records in the system.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. The retention period for these records spans from two years to 25 years depending on the specific purpose for the collection. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff who handle PII are required to take the Foreign Service Institute’s distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. It is Department policy that all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Educational and Cultural Affairs Exchange Program Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a background security investigation.

The safeguards in the following paragraphs apply only to records that are maintained in cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Only information that conforms with Department-specific definitions for FISMA low or moderate categorization are permissible for cloud usage unless specifically authorized by the Cloud Computing Governance Board. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, NIST Federal Information Processing Standards (FIPS) and Special Publication (SP), and Department of State policy and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Authorizing Official.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Educational and Cultural Affairs Exchange Program Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Educational and Cultural Affairs Exchange Program Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website located at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Educational and Cultural Affairs Exchange Program Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Educational and Cultural Affairs Exchange Program Records include records pertaining to him or her.

None.

Previously published at 72 FR 45083.

Unclassified.

Department of State, 2201 C Street NW, Washington, DC 20520.

Employees and applicants for employment who have filed formal or informal complaints that allege discrimination; employees and members of the public who have filed a complaint under Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.), Title IX of the Educational Amendments of 1972 as amended (20 U.S.C. 1681), Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000e), Sections 504 or 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794 and 794d), the Equal Pay Act of 1963 (29 U.S.C. 206(d)), the Age Discrimination in Employment Act of 1967 (29 U.S.C. 621), the Genetic Information Nondiscrimination Act of 2008 (42 U.S.C. chapter 21F), Executive Order 11478, as amended, or the Age Discrimination Act of 1975 (42 U.S.C. chapter 76).

Investigative reports; employment applications; biographic information to include race, color, national origin, sex, sexual orientation, religion, age, disability, genetic information; and employment histories.

20 U.S.C. 1681; 29 U.S.C. 794 and 794d; 42 U.S.C. 2000d et seq.; 29 U.S.C. 206(d); 42 U.S.C. 2000e et seq.; Executive Order 11478, as amended; 42 U.S.C. chapter 21F; 29 U.S.C. 621; and 42 U.S.C. chapter 76.

For the investigation, information collected is used for the processing and resolution of informal and formal complaints of discrimination filed against the Department of State in accordance with 29 CFR part 1614 and the Department's internal procedures for addressing Equal Employment Opportunity (EEO) complaints; and for the investigation, processing and resolution of complaints of discrimination under 42 U.S.C. 2000d and complaints under 20 U.S.C. 1681, 29 U.S.C. 794 and 794d, 42 U.S.C. 6101, 29 U.S.C. 621, and 36 CFR chapter XI.

Records from this system will be disclosed to the U.S. Equal Employment Opportunity Commission and other federal agencies for purposes of investigating, processing, adjudicating, resolving and litigating complaints involving more than one agency, or in situations where the Department of State has requested that another federal agency provide investigative support for a complaint.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Records Maintained by the Office of Civil Rights, State-09.

Disclosure to consumer reporting agencies:

None.

Storage:

Hard copy and electronic.

By individual name and Employee Identification Number (EID).

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Records Maintained by the Office of Civil Rights, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department-approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Records are retired or destroyed in accordance with published records disposition schedules of the Department of State and as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Director, Office of Civil Rights, Room 7428, Department of State, 2201 C Street, NW., Washington, DC 20520.

Individuals who have cause to believe that the Office of Civil Rights might have records pertaining to them should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW, Washington, DC 20522-8001. The individual must specify that he/she wishes the Records Maintained by the Office of Civil Rights to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; and the approximate date upon which the individual filed a formal or informal complaint alleging discrimination or requested other services from the Office of Civil Rights.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

(See above).

The individual; supervisors of the individual; EEO counselors; EEO personnel; and other employees or individuals having knowledge of the facts involved in the complaint.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a(k)(5) and (k)(6). See 22 CFR part 171.

Department of State, 2201 C Street NW, Washington, DC 20520.

Former and current Bureau of Intelligence and Research consultants/experts; individuals nominated to be Bureau of Intelligence and Research consultants/experts; consultants/experts to other bureaus who have been employed by the Bureau of Intelligence and Research; principal investigators and action officers of government-supported research on foreign affairs.

Administrative materials; career history; research papers by consultants/experts; information on contract research projects carried out under government contracts and grants; copies of form letters sent to authors requesting copies of their research papers and their responses.

22 U.S.C. 811a.

Information in this system is maintained in order to manage the consultant program and other external research related activities. Information in this system is used in the preparation of reports on work performed by consultants/experts and in the preparation of periodic summaries of financial commitments for approved projects. This information is also used to insure that a consultant does not work more than the statutory number of days allowed each service year. The principal users of this information outside the Department of State are academic institutions and other Bureau of Intelligence and Research consultants/experts. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. The inventory of "Government Supported Research on Foreign Affairs"is published annually in five unclassified volumes and one classifed volume. The unclassified volumes are widely distributed throughout the United States Government and to overseas posts. They are also available to private individuals through the National Information Service, U.S. Department of Commerce. The classified volume is distributed to U.S. Government officials. "Foreign Affairs Research Papers Available"is distributed throughout the U.S. Government and is available to private individuals through the U.S. Government Printing Office. "Studies in Foreign Affairs: A Bibliography of Government-Supported Research" is an annual cumulative listing of classified and unclassified studies resulting from government-sponsored research. It is given limited distribution on a complimentary basis throughout the U.S. government. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy; magnetic computer media.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies from one to 5 years, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Bureau of Intelligence and Research, Room 6531, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of External Research might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of External Research to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates, which give the individual cause to believe that the Office of External Research might have records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; Office of External Research of the Department of State; Office of Personnel of the Department of State; educational institutions; office which employs the consultant; payroll office of the Department of State.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d),(e)(1),(e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Unclassified and classified.

Department of State; 2201 C Street, NW; Washington, DC 20520; and overseas at U.S. embassies, U.S. consulates-general and consulates.

Individuals charged with or convicted of an extraditable crime who have fled from the United States and whose return is sought by state or federal law enforcement agencies. Individuals charged with or convicted of an extraditable crime who have been located in the United States and whose return is sought by a foreign government. Individuals charged with or convicted of a state or federal crime in the United States whose return is sought by deportation or expulsion when they have fled the United States for a foreign country.

Dossiers documenting U.S. and foreign extradition requests of fugitives who are wanted for trial for, or who have been convicted of, crimes committed within the jurisdiction of the United States or foreign countries. Files may contain the following documents: Correspondence between the Office of the Legal Adviser and the U.S. Department of Justice, state and federal authorities in the U.S., courts of law, attorneys; copies of communications with Foreign Service posts serving as intermediaries in the extradition process; diplomatic correspondence to or from foreign governments; copies of interagency and intra-agency electronic communications; file and attorney notes; supporting documents such as copies of court records of the legal proceedings, including, but not limited to, charging documents such as complaints or indictments, warrants, judgments or conviction records, prosecutor and investigative affidavits, witness statements, applicable legal statutes; and identification information, including photos, fingerprints and identification numbers; committal documents, such as the extradition order, affidavit of waiver, legal briefs and hearing transcript, decision memo to the Secretary of State or to his or her Deputy, and the surrender warrant.

5 U.S.C. 301 (Management of the Department of State); 18 U.S.C. 3181-3196 (Extradition); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3904 (Foreign Relations and Intercourse, Functions of the Foreign Service); 22 U.S.C. 3921 (Management of the Foreign Service); and the U.S. Constitution, Art. VI, sec. 2 (Supremacy of the Constitution, Laws and Treaties).

The information contained in this system of records is collected and maintained by the Office of the Legal Adviser, Law Enforcement and Intelligence in the administration of its responsibility to facilitate U.S. and foreign requests for fugitives subject to extradition requests in accordance with international treaty obligations.

The information in this system is used exclusively to obtain the arrest and extradition of a fugitive who has committed a felony or extraditable crime and who is the subject of an outstanding domestic or foreign warrant of arrest. Extradition requests and documents are sent to the U.S. Embassy or U.S. Consulate resident in the appropriate countries for transmission to the foreign government, including the foreign ministry and law enforcement agencies. Extradition requests received by the U.S. Department of State from a foreign government are transmitted to the U.S. Department of Justice.

Also see the "Routine Uses" Paragraph of the Prefatory Statement published in the Federal Register and on our web site at www.foia.state.gov.

Storage:

Electronic media, hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Assistant Legal Adviser for Law Enforcement and Intelligence, Office of the Legal Adviser; Room 5419; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Office of the Legal Adviser, Law Enforcement and Intelligence might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Extradition Records to be checked. At a minimum, the individual should include: name; date and place of birth; current mailing address and zip code; signature; and preferably his/her social security number; and a brief description of the circumstances that caused the creation of the record.

Individuals who wish to gain access to the records pertaining to themselves should write to the Director; Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the U.S. Department of Justice, federal and state law enforcement agencies, state and federal courts, offices of the state and federal prosecutors and similar foreign and diplomatic sources, and attorneys representing the individual.

Pursuant to 5 U.S.C. 552a (k)(1) and (k)(2) records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).

"Foreign Service Employee Locator/Notification Records, State-12" was previously published at 42 FR 49705 and "Employee Contact Records, State-40" was previously published at 75 FR 67431 before being modified and re-published at 83 FR 17873.

Department of State, 2201 C Street NW, Washington, DC 20520.

Foreign Service personnel of the Department of State, the Agency for International Development (AID) and the U.S. Information Agency (USIA) who have filed a formal grievance with the Foreign Service Grievance Board.

Case files.

3 FAM 660.

This system of records is maintained in order to settle grievances presented by employees against the agencies which employ them. No one other than the individual grievant, his representative(s), if any, the representative(s), of the Agency against whom the grievance has been filed, and the Foreign Service Grievance Board may have access to the records of proceedings. However, when the Secretary of State, the Administrator of AID, or the Director of USIA are acting on a recommendation by the Board concerning promotion, assignment, or disciplinary action submitted under 3 FAM 667.3 only, the record will be made available to them alone upon request. A copy of the official record is provided to the appropriate court whenever a grievant files a court suit over his or her grievance. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage: Hard copy.

By individual name; by log numbers.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

These records are retained indefinitely. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Executive Secretary, Foreign Service Grievance Board, Room 3418A, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have cause to believe that the Foreign Service Grievance Board might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street, NW, Washington DC 20520. The individual must specify that he/she wishes the records of the Foreign Service Grievance Board to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; the approximate date upon which the individual filed a formal grievance with the Foreign Service Grievance Board.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; the agency which employs the individual.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Unclassified.

The George P. Shultz National Foreign Service Institute, 4000 Arlington Boulevard, Arlington, VA. Some records may be stored within U.S government authorized cloud-based systems that are FedRAMP certified and overseen by the Department’s IRM Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

Executive Director for Management, Foreign Service Institute, SA-42, Room F- 2128, 4000 Arlington Blvd, Arlington, VA 22204, OMISwork@state.gov

5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 4021-4029 (chapter 7 of the Foreign Service Act of 1980).

The information contained within Foreign Service Institute (FSI) systems is used to provide the Institute’s student information and training delivery management services, to support the staff and students, and for billing services.

Persons who requested and/or received training from the Foreign Service Institute, took a language proficiency test given by the Foreign Service Institute, or received external training (including at colleges and universities) sponsored or approved by the Institute including, but not limited to: (1) employees (and eligible family members thereof) of the Department of State; (2) employees (and eligible family members thereof) of other federal agencies; (3) members (and eligible family members thereof) of the U.S. military; (4) citizens or nationals of the United States, or employees of any corporation, company, partnership, association or other legal entity that is 50 percent or more beneficially owned by citizens or nationals of the United States, that is engaged in business abroad, as well as immediate family members of such individuals; (5) citizens or nationals of the United States, or employees of any corporation, company, partnership, association or other legal entity that is 50 percent or more beneficially owned by citizens or nationals of the United States, under contract to provide services to the United States Government or any employee thereof that is performing such services; and (6) applicants for employment at the Department of State. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Training request forms and supporting documentation; progress reports; evaluation reports; course grades and/or test scores; general correspondence; biographic information; educational and employment history; security clearance data; travel vouchers; fiscal, i.e., payment or billing, information.

These records contain information that is primarily obtained from the individual who is the subject of the record.

Foreign Service Institute Records may be disclosed:

To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(a) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

(b)To other federal agencies that send students to the Institute for training.

(c) To non-federal organizations that send students to the Institute for training.

(d)To universities to which the Institute sends students for training.

(e)To other training vendors to which the Institute sends students for training.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices as stated below appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Foreign Service Institute Records, State-14.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found at https://fam.state.gov/FAM/ 05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

Records may be retrieved by individual name, the last four digits of Social Security Number, or other unique identifiers.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. Digital records in FSI systems that are no longer active are updated with an inactive flag. They remain for 60 years after the inactive status is set. FSI follows the Department of State’s e-Records disposition schedule when records are 100 years old. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

All Department of State network users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Foreign Service Institute Records, a user must first be granted access to the Department of State computer system.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes, and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for Federal Information Security Modernization Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage, and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Foreign Service Institute Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Foreign Service Institute Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found on the Department’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he/she wishes the Foreign Service Institute Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Foreign Service Institute of Records include records pertaining to the individual.

Pursuant to 5 U.S.C. 552a (k)(6) records in this system of records may be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(l), (e)(4)(G), (H) and (I) and (f).

Previously published at 71 FR 8882 (February 21, 2006).

Department of State, 2201 C Street NW, Washington, DC 20520.

Employees, contractors, consultants, and persons detailed to the Department of State, the Arms Control and Disarmament Agency, and Agency for International Development who have or have had any special intelligence clearance.

Clearances held by the individual; information relevant to special intelligence clearances.

18 U.S.C. 798; 22 U.S.C. 811a.

The information is used to control access to several highly sensitive categories of intelligence materials. The principal users of this information outside the Department of State are: Central Intelligence Agency; National Security Agency; Defense Intelligence Agency; Department of Defense; Energy Resources Development Agency; Federal Bureau of Investigation; Department of the Treasury; Arms Control and Disarmament Agency; Agency for International Development. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy; magnetic computer media.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

These records are retained permanently. They are retired in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Bureau of Intelligence and Research, Room 6531, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Intelligence and Research might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Bureau of Intelligence and Research to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates, which give the individual cause to believe that the Bureau of Intelligence and Research might have records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (Address above).

(See above).

The individual; Office of Security of the Department of State.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals serving as members or staff of a U.S. delegation to an international conference.

Delegation reports; delegation lists; credentials; temporary hire contracts and vouchers, including position title, salary rate, period of time worked and the conference for which the contract was let; funding information; copies of travel orders; certifications of security clearances.

22 U.S.C. 811a.

The information provides material for reference research regarding credentials and support requirements of particular delegations. The principal users of this information outside the Department of State are: Department of Justice; Civil Service Commission; Congress; the individual. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy.

By individual name only if the travel or temporary contract was funded by ICC appropriation; by name, site, and date of conference.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records is indefinite. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Office of International Conferences, Room 1517, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have cause to believe that the Office of International Conferences might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of International Conferences to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; the name, location, and approximate date of the conference to which the individual was a member of the staff or delegation.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individuals; public media sources; former employers; Members of Congress; Federal agencies.

Department of State, 2201 C Street NW, Washington, DC 20520; Department of State Annex 2, 515 22nd Street NW, Washington, DC 20037.

Individuals employed by or seeking employment with international organizations; members of Congress who have written to the Department of State in connection with international organization employment matters; applicants for employment with international organizations processed under Executive Order 10422; members of the U.S. National Commission for UNESCO, past, present, and prospective.

Biographic information; resumes and/or employment application forms; letters of recommendation and reference checks; letters of referral; related communications and notes, including copies of letters from members of Congress; letters from individuals; requests for E.O.10422 processing and results.

Executive Order 10422 (Loyalty Clearance Program), entitled "Prescribing Procedures for Making Available to the Secretary General of the United Nations Certain Information Concerning United States Citizens Employed or Being Considered for Employment on the Secretariat of the United Nations"; 5 U.S.C. 3343 and 3581-3582; Executive Order 11552 entitled "Providing for Details and Transfers of Federal Employees to International Organizations".

Records of individuals employed by or seeking employment with international organizations are used to determine qualifications of candidates for specific jobs with international organizations, to correspond with Missions and Embassies concerning candidates, to correspond with the individual candidates, or to respond to a Congressional inquiry. Records on applicants for employment with international organizations processed under Executive Order 10422 are used to process the Loyalty Clearance request and to maintain a record of the clearance status. Information from this system is used to notify international organizations of the status and results of E.O. 10422 processing. Copies of resumes or applications are referred to international organizations, private foundations, and Federal agencies involved in the recruitment of candidates. In addition, information contained in these records is released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Magnetic computer media; hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies from zero to 10 years, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Executive Director, Bureau of International Organization Affairs, Room 6327, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have cause to believe that the Bureau of International Organization Affairs might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Bureau of International Organization Affairs to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; public media sources; previous employers; professional associations and educational institutions; international and nongovernmental organizations; other federal agencies.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c) (3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Department of State, 2201 C Street NW, Washington, DC 20520.

Labor attaches; applicants to be labor attaches; former labor attaches.

Personnel audit reports; applications; resumes; correspondence related to appointment, training, assignment, or transfer of labor attaches.

22 U.S.C. 811a.

The principal user of this information outside the Department of State is the Department of Labor. This information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies from 2 to 5 years, depending upon the specific kind of record involved. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Special Assistant to the Secretary and Coordinator, International Labor Affairs, Room 4232, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have cause to believe that the Office of the Special Assistant and Coordinator, International Labor Affairs might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of International Labor to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; approximate dates during which he/she was a labor attache or applied to be a labor attache.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; officers within the Department of State; Department of Labor.

Department of State, 2201 C Street NW, Washington, DC 20520.

Members of Congress; members of the Advisory Committee on the Law of the Sea.

Correspondence to and from members of Congress relating to the Law of the Sea and their participation in the Executive Branch’s Law of the Sea program; information pertaining to security clearances for members of the Advisory Committee on the Law of the Sea; articles written by members of the Advisory Committee; correspondence received from members of the Advisory Committee; administrative papers regarding travel expenses and funding for members of the Advisory Committee.

The records have been maintained by the Office of the Law of the Sea Negotiations since its establishment in 1973, under the authority granted to the Deputy Secretary of State by the National Security Council as Chairman of the National Security Council Interagency Task Force on the Law of the Sea.

The records are maintained for the efficient handling of matters dealing with the Law of the Sea. Information may be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Deputy Special Representative of the President to the Law of the Sea Conference and Chairman of the International Task Force on the Law of the Sea, Room 4321, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of Law of the Sea might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of the Law of the Sea to be checked. At a minimum, the individual must include: Name; place and date of birth; current mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates, which give the individual reason to believe that the Office of the Law of the Sea might have records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center, (address above).

See above.

The individual; offices within the Department of State.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)((G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

All attorney applicants for employment with the Office of the Legal Adviser (including unsuccessful applicants).

All categories of records may include identifying information, such as but not limited to, name, date of birth, home address, mailing and e-mail addresses, social security number, and home telephone number. The recruitment and employment files may contain any of the following documents as well as related documents not otherwise stated: resumes, interview opinions, letters of recommendation, applicant’s writing samples, college transcripts, academic/professional references, and applications for Federal employment and associated attachments.

5 CFR 213.3102(d)&(e)(Excepted service attorney positions); 5 CFR 213.3202(a)(Excepted service student positions); 5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 2581 (General Authority of Secretary of State); and 22 U.S.C. 2651a (Organization of the Department of State).

The information contained in this system of records is collected and maintained by the Office of the Legal Adviser in order to fulfill its limited delegation of authority from the Bureau of Human Resources to facilitate the recruiting, processing and appointing of attorneys in the Office of the Legal Adviser.

The information in the Legal Adviser Attorney Employment Application Records is used primarily to fill vacancies in the Office of the Legal Adviser. Information contained in the files is used:

By the Bureau’s Attorney Recruitment Committee and Executive Office Staff to screen and evaluate potential candidates;

By the selecting official(s) for possible consideration and assessment; and

By the Bureau of Human Resources to eventually complete the employment processing of selectees.

Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register and on our web site at www.foia.state.gov.

Storage:

Electronic media and hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street, NW; Washington, DC 20522-6001.

Executive Director; Office of the Legal Adviser; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Office of the Legal Adviser might have records pertaining to themselves should write to the Director, Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street; NW; Washington, DC 20222-6001. The individual must specify that he/she wishes the Legal Adviser Attorney Employment Application Records to be checked. At a minimum, the individual must include: name; date and place of birth; current mailing address and zip code; signature; and the approximate date on which he/she applied for employment with the Office of the Legal Adviser.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, the Bureau of Human Resources, educational institutions, the Office of the Legal Adviser, and the references provided by the applicant.

Pursuant to 5 U.S.C. 552a(k)(5), certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).

Unclassified and Classified.

Department of State ("Department"), located at 2201 C Street NW, Washington, DC 20520; Department of State annexes, U.S. Embassies, U.S. Consulates General, and U.S. Consulates.

Executive Director, Office of the Legal Adviser and Bureau of Legislative Affairs, Department of State, 600 19th Street NW, Suite 5.600, Washington, DC 20522 and can be reached at Legal-privacy@state.gov.

5 U.S.C. 301; 22 U.S.C. 2651a; 22 U.S.C. 2656; 42 U.S.C. 659; 42 U.S.C. 666; 5 C.F.R. Part 581.

Information in the Legal Adviser's Case Management Records is used to provide or facilitate the provision of legal advice and opinion to the offices of the Department of State and to facilitate defense or representation of the Department in litigation and in other legal proceedings. Information may also be used to reply to requests from federal, state, local, or international courts, agencies, commissions, organizations, or mechanisms.

Individuals who have filed or are the subject of administrative grievances or proceedings and Equal Employment Opportunity complaints; individuals involved in disciplinary proceedings; individuals involved in alleged criminal activity or activity in violation of regulations; individuals who have filed claims against the United States; individuals who have sued the Department of State or any officials; individuals whose records may be relevant to legal proceedings involving the Department of State; individuals who are the subjects of inquiries from federal, state, and local agencies; individuals who are the subjects of inquiries by international commissions, organizations, or mechanisms; individuals who are the subjects of income withholding orders, garnishment orders, bankruptcy orders, state tax liens, and similar court or agency documents; individuals who have raised or discussed legal or policy questions with the Office of the Legal Adviser; and individuals who have otherwise contacted the Office of the Legal Adviser. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Biographic information, such as name, contact information, and place of birth; employment histories; summaries of circumstances surrounding grievances, Equal Employment Opportunity complaints, claims, litigation, or disciplinary proceedings; internal memoranda; copies of indictments and charges; criminal records and reports of investigations; civil and administrative court records; emails; electronic records in various formats; supporting documentation for a case against or involving the Department, an individual or group; contracts and other legal documents; income withholding orders, garnishment orders, bankruptcy orders, state tax liens, and similar court or agency documents; inquiries from federal, state, and local agencies, and responses to those inquiries; inquiries from international commissions, organizations or mechanisms, and responses to those inquiries; documents that may be relevant to or obtained in the course of legal proceedings and investigations; correspondence related to legal or policy issues, regardless of format (paper or electronic).

These records contain information that is primarily obtained from the individual; offices of the Department of State; other government agencies, particularly the Department of Justice; court systems and administrative bodies; international commissions, organizations, and other mechanisms; previous employers; neighbors; security investigation reports; other employees or individuals having knowledge of the issue about which a legal opinion is requested or who are party to litigation or investigation.

Legal Case Management Records may be disclosed to:

(a) The Department of Justice and other federal agencies in connection with facilitating defense of the Department in legal proceedings and analyzing legal issues;

(b) Federal, state, and foreign courts, tribunals, and adjudicatory bodies where relevant and necessary to legal proceedings;

(c) International courts, tribunals, commissions, organizations, and mechanisms where relevant and necessary to proceedings or inquiries;

(d) A party to a legal proceeding involving the Department, or the party's attorney or other designated representative where relevant and necessary to legal proceedings;

(e) A source, witness or subject, or an attorney or other designated representative of any source, witness or subject where relevant and necessary to legal proceedings;

(f) Federal agencies having statutory or other lawful authority to maintain such information where relevant and necessary to fulfill statutory responsibilities;

(g) Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm;

(h) Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach;

(i) The Department may respond to federal, state, and local agency inquiries related to child support, alimony, bankruptcy, state tax lien, or similar issues;

(j) Pursuant to a court or agency order, the Department may disclose relevant information to private collection agencies, law firms and/or other individuals authorized to receive benefits under such order; and

(k) The Department may also publish certain information from this system of records in a Department-published annual digest and through other Department-controlled media when the Department reasonably believes that such publication will inform the public about its practice of international law. This may include, but is not limited to, information about cases, proceedings, and inquiries in which the Department participates or is involved.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All of these standard routine uses apply to Legal Case Management Records, State-21.

Records will be stored in both hard copy and electronic media. A description of standard Department of State policies concerning storage of electronic records is found in the Department’s Foreign Affairs Manual (https://fam.state.gov/FAM/05FAM/05FAM0440.html). All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

Hardcopy by name, date, country, and/or subject; electronic by keyword or metadata.

Records maintained in this system of records are generally permanent and are retired to the Records Service Center one year after the close of the case. These records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA), and a complete list of the Department’s schedules can be found on our Freedom of Information Act (FOIA) program’s website (https://foia.state.gov/Learn/RecordsDisposition.aspx). More specific information may be obtained by writing to the following address: Director, Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

All users are given cyber security awareness training that covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. While the majority of records covered in the Legal Case Management Records are electronic, all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Legal Case Management Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a background security investigation.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Legal Case Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Legal Case Management Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website (https://foia.state.gov/Request/Guide.aspx).

Individuals who wish to contest records should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he/she wishes the Legal Case Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Legal Case Management Records include records pertaining to him or her.

Pursuant to 5 U.S.C. 552a (k)(1), records in this system may be exempted from subsections (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), (f) of 552a. See 22 CFR 171.26.

This SORN was previously published at 81 FR 40741.

Unclassified.

Department of State, 2201 C Street, NW., Rm 2214 Washington, DC 20520.

Media representatives who request interviews with the Secretary of State and/or Department principals; individuals who apply to accompany the Secretary of State on official travel; individuals who request building passes for access to the Department; individuals who request information from a press officer concerning an issue(s) or information about the Department and its policies; individuals who are on the mailing list for the Secretary’s speeches; individuals who invite the Secretary or Department principals to accept a speaking engagement or attend a function; representatives of nongovernmental organizations throughout the United States; state and local government officials; and Department employees who have asked the Bureau of Public Affairs to place articles about their achievements in their hometown newspapers.

This system contains contact information for individuals who are involved in the operations of the Bureau of Public Affairs; travel records, assignments, biographies, speaking engagements, interviews and communications of Department Secretaries, principals and members of the media; records relating to requests for access to Department facilities; press releases; names of local media organizations; information on Department employees who asked the Bureau of Public Affairs to publish information/articles about them; and invitations sent to the Secretary and Department principals to include the name/organization of the requester, internal control number, assigned action office and status.

5 U.S.C. 301 (Management of Executive agencies); 22 U.S.C. 2651a (Organization of the Department of State); and 22 U.S.C. 3921 (Management of the Service/Secretary of State).

The purpose of soliciting this information is to enable the Bureau of Public Affairs to establish and maintain contact with the media, members of civil society organizations and the general public and circulate information to specific individuals or groups based on self-identified regional and policy interests.

The records in this system may be disclosed to contact members of the media to inform them of events, travel opportunities, and status of building access requests; respond to media representatives’ and general public inquiries on various topics; and prepare briefing materials for interviewees.

The information may be made available as a routine use to other U.S. Government agencies and the White House for purposes of planning and coordinating public engagement activities.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Records of the Bureau of Public Affairs, State-22.

Disclosure to consumer reporting agencies:

None.

Storage:

Electronic, hardcopy.

By individual name.

All users are given cyber security awareness training, including the procedures for handling Sensitive but Unclassified information including personally identifiable information. Annual refresher training is mandatory. Before being granted access to Records of the Bureau of Public Affairs, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

Records are retired in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Deputy Assistant Secretary, Bureau of Public Affairs, Room 6800, Department of State, 2201 C Street NW., Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Public Affairs has records pertaining to them should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services (address above).

See above.

These records contain information obtained directly from the individual who is the subject of these records, the agency or organization that the individual represents, published directories and/or other bureaus in the Department.

None.

Unclassified and classified.

Department of State, Annex 15; 1800 N. Kent Street; Arlington, VA 22209.

Employees of the Department of State, employees of other federal agencies, private U.S. citizens, and other individuals who have incurred a debt to the Department of State or the U.S. Government. Examples may include but are not limited to repatriation loans, emergency medical/dietary assistance loans, employee medical services, salary advances, and travel advances.

Documentation and related correspondence regarding the incurrence of a debt, which may include, but are not limited to the following: Fiscal irregularity accounts, installment and promissory agreements, repatriation loan applications, emergency medical/dietary assistance loan applications, transmittals from the Office of Medical Services regarding employee medical services and insurance reimbursement to the Department, salary advances, travel advances, unused tickets, and other debtor accounts submitted to the Department of State by other federal agencies for collection action.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the Department of State); 31 U.S.C. 3701-3720A (Claims of the United States Government).

The information in this system is used for aging, reviewing, collecting and updating the individual accounts of debts owed to the Department of State or the U.S. Government, in accordance with the Debt Collection Improvement Act of 1996. The principal user of this information outside the Department of State is the Department of Treasury for administrative offset collection. Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic media, hard copy.

Individual name, Social Security Number.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to Annex 15 has security access controls (code entrances) and/or security alarm systems. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of Information Resources Management Programs and Services, Room 1239, Department of State; 2201 C Street, NW, Washington, DC 20520-1512.

Managing Director, Domestic Financial Services Directorate, Room 6604D, Department of State, Annex 15, 1800 N. Kent Street, Arlington, VA 22209.

Individuals who have reason to believe that the Domestic Financial Services Directorate might have records pertaining to themselves should write to the Director; Office of Information Resources Management Programs and Services, Room 1239, Department of State, 2201 C Street, NW, Washington, DC 20520-1512. The individual must specify that he/she wishes the Records of the Domestic Accounts Receivable Tracking System to be checked. At a minimum, the individual should include: Name; date and place of birth; Social Security Number; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, (including the city and/or country); and the approximate dates which give the individual cause to believe that the Domestic Financial Services Directorate has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Resources Management Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Sensitive but unclassified.

The Enterprise Server Operations Center (ESOC WEST) in Denver, Colorado. Some records may be stored within a government cloud provided system (Amazon Web Services and Microsoft Azure Gov) and within a FedRAMP authorized government cloud system provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

Director for Medical Informatics, Bureau of Medical Services, 2401 E Street, NW, Washington, DC 20522, HerringED@state.gov.

Foreign Service Act of 1980, Sec. 904 (22 U.S.C. 4084); and 5 CFR part 792 (Federal Employees’ Health, Counseling, and Work/Life Programs).

The records maintained in the systems include Personally Identifiable Information (PII) and Protected Health Information (PHI) and are used to enable MED’s practitioners to provide the best medical care possible to a globally dispersed patient population. Records include patients’ medical history/records, which are used to provide medical care, adjudicate medical clearances, and support medical evacuations. Additionally, the system describes the medical capabilities available at each Post to support employees under Chief of Mission authority. Moreover, the system also serves to provide medical clearances of applicants to the Department of State. The system also serves to record and monitor the current status of the professional credentials of Department of State Foreign Service, Civil Service and Locally Employed Staff healthcare providers.

Applicants to the Department of State and their family members, U.S. Government employees and their family members, Locally Employed Staff, and any other individuals eligible to participate in the medical program of the U.S. Department of State as authorized by either section 904 of the Foreign Service Act of 1980 (22 U.S.C. 4084) or other applicable legal authority. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Categories of records include full name; Social Security number (Department of State Employees and applicants only); date of birth; address; email address; phone number; State Global Identifier (SGID); reports of medical examinations and related documents, images, and other items; reports of treatments and other health services rendered to individuals; immunization records; narrative summaries of hospital treatments; personal medical histories; reports of on-the-job injuries or illnesses; reports on medical evacuation; and/or any other types of individually identifiable health information generated or used in the course of conducting health care operations. This system includes records that contain protected health information and does not include records maintained by the Department of State and/or other employers in their capacity as employers.

This system also includes certain records maintained as part of the Department's Employee Assistance Program pursuant to 5 CFR part 792. The system also includes a directory of MED staff, and professional credentials of MED providers. The directory may include addresses, emails, and phone numbers for direct-hire Foreign Service, Civil Service, and Locally Employed Staff medical personnel. The credentials that are maintained include copies of licenses and certifications (Professional, Clinical, Drug Enforcement Administration (DEA), clinical privileges information, and National Provider Identifier (NPI)). For use by MED clinical staff, the system maintains directories and high-level assessments of the location and quality of medical resources offered in the areas surrounding most Post locations. This system also includes the medical clearance records of applicants to the Department of State who are in the final stages of their application process and may further include the medical clearance records of their family members.

Information contained in these records comes from applicants, patients, hospitals, clinics, laboratories, private medical providers, employers, and medical professionals employed by the Department of State.

Medical Records may be disclosed:

A. To another health care provider, a group health plan, a health insurance issuer, or a health maintenance organization for purposes of carrying out treatment, payment, or health care operations;

B. To a parent, guardian or other person acting in loco parentis with respect to the subject of the information;

C. To a health oversight agency or public health authority authorized by law to investigate or otherwise oversee the relevant conduct or conditions of the Department of State's medical program, or for such oversight activities as audits; civil, administrative, or criminal proceedings or actions; inspections; and licensure or disciplinary action;

D. To a public health authority (domestic or foreign) that is authorized by law to collect or receive protected health information for the purpose of preventing or controlling disease, injury, or disability, including, but not limited to, the reporting of disease, injury, vital events such as birth or death, and the conduct of public health surveillance, public health investigations, and public health interventions;

E. To the U.S. Department of Health and Human Services (HHS), when required by the Secretary of HHS;

F. To a public health authority or other appropriate government authority (domestic or foreign) authorized by law to receive reports of child abuse or neglect;

G. To a person subject to the jurisdiction of the Food and Drug Administration (FDA) with respect to an FDA-regulated product or activity for which that person has responsibility, for the purpose of activities related to the quality, safety, or effectiveness of such FDA-regulated product or activity;

H. To a person who may have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading a disease or condition, to the extent MED is authorized by law to notify such person and as necessary in the conduct of a public health intervention or investigation;

I. To a government authority (domestic or foreign), including a social service or protective services agency, authorized by law to receive reports of abuse, neglect or domestic violence (1) to the extent such a disclosure is required by law; (2) where in the exercise of professional judgment, the disclosure is necessary to prevent serious harm to the individual or other potential victims; or (3) where, if the subject of the information is incapacitated, a law enforcement, or other public official authorized to receive the report, represents that the information sought is not intended to be used against the individual and that an immediate enforcement activity that depends upon the disclosure would be adversely affected by waiting until the individual is able to agree to the disclosure;

J. To the Department of Justice, as required by law, for the purpose of submitting information to the National Instant Criminal Background Check System;

K. In the course of any judicial or administrative proceeding in response to an order of a court or administrative tribunal;

L. To a law enforcement official (1) as required by law or in compliance with a court order or court-ordered warrant, a subpoena or summons issued by a judicial officer, a grand jury subpoena, or an administrative request, including an administrative subpoena or summons; (2) in response to a request for the purposes of identifying or locating a suspect, fugitive, material witness, or missing person; in response to a request for such information about an individual who is or is suspected to be a victim of a crime; (3) to provide notice of the death of an individual if there is a belief that the death may have resulted from criminal conduct; (4) where it is believed in good faith that such information constitutes evidence of criminal conduct; or (5) in response to an emergency, where it is believed such disclosure is necessary to alert law enforcement to the commission and nature of a crime, the location of such crime or of the victim(s) of such crime, and the identity, description, and location of the perpetrator of such crime;

M. As necessary in order to prevent or lessen a serious and imminent threat to the health or safety of a person or the public or to a person or persons reasonably able to prevent or lessen the threat, including the target of the threat;

N. To authorized federal officials for the conduct of lawful intelligence, counter-intelligence, and other national security activities authorized by the National Security Act (50 U.S.C. 401, et seq.) and other applicable authorities (e.g., Executive Order 12333);

O. To authorized federal officials for the provision of protective services to the President or other persons authorized by 18 U.S.C. 3056 or to foreign heads of state or other persons authorized by 22 U.S.C. 2709(a)(3), or for the conduct of investigations authorized by 18 U.S.C. 871 and 879;

P. To Department of State officials for the purposes of clearance and suitability determinations, including (1) for a national security clearance conducted pursuant to Executive Orders 10450 and 12698; (2) for medical clearance determinations, consistent with the Foreign Service Act, including sections 101(a)(4), 101(b)(5), 504, and 904;

Q. To a medical transcription or translation service for MED's purposes of carrying out treatment or health care operations;

R. To a correctional institution or a law enforcement official having lawful custody of an individual, if the correctional institution or law enforcement official represents that such information is necessary for the provision of health care to such individual, the health and safety of other individuals (including others at the correctional institution), or the administration and maintenance of the safety, security, and good order of the correctional institution;

S. To a coroner or medical examiner for the purpose of identifying a deceased person, determining a cause of death, or other duties as authorized by law;

T. To appropriate domestic or foreign government officials (including but not limited to the U.S. Department of Labor), as authorized by and to the extent necessary to comply with laws relating to workers' compensation or other similar programs, established by law, that provide benefits for work-related injuries or illnesses without regard to fault.

U. To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm

V. To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

W. To private sector entities when required as part of U.S. Embassy services or the operations of the State Department Medical Program.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Medical Records, State-24.

Records are stored electronically. A description of standard Department of State policies concerning storage of electronic records is found at https://fam.state.gov/FAM/05FAM/05FAM0440.html.

Patient records are retrievable by individual name and/or date of birth, or patient identification number. MED practitioner records are retrieval by name or Post. Post capability records are retrievable by Post name.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. Additionally, patient information will be retained in the system for no less than the period of time specified in Disposition Authorities and will be archived rather than destroyed when the retention period has passed. Medical Program Files (permanent) will be transferred to the National Archives 25 years after the end of the calendar year in which the file was last updated. Non-Occupational Individual Medical Case Files (temporary) will be archived by MED no earlier than 10 years after the most recent encounter. Occupational Individual Medical Case Files (long term – temporary) will be archived by MED no earlier than 30 years after employee separation or when the Official Personnel Folder is destroyed, whichever is longer. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

All Department of State network users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Medical Records, a user must first be granted access to the Department of State computer systems.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function. All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes, and Posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for Federal Information Security Modernization Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage, and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Medical Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Medical Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found on the Department’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Further, patients can access their medical records through the patient portal, My Global Health (MGH). Patients can seek a printed copy of their medical records by submitting a request to Medical Records, Bureau of Medical Services (address above). Parents may also request medical records of dependent children. At a minimum, the individual requesting a copy of his or her medical records must include the following: name, date and place of birth, current mailing address and zip code, signature, a brief description of the circumstances that may have caused the creation of the records that are the subject of the request, and the approximate date(s) of those records.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have cause to believe that the Bureau of Medical Services might have medical records pertaining to them and want to request a copy of those medical records should write to write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he/she wishes the Medical Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Medical Records include records pertaining to the individual.

None.

Post Capability Database (State-71) - previously published at 74 FR 65586; Medical Records (State-24) - previously published at 74 FR 24891.

Classified and Unclassified.

Department of State, Passport Services, Vital Records Section, 44132 Mercure Cir, PO Box 1213, Sterling, VA 20166-1213.

Records are maintained in the Passport Records system about individuals who:

(a) Have applied for the issuance, amendment, extension, or renewal of U.S. passport books and passport cards;

(b) Were issued U.S. passport books or cards, or had passports amended, extended, renewed, limited, revoked, or denied;

(c) Applied to document the birth of a U.S. citizen born abroad;

(d) Were issued a Consular Report of Birth Abroad of U.S. citizens or for whom Certifications (s) of Birth have been issued;

(e) Were born in and/or died in the former Panama Canal Zone prior to October 1979;

(f) Registered at U.S. diplomatic or consular posts as U.S. citizens living or traveling abroad prior to 1990;

(g) Were issued Cards of Registration and Identity as U.S. citizens;

(h) Were issued Certificates of Loss of Nationality of the United States by the Department of State;

(i) Applied at U.S. diplomatic or consular posts for issuance of Certificates of Witness to marriage and individuals who have been issued Certificates of Witness to Marriage prior to 1989;

(j) Deceased individuals for whom a Report of Death of a U.S. Citizen Abroad has been obtained;

(k) Although U.S. citizens, are not or may not be entitled under relevant passport laws and regulations to the issuance or possession of U.S. passport books, cards, or other documentation nor service(s);

(l) Have previous passport records that must be reviewed before further action can be taken on their passport application or request for other consular services;

(m) Requested their own or another’s passport records under FOIA or Privacy Act, whether successfully or not; or

(n) Have corresponded with Passport Services concerning various aspects of the issuance or denial of a specific applicant’s U.S. passport books or cards.

Passport Services maintains U.S. passport records for passports issued from 1925 to present, as well as vital records related to births abroad, deaths, and witnesses to marriage overseas. The passport records system does not maintain evidence of travel such as entrance/exit stamps, visas, or residence permits, since this information is entered into the passport book after it is issued. The passport records system includes the following categories of records:

(a) Passport books and passport cards ("passports"), applications for passports, and applications for additional visa pages, amendments, extensions, replacements, and/or renewals of passports (including all information and materials submitted as part of or with all such applications);

(b) Applications for registration at U.S. diplomatic and consular posts as U.S. citizens or for issuance of Cards of Identity and Registration as U.S. citizens;

(c) Consular Reports of Birth Aboard of United States citizens;

(d) Panama Canal Zone birth and death certificates;

(e) Certificates of Witness to Marriage;

(f) Certificates of Loss of United States Nationality;

(g) Oaths of Repatriation;

(h) Consular Certificates of Repatriation;

(i) Reports of Death of a U.S. Citizen Abroad;

(j) Cards of Identity and Registration as U.S. citizens;

(k) Lookout files which identify those persons whose applications for a consular or related services required other than routine examination or action;

(l) Lost, Stolen or Revoked passport status; and

(m) Miscellaneous materials, which are documents and/or records maintained separately, if not in the application, including but not limited to the following types of documents:

Investigatory reports compiled in connection with granting or denying passport and related services or prosecuting violations of passport criminal statutes;

₂ Transcripts and opinions on administrative hearings, appeals, and civil actions in federal courts;

₂ Legal briefs, memoranda, judicial orders and opinions arising from administrative determinations relating to passports and citizenship;

₂ Birth and baptismal certificates;

₂ Copies of state-issued driver's licenses and identity cards;

₂ Court orders;

₂ Arrest warrants;

₂ Medical, personal and financial reports;

₂ Affidavits;

₂ Inter-agency and intra-agency memoranda, telegrams, letters and other miscellaneous correspondence;

₂ An electronic index of all passport application records created since 1978, and/or

₂ An electronic index of Department of State Reports of Birth of U.S. Citizens Abroad, and Consular Reports of Death Abroad.

(a) 8 U.S.C.1401-1503 (2010) (Acquisition and Loss of U.S. Citizenship or U.S. Nationality; Use of U.S. Passport);

(b) 18 U.S.C. 911, 1001, 1541-1546 (2010) (Crimes and Criminal Procedure);

(c) 22 U.S.C. 211a-218, 2651a, 2705 (2010); Executive Order 11295, August 5, 1966, 31 FR 10603; (Authority of the Secretary of State in granting and issuing U.S. passports); and

(d) 8 U.S.C. 1185 (2010) (Travel Control of Citizens).

The information maintained in the Passport Services records is used to establish the U.S. nationality and identity of persons for a variety of legal purposes including, but not limited to, the adjudication of passport applications and requests for related services, social security benefits, employment applications, estate settlements, and Federal and state law enforcement and counterterrorism purposes.

The principal users of this information outside the Department of State include the following users:

(a) Department of Homeland Security for border patrol, screening, and security purposes; law enforcement, counterterrorism, and fraud prevention activities; for verification of passport validity to support employment eligibility and identity corroboration for public and private employment through E-verify, and for assisting U.S. state or territory driver’s licensing or identification issuing authorities seeking to confirm the authenticity of the U.S. passport when it is presented as evidence of identity, nationality, and/or lawful status to acquire a driver’s license or identification card;

(b) Department of Justice, including the Federal Bureau of Investigation, the Bureau of Alcohol, Tobacco, Firearms and Explosives, the U.S. Marshals Services, and other components, for law enforcement, counterterrorism, firearms sales and purchases in accordance with 18 U.S.C. § 922, border security, fraud prevention, and criminal and civil litigation activities;

(c) Internal Revenue Service for the mailing and permanent addresses of specifically identified taxpayers in connection with pending actions to collect taxes accrued, examinations, and/or other tax-related assessment and collection activities; and an annual transmission of certain data from applications of those U.S. citizens residing abroad consistent with applicable requirements of 26 U.S.C. § 6039E;

(d) INTERPOL and other international organizations for law enforcement, counterterrorism, fraud prevention, and criminal activities related to lost and stolen passports;

(e) National Counterterrorism Center to support strategic operational planning and counterterrorism intelligence activities;

(f) Office of Personnel Management (OPM), other federal agencies, or contracted outside entities to support the investigations OPM, other federal agencies and contractor personnel conduct for the federal government in connection with verification of employment eligibility and/or the issuance of a security clearance;

(g) Social Security Administration to support employment-eligibility verification for public and private employers and for support in verification of social security numbers used in processing U.S. passport applications;

(h) Federal law enforcement and intelligence agencies to support their efforts in identifying, verifying identity, and investigating individuals potentially involved in or associated with criminal or terrorist activities and individuals with other ties or connections to terrorism who may pose a threat to the United States;

(i) Federal, state, local or other agencies having information on an individual’s history, nationality, or identity, to the extent necessary to obtain information from these agencies relevant to adjudicating an application for a passport or related service, or where there is reason to believe that an individual has applied for or is in possession of a U.S. passport fraudulently or has violated the law;

(j) Federal, state, local or other agencies for use in legal proceedings, as government counsel deems appropriate, in accordance with any understanding reached by the agency with the U.S. Department of State;

(k) Department of Defense for the purpose of responding to inquiries from U.S. military installations concerning the current status of diplomatic, official, or no-fee regular passport applications of Department of Defense personnel and eligible family members;

(l) Immediate family when the information is necessary as a result of a serious and emergency situation, and for the benefit of the subject;

(m) Private U.S. citizen "wardens" designated by U.S. embassies and consulates to serve, primarily in emergency and evacuation situations, as channels of communication with other U.S. citizens in the local community;

(n) Attorneys representing an individual in administrative or judicial passport proceedings when the individual to whom the information pertains is the client of the attorney making the request;

(o) Members of Congress, at the request of the individual to whom the record pertains;

(p) Contractor personnel conducting data entry, scanning, corrections, and modifications on behalf of an agency and for a purpose otherwise covered by this Notice;

(q) Commercial vendors conducting applicant identity verification against commercial databases upon request of the Department of State;

(r) Foreign governments, to permit such governments to fulfill passport control and immigration duties and their own law enforcement, counterterrorism, and fraud prevention functions, and to support U.S. law enforcement, counterterrorism, and fraud prevention activities;

(s) U.S. state vital records issuing authorities for the purpose of confirming or validating a U.S. passport when it is presented as evidence to acquire certified copies of vital records;

(t) The National Association for Public Health Statistics and Information Systems for the purpose of verifying a Consular Report of Birth Abroad presented as evidence of nationality and/or lawful status when acquiring a driver’s license or identification card at a U.S. state or territory driver’s licensing or identification issuing authority; and

(u) Government agencies other than the ones listed above that have statutory or other lawful authority to maintain such information may also receive access on a need-to-know basis; however, all information is made available to users only for a previously-established routine use.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Passport Records, State-26.

Storage:

Hard copy, electronic media.

By individual name, date and place of birth, social security number, passport book or passport card number.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff (LES) who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Passport Records a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department-approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two-factor authentication and a time-out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Retention of these records varies depending upon the specific record involved. They are retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street, N.W., Washington, DC 20522-8100.

Deputy Assistant Secretary of State for Passport Services, 600 19th Street N.W., Fourth Floor, Washington D.C. 20431.

An individual seeking to determine whether Passport Services maintains records must submit a signed and notarized written request or a written declaration signed and dated under penalty of perjury pursuant to 28 U.S.C. 1746 and include all pertinent facts associated with the occasion or justification for the request, along with a copy of both sides of the requester’s valid government issued photo identification. Only the subject, a parent, authorized legal representative, or legal guardian may request notification of whether the system of records contains a record pertaining to the subject. The following information must be included in the request:

₂ General Background Information

₂ Date of request

₂ Purpose/Justification for request

₂ Document requested

₂ Number of documents requested

₂ Current mailing address, daytime telephone number, e-mail address

₂ Each parent’s name

₂ Each parent’s date and place (state/country) of birth

₂ Previous Passport Information (if known)

₂ Date of issuance

₂ Passport number

₂ Date of inclusion (If applicable, and if passport was issued in another name but included the subject)

₂ Current Passport Information

₂ Name of bearer

₂ Date of issuance

₂ Passport number (if known)

A request to search Passport Records, STATE-26, will be treated also as a request to search Overseas Citizens Services Records, STATE-05, when it pertains to registration, citizenship, birth, or death records transferred from STATE-05 to STATE-26. Requests should be mailed to the following address: U.S. Department of State, Office of Law Enforcement Liaison Division, CA/PPT/S/L/LE, 44132 Mercure Circle, P.O. Box 1227, Sterling, VA 20166-1227. Responses to such requests will consist of a letter indicating that the records that exist in the passport records system. Additional information regarding applicable fees, third-party requests, certified copies, and frequently asked questions is available at http://www.travel.state.gov/passport/services/copies/copies

Individuals who wish to gain access to or amend records pertaining to themselves or their minor children should write to the appropriate address listed below. There are several ways individuals may gain access to or amend passport records pertaining to themselves or their minor children. First, individuals may request access to records in their name and the records of their minor children under the Privacy Act of 1974, 5 U.S.C. 552a. Alternatively, third parties may request access to records under the guidelines of the Freedom of Information Act, 5 U.S.C. 552. Additionally, individuals may request access to their passport and/or vital records through the applicable Passport Office request process, as described below. Access may be granted to third parties to the extent provided for under applicable laws and regulations. Please refer to http://www.travel.state.gov for detailed information regarding applicable fees, third-party requests of certified copies, and frequently asked questions. The appropriate methods by which passport records and vital records may be requested are as follows:

I. Privacy Act of 1974 and Freedom of Information Act.

Under the Privacy Act of 1974, individuals have the right to request access to their records at no charge, and to request that the Department of State amend any such records that they believe are not accurate, relevant, timely or complete, 5 U.S.C. 552a(d)(2) . Additionally, third parties may request passport and vital records information from 1925 to the present, within the guidelines of the Privacy Act and the Freedom of Information Act, 5 U.S.C. 552. Written requests for access to or amendment of records must comply with the Department’s regulations published at 22 CFR Part 171.

Please see 22 CFR 171for a complete list of requirements for a request for access to records. In accordance with 22 CFR Part 171, amendment requests must include the following information:

(a) A verification of personal identity (including full name, current address, and date and place of birth), either notarized or signed and dated under penalty of perjury pursuant to 28 U.S.C. 1746;

(b) Any additional information if it would be needed to locate the record at issue;

(c) A description of the specific correction requested;

(d) An explanation of why the existing record is not accurate, relevant, timely or complete; and

(e) Any available documents, arguments or other data to support the request.

Requests for Passport Records under the Privacy Act and/or the Freedom of Information Act must be made in writing to the following office: U.S. Department of State, Office of Law Enforcement Liaison Division, CA/PPT/S/L/LE, 44132 Mercure Circle, P.O. Box 1227, Sterling, VA 20166-1227.

II. Access to Records through the Passport Office Requests Process

A. Passport Records

1. 1925 to the Present

An individual seeking Passport Records must submit a signed and notarized written request or a written declaration signed and dated under penalty of perjury pursuant to 28 U.S.C. 1746 and include all pertinent facts associated with the occasion or justification for request, along with a copy of both sides of the requester’s valid government-issued photo identification. Only the subject, a parent or guardian of a minor child, or authorized representative or designee, or law enforcement authority may request for notification of whether the system of records contains a record pertaining to the subject. The following information must be included in the request (Please refer to 22 CFR 171 for a complete list of requirements):

₂ General Background Information

₂ Date of request

₂ Purpose/Justification for request

₂ Document requested

₂ Number of documents requested

₂ Current mailing address, daytime telephone number, e-mail address

₂ Each parent’s name, date and place (state/country) of birth

₂ Previous Passport Information (if known)

₂ Date of issuance

₂ Passport number

₂ Date of inclusion (and, if applicable, whether passport was issued in another name but included the requestor)

₂ Current Passport Information

₂ Name of bearer

₂ Date of issuance

₂ Passport number (if known)

All requests for passport records issued from 1925 to the present should be submitted to the following address: U.S. Department of State, Office of Law Enforcement Liaison Division, CA/PPT/S/L/LE, 44132 Mercure Circle, P.O. Box 1227, Sterling, VA 20166-1227.

2. Prior to 1925

The National Archives and Records Administration maintains records for passport issuances prior to 1925, which may be requested by writing to the following address: National Archives and Records Administration, Archives 1, Reference Branch, 8th & Pennsylvania Ave., NW, Washington DC 20408-

0002.

B. Vital Records – Consular Reports of Birth Abroad, Consular Reports of Death Abroad, Certificate of Witness to Marriage, Panama Canal Zone Birth and Death Certificates, and Certification of No Record.

An individual seeking Passport Records must submit a signed and notarized written request or a written declaration signed and dated under penalty of perjury pursuant to 28 U.S.C. 1746 and include all pertinent facts associated with the occasion or justification for request, along with a copy of both sides of the requester’s valid government issued photo identification. Only the subject, a parent or guardian of a minor child, or authorized representative or designee, may request for notification of whether the system of records contains a record pertaining to him/her. The following information must be included in the request (Please refer to 22 CFR Part 171 for a complete list of requirements):

General Background Information

₂ Date of request

₂ Purpose of request

₂ Document Requested (Consular Reports of Birth Abroad, Consular Report of Death Abroad, Certificate of Witness of Marriage (prior to 1985), Panama Canal Zone birth or death certificate, or Certification of No Record).

₂ Number of documents requested

₂ Current mailing address and daytime telephone number

₂ Facts of Birth, Death, or Marriage

₂ Name (at birth/death/marriage)

₂ Name after adoption (if applicable)

₂ Country of birth/death/marriage

₂ Each parent’s full name and date and place (state/country) or birth

₂ Previous Passport Information (if known)

₂ Passport used to first enter the United States (if applicable).

₂ Name of bearer

₂ Date of issuance

P₂ assport number

₂ Date of inclusion (if applicable, and if passport was issued in another name but included the subject)

₂ Current Passport Information

₂ Name of bearer

₂ Date of issuance

₂ Passport number (if known)

If requesting an amendment or correction to a Consular Report of Birth Aboard, please include certified copies of all documents appropriate for effecting the change (i.e., foreign birth certificate, marriage certificate, court-ordered adoption or name change, birth certificates of adopting or legitimating parents, etc.) If the subject has reached the age of majority, only the subject can request the record be amended or corrected. The original or replacement FS-240, or a notarized affidavit concerning its whereabouts also must be included.

All requests for consular vital records through the Passport Office request process should be mailed to the following address: Department of State, Passport Services, Vital Records Section, 44132 Mercure Cir, PO Box 1213, Sterling, VA 20166-1213.

See above.

These records contain information obtained primarily from the individual who is the subject of these records; law enforcement agencies; investigative intelligence sources; investigative security sources; and, officials of foreign governments.

Pursuant to 5 U.S.C. 552a (k)(1), (k)(2), and (k)(3), certain records contained within this system of records may be exempt from subsections 5 U.S.C. 552a (c )(3), (d), (e)(1); (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f).

Unclassified.

Department of State, SA-3, Suite 5100, 2121 Virginia Ave., Washington, DC 20037.

Employees of the Department of State and the Agency for International Development who have filed claims for loss of personal property.

Claims and determinations of claims which can include information such as names, birthdates, social security numbers (SSNs), employee IDs, addresses, phone numbers, and email addresses.

31 U.S.C. 3701 et seq.

This information is used to settle claims for loss, damage, or destruction of personal property.

The information may be shared outside the Department of State with the Agency for International Development per the request of the individual making a claim employed by said agency.

This information may also be released to other government agencies having statutory or other lawful authority to maintain such information.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Personal Property Claims, State-27.

Disclosure to consumer reporting agencies:

None.

Storage:

Hard copy documents stored in physical files and electronic records stored in a database storage system.

Hard copy files are usually retrieved by individual name. Electronic records can be retrieved by search parameters such as claim number, claimant number, claim type, incident place, first name, and last name.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Personal Property Claims, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director; Office of Information Programs and Services, A/GIS/IPS; SA-2, Department of State; 515 22nd Street NW.; Washington, DC 20522-8100.

Transportation and Travel Management Division (A/LM/OPS/TTM), Department of State, SA-3, Suite 5100, 2121 Virginia Ave., Washington, DC 20037.

Individuals who have cause to believe that the Office of Personal Property Claims might have records pertaining to him or her should write to the Director; Office of Information Programs and Services, A/GIS/IPS; SA-2, Department of State; 515 22nd Street NW.; Washington, DC 20522-8100. The individual must specify that he or she wishes the records of the Office of Personal Property Claims to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; and other information helpful in identifying the record.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above.)

(See above).

The individual; personnel of the Department of State; insurance companies.

None.

Department of State, 2201 C Street NW, Washington, DC 20520.

Government officials; members of Congress; business, academic, and public persons.

Political-military information; intelligence; medical information; legal information; personnel matters connected with the Secretary’s legal responsibilities; political information; foreign economic policy information; intra-office organization matters.

22 U.S.C. 811a; 44 U.S.C. 3101-3107; Executive Order 11652.

These records are used as working or reference files by principal officers of the Department of State in making decisions. The principal users of this information outside the Department of State are the White House and the National Security Council. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses’ paragraphs of Prefatory Statement.

Storage:

Magnetic computer media; hard copy; microform.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies from 1 to 20 years, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Information Management Section, Room 7241, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Personality Cross-Reference Index to the Secretariat Automated Data Index might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Personality Cross-Reference Index to the Secretariat Automated Data Index to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief discription of the circumstances, including the approximate dates, which give the individual reason to believe that the Personality Cross-Reference Index to the Secretariat Automated Data Index might have records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center, (address above).

(See above).

Individual; Government agencies; private citizens; private industry; international agencies; foreign leaders.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who are involved in the establishment, discussion, or definition of foreign policy; individuals who utilize the services of the Department of State.

Official record copies of incoming and outgoing communications; correspondence with the White House, members of Congress, and other federal agencies; significant correspondence with international, national, local, and private organizations and individuals; management studies and surveys; memoranda of conversation; instructions to U.S. representatives to international conferences and organizations.

22 U.S.C. 811a; 22 U.S.C. 2658; 44 U.S.C. 3301-3314; 44 U.S.C. 3101-3107.

Information contained in this system of records is maintained to ensure the effective administration of the Department of State’s foreign policy requirements. It is to serve as a centralized index to those individuals involved in all phases of foreign policy establishment, discussion, and definition. This information also serves as an accurate record of individuals utilizing the Department’s services, including those overseas.

The purposes for maintaining this information are to: Implement the foreign policy of the United States; formulate foreign policy recommendations; evaluate foreign policy performance; conduct diplomatic and consular activities; administer the Department of State Foreign Service, etc. The principal users of this information outside the Department of State are: The Agency for International Development; United States Information Agency; Arms Control and Disarmament Agency; Central Intelligence Agency; Department of Defense; National Security Council; Congress; Department of Treasury; Department of Commerce; Department of Justice; White House. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses’ paragraphs of Prefatory Statement.

Storage:

Microform; hard copy; magnetic computer media.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

These records are retired or destroyed in accordance with published schedules of the Department of State. For historical purposes, many of the records of the Central Foreign Policy Files are transferred to the National Archives, where they are preserved indefinitely. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who wish to find out if the Personality Index to the Central Foreign Policy Records has information pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; Department of State employees; employees of foreign affairs agencies; members of Congress; officials of foreign governments; U.S. and foreign publications.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Unclassified and classified.

Department of State, Room 1921, 2201 C Street, NW, Washington, DC 20520; Annex 15, 1800 N. Kent Street, Arlington, VA 22209; Charleston Financial Service Center, Building 646A, 1969 Dyess Avenues, Charleston, SC 29408; and overseas at U.S. embassies, U.S. consulates general and consulates.

Current and former Civil Service and Foreign Service employees of the Department of State including those serving under full-time, part-time, intermittent, temporary, and limited appointments; Foreign Service annuitants; and employees of other agencies for whom the Department provides payroll service.

Personnel actions, payroll control records, allotment requests, tax forms, death claims, bond requests, leave records, time and attendance records, federal, state and city income tax withholding statements, compensation records, health insurance forms, reconciliation records, employee payroll authorizations from other agencies, retirement/separation and transfer forms, and related correspondence.

22 U.S.C. 2651a (Organization of the Department of State; 22 U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 4042 (Maintenance of the Foreign Service Retirement and Disability Fund); 42 U.S.C. 653 (the Personal Responsibility and Work Opportunity Reconciliation Act of 1996); Executive Order 11491, as amended (Labor-management relations in the Federal service); 5 U.S.C. 5501-5584 (Pay Administration); and 31 U.S.C. 901-903 (Agency Chief Financial Officers).

The information in this system is used to prepare accurate and complete biweekly/monthly payroll and related reports which include: Entering change data into the computerized personnel payroll system; producing a variety of machine reports for use by allotment accountants; issuing biweekly/monthly pay checks and statements; computing and issuing lump-sum pay checks for personnel separating; issuing terminal leave payments; confirming time and attendance and leave data to assist in documenting claims for restored annual leave; providing leave data to the Bureau of Personnel and the Office of Personnel Management to facilitate computing retirement cases; providing appropriate allotments for individuals; issuing salary advances; reporting wages, compensation and allowances; reporting federal, state, city and other related taxes; filing information returns; processing debt collection actions; and processing other related payroll documents.

Information consisting of the names, social security numbers, home addresses, dates of birth, dates of hire, quarterly earnings, employer identifying information, and State of hire of employees may be disclosed: (1) To the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services for the purpose of locating individuals to establish paternity, establishing and modifying orders of child support, identifying sources of income, and for other child support enforcement actions as required by the Personal Responsibility and Work Opportunity Reconciliation Act (Welfare Reform Law, 42 U.S.C. 653); (2) to the Office of Child Support Enforcement for release to the Social Security Administration for verifying social security numbers in connection with the operation of the Federal Parent Locator System by the Office of Child Support Enforcement; and (3) to the Office of Child Support Enforcement for release to the Department of Treasury for purposes of administering the Earned Income Tax Credit Program (Section 32, Internal Revenue Code of 1986) and verifying a claim with respect to employment in a tax return.

The principal users of this information outside the Department of state are: Federal, state, and city governments which are issued tax reports; the Internal Revenue Service and the Social Security Administration which are sent tax and withholding data; and the Office of Personnel Management which receives the total record of the Civil Service Retirement System and the Federal Employees Retirement System benefit deductions including life and health insurance. A record from this system of records may be disclosed to the Office of Personnel Management in accordance with the agency’s responsibility for evaluation and oversight of federal personnel management. The Department’s Consolidated American Payroll Division (CAPD) of the Office of Compensation and Pension provides employee payroll services and data to other U.S. Government agencies pursuant to agreements, Memoranda of Understanding or other documents authorizing services. Those agencies include: American Institute in Taiwan; Department of Agriculture; Department of Commerce; Department of Justice including the Drug Enforcement Administration and Immigration and Naturalization Service; Department of Defense; Department of Treasury including the Customs Service and the Secret Service; Department of Transportation including the Federal Aviation Administration and the Maritime Administration; Department of Health and Human Services; Department of Energy; U.S. Trade Representative; Nuclear Regulatory Commission; Department of the Army; Federal Emergency Management Agency; ACTION (Peace Corps); United States Information Agency; Agency for International Development; Social Security Administration; Center for Disease Control; United States Battle Monuments Commission; National Aeronautics and Space Administration; and the Board of International Broadcasting. Information is also made available to officials of labor organizations recognized under E.O. 11491, as amended, concerning the identity of Department of State employees contributing dues each pay period and the amount of dues withheld from each contributor; to officers and employees of a federal agency or public accounting firm for purposes of audit; to the Department of Justice when representing the Department or another U.S. Government agency in litigation; to an authorized appeal grievance examiner, formal complaints examiner; equal employment opportunity investigator, arbitrator or other duly authorized official engaged in investigation or settlement of a grievance, complaint, or appeal filed by an employee. Information may also be released on a need-to-know basis to other government agencies having statutory or other lawful authority to maintain such information. Also see the "Routine Uses" paragraphs of the Prefatory Statement published in the Federal Register.

Storage:

Hard copy, microfiche, electronic media.

Individual name, Social Security Number.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Annex 15 has security access controls (code entrances) and/or security alarm systems. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

Retention of these records varies from 3 to 99 years, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of Information Resources Management Programs and Services; Room 1239; Department of State; 2201 C Street, NW; Washington, DC 20520-1512.

Chief, Applications Programming Division, Systems and Integration Office, Information Management, Bureau of Administration, Room 4428, Department of State, Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Finance and Management Policy’s Office of Compensation and Pension (Personnel Payroll Records) might have records pertaining to themselves should write to the Director; Office of Information Resources Management Programs and Services; Room 1239; Department of State; 2201 C Street, NW; Washington, DC 20520-1512. The individual must specify that he/she wishes the Personnel Payroll Records to be checked. At a minimum, the individual must include: Name; date and place of birth; Social Security Number; approximate dates of employment with the Department of State; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Resources Management Programs and Services (address above).

These records contain information obtained from the individual who is the subject of these records, the Bureau of Personnel, and other U.S. Government agencies where an employee was previously employed.

Pursuant to 5 U.S.C. 552a(k)(4) certain records contained within this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f) in accordance with Department of State rules published in the Federal Register.

Unclassified and Classified.

Department of State, 2201 C Street NW, Washington, DC 20520; State Annex 01, 2401 E Street N.W., Washington, DC 20037; State Annex 03, 2121 Virginia Avenue N.W., Washington, DC 20037; State Annex 44, 301 4th Street SW., Washington, DC 20547; overseas at U.S. embassies, U.S. consulates general, and U.S. consulates; U.S. missions; and the National Personnel Records Center, 111 Winnebago Street, St. Louis, MO 63118; and the Florida Regional Center (FRC), 4000 North Andrews Ave, Oakland Park, FL 33309, and using a government approved commercial cloud service, implemented and overseen by State Department employees, or within a government cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

The Director General of the Foreign Service and Director of Global Talent Management, and Bureau of Information Resource Management - IRM, Department of State; 2201 C Street NW, Washington, DC 20520, phone: 202-647-4000.

22 U.S.C. 2581 (General Authority of Secretary of State); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3901 et seq. (Foreign Service Act of 1980) [This SORN is not intended to conflict with, override, or create an exception to the restrictions and prohibitions in Sections 603 and 604 of the Foreign Service Act]; 22 U.S.C. 3921 (Management of the Foreign Service); 22 U.S.C. 4041 (Administration of the Foreign Service Retirement and Disability System); 5 U.S.C. 301-302 (Management of Executive Departments); 22 U.S.C 4081 (Travel and Related Expenses); 31 U.S.C. 901-902 (Agency Chief Financial Officer); E.O. 9397, as amended (Numbering System for Federal Accounts Relating to Individual Persons); E.O. 9830 (Amending the Civil Service Rules and Providing for Federal Personnel Administration); E.O. 12107 (Relating to the Civil Service Commission and Labor-Management in the Federal Service) and successor authorities; and 31 U.S.C. § 7701(c)(2) (incorporating by reference 26 U.S.C. § 6109) (Taxpayer Identification Number).

The information collected and maintained in Human Resources Records is in keeping with the Department’s mission to document all processes associated with individual employment histories and career progression; to ensure that all employees and potential employees have equal opportunities; and to make personnel management determinations about employees throughout their Federal careers.

All applicants for employment with the Department of State (including unsuccessful applicants); all current and former Civil Service (CS) and Foreign Service (FS) employees of the Department of State including members of the Senior Executive Service (SES), Senior Foreign Service (SFS), Presidential Appointees, employees under full-time, part-time, intermittent, temporary, and limited appointments; all current and former Locally Employed (LE) Staff, [as defined in 3 FAM 7120] or [defined as individuals hired under the local compensation plan at a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan, and employed on a Foreign Service National direct hire appointment, Department of State Personal Services Agreement (PSA) or Personal Services Contract (PSC), or an employing agency’s specific direct hire, PSA, or PSC authority]; anyone serving in an advisory capacity (compensated and uncompensated); other agency employees on detail to the Department of State; former Foreign Service Reserve Officers; applicants for potential employment; student applicants for internships, Presidential Management Fellows, Foreign Affairs Fellowship Program Fellows, student interns and other student summer hires, Pathways student employees; and prospective alien spouses and cohabitants of Department of State employees.

Categories of records may include identifying information, such as, but not limited to, name, date of birth, home address, mailing and e-mail addresses, numeric identifier (such as employee identification number, SGID, or Social Security number/host country identification number) and telephone numbers. Types of files include documents relating to class action lawsuits, annuitants under the Foreign Service Retirement and Disability System and the Foreign Service Pension System as well as Civil Service and LE Staff annuitants, prospective alien spouses and cohabitants of Department employees, employees who apply for their spouses or children to be expeditiously naturalized, employees detailed or seconded to international organizations, Foreign Service personnel separated for cause; official personnel files; documents relating to merit promotions, recruitment and employment, employee relations, career development and counseling, performance, conduct, suitability, and discipline, Foreign Service promotion and Permanent Change of Station (PCS) travel. These records may contain any documents not otherwise stated relating to employment, to include, but not limited to, hiring, employment and separation from the Department.

These records contain information obtained directly from the individual who is the subject of these records, previous employers, supervisors, Foreign Service inspectors, any/all offices within the Bureau of Global Talent Management (counselors, placement officers, and personnel technicians), other bureaus (administrative/executive officers, personnel and payroll offices, security, medical, and legal), reports of the Board of Examiners of the Foreign Service, Foreign Service Employee Evaluation Reports and Selection Board findings, the Foreign Service Institute, colleges, universities, Armed Forces academic institutions, contractors responsible for administration of the Foreign Service written examination, and other authorized agencies administering pre-employment tests, Office of Personnel Management and other Federal agencies, officials of foreign governments, contractors and vendors responsible for administration of benefits/taxes for LE Staff under a post’s local compensation plan, prospective alien spouses of Foreign Service employees; grievance staff and appeals boards, affidavits and testimony of witnesses, and from commercial recruitment and employment systems managed on behalf of the Department of State by private vendors.

Records may be disclosed:

To consulting services that provide information about available aids, devices and methods of accommodating employees with disabilities;

To the Office of Personnel Management for its government-wide personnel management functions such as pay, benefits, and retirement deductions or other relevant personnel processes;

To other Federal agencies, state governments, foreign governments and international organizations where employees are being considered for detail, assignment or secondment;

To academic institutions to which Department employees may be assigned for long-term training;

To any member of an agency's Performance Review Board or other panel when the member is not an official of the employing agency. Information would then be used for approving or recommending selection of candidates for executive development or Senior Executive Service (SES) candidate programs, issuing a performance rating of record, issuing performance awards, nominating for meritorious and distinguished executive ranks, removal, reduction in grade, and other personnel actions based on performance;

To attorneys, union representatives or other persons designated by employees in writing to represent them in complaints, grievance, appeal, or litigation cases;

To attorneys providing legal services to posts with respect to LE Staff personnel matters;

To requestors in determining a former spouse's entitlement to benefits and other inquiries related to retirement benefits;

To the President of the United States, the Executive Office of the President and legislative and appropriations committees of the U.S. Congress charged with consideration of legislation and appropriations for the Foreign Service, or representatives duly authorized by such committees;

To labor organization officials when such information is relevant to personnel policies affecting employment conditions and necessary for exclusive representation by the labor organization;

To officials of foreign governments and other U.S. government agencies for clearance before a Federal employee is assigned to that country as well as for the procurement of necessary services for American personnel assigned overseas, such as permits of free entry and identity cards;

To officials of foreign governments, for the administration of benefits, taxes, and other personnel matters for LE Staff and to respond to requests from the host government for the names and addresses of LE Staff, if the chief of mission has determined that this information should be released;

To the Department of Labor, Department of Veterans Affairs, Social Security Administration, Department of Defense, or any other Federal agencies that have special civilian employee retirement and disability programs; or to a national, state, county, municipal, or other publicly recognized income administration agency (e.g. State unemployment compensation agencies), when necessary to adjudicate a claim under the retirement, insurance, unemployment or health benefits programs of the Department or an agency cited above, or to an agency to conduct an analytical study or audit of benefits being paid under such programs. For LE Staff this includes host country national, state, or local agencies, as applicable;

To the Office of Federal Employees Group Life Insurance, information necessary to verify election, declination, or waiver of regular and/or optional life insurance coverage, or eligibility for payment of a claim for life insurance;

To health insurance carriers contracting with the Federal government to provide a health benefits plan under the Federal Employees Health Benefits Program or, for LE Staff, under a post’s local compensation plan, information necessary to identify enrollment in a plan, to verify eligibility for payment of a claim for health benefits, or to carry out the coordination or audit of benefit provisions of such contracts;

To any person who is responsible for the care of an individual to whom a record pertains who is mentally incompetent or under other legal disability. Information in the individual's record may be disclosed to said person to the extent necessary to assure payment of benefits to which the individual is entitled;

To public and private organizations, including news media, which grant or publicize employee recognition to consider and select employees for incentive awards and other honors and to publicize awards and honors granted;

To the Department of Justice in connection with proceedings before a court, adjudicative body, or other administrative body when any of the following is a party to litigation or has an interest in such litigation and the Department of State determines that the use of such records is arguably relevant and necessary to the litigation of (1) the Department of State or any component thereof, (2) any employee of the Department of State in his or her official capacity, (3) any employee of the Department of State in his or her individual capacity where the Department of Justice or the Department of State has agreed to represent the employee, or (4) the United States, when the Department of State determines that litigation is likely to affect the Department of State or any of its components;

To the parties when implementing court decisions and/or terms of settlement agreements reached by the parties;

To the courts when preparing reports to the courts in compliance with monitoring requirements;

In response to an order from a court or an administrative body directing the production of personnel records (including, but not limited to the Equal Employment Opportunity Commission, the Foreign Service Grievance Board and the Merit Systems Protection Board);

To other Government agencies and private organizations, institutions or individuals to verify employment, to process security clearances/security certifications and to request record or credit checks;

To provide an official of another Federal agency information needed in the performance of official duties in support of the functions for which the records were collected and maintained;

To disclose information to Equal Employment Opportunity (EEO) counselors and EEO investigators in connection with EEO complaints and to the Equal Employment Opportunity Commission when requested in connection with investigations of alleged or possible discrimination practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures, or other functions vested in the Commission;

To the Department of Labor's Office of Workers' Compensation programs or officials of a foreign government relating to benefits under the Federal Employees Compensation Act or a host country workers’ compensation program; and

To the news media and the public when a matter involving the Department of State has become public knowledge; the Under Secretary for Management determines that in response to the matter in the public domain, disclosure is necessary to provide an accurate factual record on the matter; and the Under Secretary for Management determines that there is a legitimate public interest in the information disclosed.

To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

To a contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m).

To a vendor or third-party agent providing or administering benefits for LE Staff under a post’s local compensation plan.

To an agency, whether federal, state, local or foreign, where a record indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, so that the recipient agency can fulfill its responsibility to investigate or prosecute such violation or enforce or implement the statute, rule, regulation, or order.

To the Federal Bureau of Investigation, the Department of Homeland Security, the National Counter-Terrorism Center (NCTC), the Terrorist Screening Center (TSC), or other appropriate federal agencies, for the integration and use of such information to protect against terrorism, if that record is about one or more individuals known, or suspected, to be or to have been involved in activities constituting, in preparation for, in aid of, or related to terrorism. Such information may be further disseminated by recipient agencies to Federal, State, local, territorial, tribal, and foreign government authorities, and to support private sector processes as contemplated in Homeland Security Presidential Directive/HSPD-6 and other relevant laws and directives, for terrorist screening, threat-protection, and other homeland security purposes.

To a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.

To a court, adjudicative body, or administrative body before which the Department is authorized to appear when (a) the Department; (b) any employee of the Department in his or her official capacity; (c) any employee of the Department in his or her individual capacity where the U.S. Department of Justice ("DOJ") or the Department has agreed to represent the employee; or (d) the Government of the United States, when the Department determines that litigation is likely to affect the Department, is a party to litigation or has an interest in such litigation, and the use of such records by the Department is deemed to be relevant and necessary to the litigation or administrative proceeding.

To the Department of Justice ("DOJ"), including any counsel retained by DOJ for foreign litigation, for its use in providing legal advice to the Department or in representing the Department in a proceeding before a court, adjudicative body, or other administrative body before which the Department is authorized to appear, where the Department deems DOJ’s use of such information relevant and necessary to the litigation, and such proceeding names as a party or interests:

The Department or any component of it;

Any employee of the Department in his or her official capacity;

Any employee of the Department in his or her individual capacity where DOJ has agreed to represent the employee; or

The Government of the United States, where the Department determines that litigation is likely to affect the Department or any of its components.

To the National Archives and Records Administration and the General Services Administration for records management inspections, surveys and studies; following transfer to a Federal records center for storage; and to determine whether such records have sufficient historical or other value to warrant accessioning into the National Archives of the United States.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Human Resources Records, State-31.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found at https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

Records in Human Resources Records, State-31 are retrieved by an individual name and numeric identifier.

Human resources records are retained from within 180 days of an appointment to permanently. Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet network users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Human Resources Records, a user must first be granted access to the Department of State computer network.

Department of State employees and contractors may remotely access this system of records using non-Department-owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function. All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes, and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for Federal Information Security Modernization Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Human Resources Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Human Resources Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website located at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records might have records pertaining to them may write to the U.S. Department of State; Director; Office of Information Programs and Services, A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Human Resources Records to be checked. At a minimum, the individuals must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Human Resources Records include records pertaining to the individual.

Pursuant to 5 U.S.C. 552a (k)(1), subject to the provisions of section 552(b)(1), records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) to protect material required to be kept Secret. Pursuant to 5 U.S.C. 552a (k)(4), records contained within this system that are maintained solely for statistical purposes are also exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). Pursuant to 5 U.S.C. 552a (k)(5) and (k)(7), certain records contained within this system contain confidential source information and are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). Pursuant to 5 U.S.C. 552a (k)(6), records that contain testing or examination material, the release of which may compromise testing or examination procedures, are also exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). See Department of State Rules published in 22 CFR 171.

Human Resources Records, State-31, was previously published at 78 FR 43258.

Unclassified.

Department of State, SA-14, 2401 E Street, NW; Washington, DC 20520; and the Federal Employees Education and Assistance Fund (FEEA), 8441 W. Bowles Avenue, Suite 200, Littleton, CO 80123-9501.

Employees of the Department of State who voluntarily apply for a child care subsidy, their spouses and children.

Application forms for a child care subsidy contain personal information including employee’s (parent/guardian) name, Social Security Number, position grade, home phone number, home address, total income, number of dependent children, and number of children on whose behalf the parent is applying for a subsidy, information on any tuition assistance received from state/county/local child care subsidy, and information on child care providers used, including their name, address, provider license number, and state of license issued, tuition cost, provider tax identification number, and copies of Internal Revenue Form 1040 for verification purposes.

Consolidated Appropriations Act of 2001, Pub. L. 106-544.

Information contained in the Child Care Subsidy Program Records is collected and maintained by the Bureau of Human Resources in the administration of its responsibility for managing the Department’s Child Care Subsidy Program. The primary use of the records maintained in this system is to establish and verify Department of State employees’ eligibility for child care subsidies in order to provide monetary assistance to them. Other uses of the records in the system include verifying the eligibility of child care centers and compliance with regulations.

The information in this system is used by:

(1) Experts, consultants or contractors of the Department who determine eligibility and/or payment of child care subsidies;

(2) Child care providers in order to verify a covered child’s dates of attendance at the provider’s facility;

(3) The Bureau of Finance and Management Policy (FMP) of the Department of State, responsible for wages, compensation and allowances;

(4) The Department of Justice, or a court, adjudicative or other administrative body, or a party in litigation before a court or adjudicative or administrative body, when:

(a) One of the following is a party to the proceeding or has an interest in the proceeding:

(1) The Department or any component of the Department;

(2) Any Departmental employee acting in his or her official capacity;

(3) Any Departmental employee acting in his or her individual capacity where the Department of Justice has agreed to represent the employee, or

(4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and

(b) The Department deems the disclosure to be relevant and necessary to the proceedings.

Storage:

Electronic media, hard copy.

Individual name and Social Security Number.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes are controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel and contractors; and Federal Employees Education and Assistance Fund employees and contractors. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

The Director General of the Foreign Service and Director of Human Resources, Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Human Resources might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Child Care Subsidy Program Records to be checked. At a minimum, the individual should include: Name; date and place of birth; current mailing address and zip code; signature; and preferably his/her Social Security Number; a brief description of the circumstances that caused the creation of the record, and the approximate dates which give the individual cause to believe that the Bureau of Human Resources has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

Information is provided by Department of State employees who apply for child care subsidies.

None.

Unclassified and Classified.

Department of State, 2201 C Street NW, Washington, DC 20520. Abroad at U.S. embassies, U.S. consulates general, and U.S. consulates; U.S. missions; Department of State annexes; various field and regional offices throughout the United States. Within a government cloud, implemented by the Department of State and provided by a cloud-based software as a service (SaaS) provider.

Individuals covered by this system include those receiving gifts and decorations from foreign governments; individuals invited to and supporting official Department of State functions or other events co-sponsored with the federal government or other partners; applicants for participation and attendees of Department of State conferences or other events co-sponsored with the federal government or other partners; individuals who are part of foreign delegations; individuals working at foreign embassies, missions and organizations; and nominees for foreign ambassadorships to the United States.

Records in this system include descriptions of gifts and decorations received from foreign governments; donors; guest lists; type of function; sample invitations; contact information, address and occupation; biographical information (this includes, but is not limited to: names, nationalities and citizenship, résumés, curricula vitae, copies of passports, copies of visas, dates of birth, and photographs), special needs, requests and accommodations, travel arrangements and related information, security information, and application and registration information.

22 U.S.C. 2621, 22 U.S.C. 2625, 22 U.S.C. 4301 et seq.

The information in this system of records is an accounting of those U.S. Government officials receiving gifts and decorations from foreign governments and to record for historical, organizational, and logistical purposes the names of the individuals applying to participate, invited to, supporting, and attending official Department of State functions or other events co-sponsored with the Federal Government or other partners, and to verify individuals nominated as a diplomatic representative on behalf of a foreign government.

The information contained in these records may be shared with:

(a) The Executive Office of the President; Congress; and other government agencies having statutory or other lawful authority to maintain such information.

(b) A contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m);

(c) Nongovernmental organizations, individuals, and panels to review applications and otherwise aid in the selection of participants in Department of State conferences and related functions;

(d) The news media and the public, with the approval of the Chief of Mission or Bureau Assistant Secretary who supervises the office responsible for the outreach effort, provided that the approving official determines that there is legitimate public interest in the information disclosed, except to the extent that release of the information would constitute an unwarranted invasion of personal privacy;

(e) Foreign governments where there is a need to verify the information provided for their delegates;

(f) Other Federal, State, and Local Governments for uses within their statutory missions, which may include law enforcement, transportation and border security, critical infrastructure protection, and fraud prevention; and

(g) Other individuals and organizations applying to, invited to, attending, or supporting a given conference, provided that the subject of the information opts-in to such sharing.

The Department of State publishes periodically in the Federal Register its Prefatory Statement of Routine Uses which applies to all of its Privacy Act System of Records. These standard routine uses apply to Protocol Records, State-33.

Storage:

Electronic and hard copy media.

By an individual name.

All users are given cyber security awareness training which covers the procedures for handling Sensitive But Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Protocol Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function. All Department of State employees and contractors with authorized access have undergone a thorough background security investigation.

The safeguards in the following paragraphs apply only to records that are maintained in cloud systems. All cloud systems that provide IT services and process Department of State information must be: (1) provisionally authorized to operate by the Federal Risk and Authorization Management Program (FedRAMP), and (2) specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy. Only information that conforms with Department-specific definitions for Federal Information Security Management Act (FISMA) low or moderate categorization are permissible for cloud usage. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, NIST Federal Information Processing Standards (FIPS) and Special Publication (SP), and Department of State policy and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Authorizing Official.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the following address: Director, Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

Assistant Chief of Protocol for Management and Executive Director, Office of the Chief of Protocol, Department of State, 2201 C Street NW, Washington, DC 20520.

The Director of Major Events and Conferences Staff, Office of Major Events and Conferences, Department of State, 2201 C Street NW, Washington DC, 20520.

Individuals who have cause to believe that the Office of the Chief of Protocol or Office of Major Events and Conferences Staff may have records pertaining to him or her should write to the following address: Director; Office of Information Programs and Services, A/GIS/IPS; SA–2 Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

The individual must specify that he or she requests the records of the Office of the Chief of Protocol or the Office of Major Events and Conferences Staff to be checked. At a minimum, the individual must include the following: name, date and place of birth, current mailing address and zip code, signature, and any other information helpful in identifying the record.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

(See above).

These records contain information collected directly from: the individual who is the subject of these records; employers and public references; other officials in the Department of State; other government agencies; foreign governments; and other public and professional institutions possessing relevant information.

None.

Classified and Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Potential candidates and candidates who are being considered for non-career appointments within the Department of State including Presidential appointments requiring Senate confirmation, non-career Senior Executive Service, Schedule C and limited term non-career appointments. Individuals selected for non-career appointments within the Department and who are at various stages of employment approval and confirmation clearance processes. Individuals who currently hold a non-career position within the Department and career ambassadors.

An individual’s prospective and/or confirmed Presidential appointment records typically contain, but are not limited to, full name, date and place of birth, Social Security number, and contact information. Records also include resumes; requisite employment forms which include financial disclosure forms, employment history, background and security clearance information received from Executive Offices and Bureau of Human Resources; Congressional forms (Senate Foreign Relations Committee questionnaire, competence statements for the Senate Foreign Relations Committee, Federal Campaign Contribution Report); letters of recommendation; biographic summary; White House draft press release; agreement telegrams (if bilateral ambassadorial positions); employment documents for non-career selectees; correspondence, memoranda and/or email exchanges relative to appointment processing, selection and nomination; transmittal correspondence from the private sector, other government agencies and the Executive and Legislative branches of Federal government; official appointment notice prepared following Presidential attestation of an appointment; documents related to accretion of duties requests including requests for approval submitted to the White House and internal Department processing of the accretion of duties; position description; Foreign Service Residence and Dependency Report; Race and National Origin Identification; and resignation letters and responses from the President.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 (Departmental Regulations).

The information in the system is used for the consideration, review, clearance and appointment of an individual to a non-career appointment.

The records in this system may be disclosed to the White House Office of Presidential Personnel and the Office of White House Counsel for the purposes of consideration, review, clearance and appointment of an individual to a Presidential position/title. Information may be made available to members of Congress for purposes of confirming nominees to presidentially-appointed positions.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Records of the Office of White House Liaison, State-34.

Storage:

Electronic and paper records.

By individual name.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the FSI distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Records of the Office of White House Liaison, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

These records will be maintained until they become inactive at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8100.

Senior Adviser to the Secretary for Appointments and White House Liaison, Room 7245, Department of State, 2201 C Street NW.,Washington DC 20520.

Individuals who have reason to believe that the Office of the White House Liaison might have records pertaining to themselves should write to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the records of the White House Liaison Office to be checked. At a minimum, the individual must include: name, date and place of birth, approximate dates of employment with the Department of State, particularly the time during which the individual was a candidate or held a non-career Presidential appointment; current mailing address and zip code; and signature.

Individuals who wish to gain access to records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

Individuals who wish to amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information obtained directly from the individual who is the subject of these records; Office of the Legal Adviser; Bureau of Diplomatic Security; Bureau of Human Resources; Bureau of Legislative Affairs; the White House Office of Presidential Personnel: and/or individuals who know or worked with the subject and may offer recommendations.

Pursuant to 5 U.S.C. 552a (k)(1) and (k)(5), certain records in this system are classified or contain confidential source information and are exempted from 5 U.S.C. 522a(c)(3), (d), (e)(l),(e)(4)(G), (H) and (I), and (f). See Department of State Rules published under 22 CFR 171.36.

Unclassified and Classified.

Department of State; SA-2; 515 22nd Street NW.; Washington, DC 20522-8001.

Individuals requesting access to Department of State records under the Freedom of Information Act, the Privacy Act, the Ethics in Government Act, the access provisions of Executive Order 13526 or a successor order on national security information, and Touhy regulations. Also covered are individuals and entities requesting access to Department of State records pursuant to certain other authorities for special document requests, discovery and litigation support requests.

Records in the system include but are not limited to the request letters and Department responses, copies of responsive records (if applicable) and any other correspondence, memoranda, interrogatories and declarations related to the processing of the request from the initial receipt stage through to completion, amendment, appeal and litigation.

Hard copy records and electronic records may contain: the date of the request; requester’s name and requester’s mailing and email address; Social Security number (if provided by the requester) or other personal identifiers; place of birth, and/or date of birth in the form of scanned hardcopy documents or case tracking information entered into the system during the initial processing stage; type of case; case number; dates of acknowledgement letters; fee categories; search and review taskings; number of documents/pages found, reviewed and released or denied; date of response and, where applicable, the exemptions applied pursuant to the Freedom of Information Act or Privacy Act. These records may also contain names, addresses and phone numbers of attorneys, law firms, judges and U.S. attorneys involved with the processing or litigation of the case, as well as separate but related court decisions.

5 U.S.C. 301 (Management of Executive Agencies); 5 U.S.C. 552 (Freedom of Information Act); 5 U.S.C. 552a (Privacy Act); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of Foreign Service) and Executive Order 13526 (Classified National Security Information).

The information in this system supports the Department in the administration of its statutory responsibility for processing requests for access; amendments; appeals; special projects for Congress, the Government Accountability Office, and the Department of Justice in support of court orders and subpoenas; discovery, litigation support, and litigation pursuant to the Freedom of Information Act, the Privacy Act, Executive Order 13526 or a successor order on national security information, and Touhy regulations.

Information in this system may be disclosed to:

1. Government agencies that have custody of Department of State records or that share with the Department responsibility for granting access to certain categories of records, to coordinate decisions on access to records;

2. Government agencies for concurrence reviews in recommendations for access to classified or restricted material and in making appropriate arrangements for such access;

3. A Court or adjudicative body for a proceeding, when the agency, or any component thereof, or any employee of the agency in his or her official capacity, is a party to litigation or has an interest in such litigation, and the agency determines that use of such records is relevant and necessary to the litigation;

4. Department of Justice for the purpose of obtaining its advice on any aspect of the processing of requests for information under the access provisions of the laws or in connection with litigation;

5. Actual or potential party to litigation or the party’s attorney for the purpose of negotiation or discussion on such matters as settlement of the case or matter, plea bargaining or in formal or informal discovery proceedings;

6. Office of Management and Budget, National Archives and Records Administration or the Interagency Security Oversight Office, for the purpose of obtaining advice regarding agency obligations under any access provisions or restrictions of law;

7. Interagency Security Classification Appeals Panel or member agencies for the purpose of obtaining advice regarding agency obligations under any access provisions or restrictions of law; and

8. In response to a properly issued subpoena.

9. To the National Archives and Records Administration, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h), to review administrative agency policies, procedures, and compliance with the Freedom of Information Act, and to facilitate OGIS’ offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Information Access Programs Records, State-35.

Disclosure to consumer reporting agencies:

None.

Storage:

Hard copy and electronic media.

Individual name, case number.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Before being granted access to Information Access Programs Records, a user must first be granted access to the Department of State computer system.

All employees of the Department of State with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes, and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. In addition, all cases and user-accessible records containing PII are only accessible by cleared individuals whose login is contained on the Access Control List (ACL). If an individual is not listed on the ACL, he/she does not have any access to electronic records containing PII in the system. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director; Office of Information Programs and Services, A/GIS/IPS; SA-2, Department of State; 515 22nd Street NW.; Washington, DC 20522-8001.

Director, Office of Information Programs and Services, SA-2; Department of State; 515 22nd Street NW.; Washington, DC 20522-8001.

Individuals who have reason to believe that the Office of Information Programs and Services might have records maintained under their name or personal identifier should write to the Director, Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street NW.; Washington, DC 20522-8001. The individual must specify that he/she wishes the system to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; case number if available; and other information helpful in identifying the record.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

(See above.)

These records may contain information obtained from the requester, attorneys representing the requester and others authorized to represent requesters, records systems searched, and officials of other government agencies who may have provided/referred information relative to the request including, but not limited to documents, advice, concurrence, recommendations and disclosure determinations.

Pursuant to 5 U.S.C. 552a(j)(2), records in this system of records may be exempted from any part of the Privacy Act except 5 U.S.C. 552a(b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11), and (i).

Pursuant to 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7), records in this system of records may be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f).

When the Department of State is processing requests under the purpose of this system, exempt materials from other systems of records may become part of the records in this system. To the extent that copies of exempt records from other systems of records are entered into this system, the Department of State hereby claims the same exemptions for those records that are claimed for the original primary systems of records from which they originated.

Unclassified and Classified.

Department of State, located at 2201 C Street NW, Washington, DC 20520, and its annexes, Bureau of Diplomatic Security, and various field and regional offices throughout the United States, and abroad at some U.S. Embassies, U.S. Consulates General, and U.S. Consulates. Within a government certified cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington DC 20520.

Principal Deputy Assistant Secretary for Diplomatic Security and Director for the Diplomatic Security Service; Department of State; SA-20; 23rd Floor; 1801 North Lynn Street; Washington, DC 20522-2008 for the Harry S Truman Building, domestic annexes, field offices and missions; Security Officers at respective U.S. Embassies, Consulates, and missions overseas. The Principal Deputy Assistant Secretary for Diplomatic Security can be reached at (571) 345-3815.

(a) 5 U.S.C. 301 (Government Organization and Employees) (Departmental regulations); (b) 5 U.S.C. Chapter 73 (Suitability, Security, and Conduct); (c) 5 U.S.C. 7531-33 (National Security); (d) 8 U.S.C. 1104 (Enforcement of immigration and nationality laws); (e) 18 U.S.C. 111 (Crimes and Criminal Procedures) (Assaulting, resisting, or impeding certain officers or employees); (f) 18 U.S.C. 112 (Protection of foreign officials, official guests, and internationally protected persons); (g) 18 U.S.C. 201 (Bribery of public officials and witnesses); (h) 18 U.S.C. 1030 (Fraud and related activity in connection with computers); (i) 18 U.S.C. 1114 (Protection of officers and employees of the U.S.); (j) 18 U.S.C. 1116 (Murder or manslaughter of foreign officials, official guests, or internationally protected persons); (k) 18 U.S.C. 1117 (Conspiracy to murder); (l) 18 U.S.C. 1541-1546 (Issuance without authority, false statement in application and use of passport, forgery or false use of passport, misuse of passport, safe conduct violation, fraud and misuse of visas, permits, and other documents); (m) 22 U.S.C. 211a (Foreign Relations and Intercourse) (Authority to grant, issue, and verify passports); (n) 22 U.S.C. 842, 846, 911 (Duties of Officers and Employees and Foreign Service Officers) (Repealed, but applicable to past records); (o) 22 U.S.C. 2454 (Administration); (p) 22 U.S.C. 2651a (Organization of the Department of State); (q) 22 U.S.C. 2658 (Rules and regulations; promulgation by Secretary; delegation of authority) (Repealed, but applicable to past records); (r) 22 USC 2708 (Department of State Rewards Program); (s) 22 U.S.C. 2709 (Special Agents); (t) 22 U.S.C. 2712 (Authority to control certain terrorism-related services); (u) 22 U.S.C. 3921 (Administration by Secretary of State); (v) 22 U.S.C. 4802 (Diplomatic Security) (Responsibility of Secretary of State), (w) 22 U.S.C.4804(3)(D) (Responsibilities of Assistant Secretary for Diplomatic Security) (Repealed, but applicable to past records); (x) 22 U.S.C. 4831-4835 (Accountability review, accountability review board, procedures, findings and recommendations by a board, relation to other proceedings); (y) 22 U.S.C. Sec. 4807 (Establishment of Visa and Passport Security Program in the Department of State) (z) 44 U.S.C. 31 (Federal Records Act of 1950, Sec. 506(a), as amended) (applicable to past records); (aa) 44 U.S.C. 3541 (Federal Information Security Management); (bb) Executive Order 10450 (Security requirements for government employment)(revoked but applicable to past records) and its successor orders; (cc) Executive Order 12107 (Relating to the Civil Service Commission and Labor-Management in the Federal Service); (dd) Executive Order 13526 and its predecessor orders (Classified National Security Information); (ee) Executive Order 12968, as amended (Access to Classified Information); (ff) Executive Order 13587 (Structural Reforms to Improve the Security of Classified Networks and Information); (gg) Executive Order 12333, as amended, and its predecessor orders (United States Intelligence Activities); (hh) Executive Order 13467, as amended (Reforming Processes Related to Suitability for Government Employment, Fitness, for Contractor Employees, and Eligibility for Access to Classified National Security Information); (ii) 22 CFR Subchapter M (International Traffic in Arms) (applicable to past records); (jj) 40 U.S.C. Chapter 10 (Federal Property and Administrative Services Act (1949)); (kk) 31 U.S.C. (Internal Revenue Code); (ll) Pub. L. 99-399, 8/27/1986 (Omnibus Diplomatic Security and Antiterrorism Act of 1986, as amended); (mm) Pub. L. 100-202, 12/22/1987 (Appropriations for Departments of Commerce, Justice, and State) (applicable to past records); (nn) Pub. L. 100-461, 10/1/1988 (Foreign Operations, Export Financing, and Related Programs Appropriations Act); (oo) Pub. L. 104-347, sec. 203 (Electronic Government Act); (pp) Pub. L. 107-56, 10/26/2001 (USA PATRIOT Act - Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism); (qq) Pub. L.108-21, 4/30/2003 (PROTECT Act - Prosecutorial Remedies and Other Tools to End the Exploitation of Children Today Act of 2003); (rr) Executive Order 12356 (National Security Information) (applicable to past records); (ss) Executive Order 9397 (Numbering System for Federal Accounts Relating to Individual Persons); (tt) Homeland Security Presidential Directive (HSPD-12) (Policy for a Common Identification Standard for Federal Employees and Contractors, 8/27/2004; (uu) Executive Order 13356 (Strengthening the Sharing of Terrorism Information to Protect Americans); (vv) P.L. 108-458 (Sect.1016), 12/17/2004 (Intelligence Reform and Terrorism Prevention Act of 2004; (ww) P.L. 92-463: 5 U.S.C. App. (Federal Advisory Committee Act); (xx) E.O. 12829, National Industrial Security Program; (yy) PDD/NSC-12 Security Awareness and Reporting Foreign Contacts; (yy) Security Executive Agent Directive 3 (Reporting Requirements for Personnel with Access to Classified Information or Who Hold a Sensitive Position); (zz) Security Executive Agent Directive 4 (National Security Adjudicative Guidelines); (aaa) Security Executive Agent Directive 5 (Social Media in Background Investigations).

The records maintained in State-36, Security Records, capture data related to incidents and threats affecting U.S. Government personnel, U.S. Government information, or U.S. Government facilities world-wide, for a variety of legal purposes including federal, state, and international law enforcement and counterterrorism purposes. The information maintained in Security Records may be used to determine general suitability for employment or retention in employment, to grant a contract or issue a license, grant, national security eligibility, security clearance, or Department credential (including PIV card).

Present and former employees of the Department of State; U.S. Agency for International Development (AID), and Peace Corps employees; applicants for Department employment who are presently undergoing a background investigation; individuals communicating on publicly available social media with employees or applicants undergoing a background investigation; contractors working for the Department; interns and detailees to the Department; employees of other federal agencies who have accounts on Department networks; individuals requiring access to the official Department of State premises who have undergone or are undergoing security clearance; some passport and visa applicants concerning matters of adjudication; individuals and institutions identified in passport and visa crime investigations; individuals and institutions identified in investigations regarding identity theft or document fraud affecting or relating to the programs, functions or authorities of the Department of State; individuals identified in investigations of Federal offenses committed within the special maritime and territorial jurisdiction of the United States; individuals involved in unauthorized access to classified information; prospective alien spouses of U.S. citizen employees of the Department of State; individuals or groups whose activities have a potential bearing on the security of Departmental or Foreign Service operations, domestically or abroad, including those involved in criminal or terrorist activity; individuals and organizations who apply to be constituents in the exchange of security information from public-private partnerships; and visitors to the Department of State main building (Harry S Truman Building), to its domestic annexes, field offices, missions, and to the U.S. Embassies and U.S. Consulates and missions overseas. Also covered are individuals issued security or cybersecurity violations or infractions; litigants in civil suits and criminal prosecutions of interest to the Bureau of Diplomatic Security; individuals who have Department building passes; individuals using Department devices or networks; uniformed security officers; individuals named in congressional inquiries to the Bureau of Diplomatic Security; individuals subject to investigations conducted abroad on behalf of other federal agencies; individuals who participate in Department rewards programs; and individuals whose activities other agencies believe may have a bearing on U.S. foreign policy interests. The Privacy Act defines an individual at 5 U.S.C. § 552a(a)(2) as a United States citizen or lawful permanent resident.

Incident and investigative material relating to any category of individual described above, including case files containing items such as name, date and place of birth, citizenship, telephone numbers, addresses, physical description (including height, weight, body type, hair, clothing, gender, ethnicity, race, and other general and distinguishing physical features), medical records, accent description, identification media (such as passport, residency, or driver’s license numbers), vehicle registration and vehicle information; email address, family identifiers (such as names of relatives and biographic information), employer identifiers, applications for passports and employment, photographs, biometric data (to include fingerprints, and deoxyribonucleic acid (DNA) information), birth certificates, credit checks, security evaluations and clearances, national security eligibility determinations, fitness determinations, other agency reports and informant reports; legal case pleadings and files; evidence collected during investigations; polygraphs; network audit records, network use records, email, chat conversations, and text messages sent using Department devices or networks; social media account communications and/or findings for individuals undergoing background or security investigations; publicly available social media communications of third parties with individuals undergoing background investigations; security violation files; training reports; weapons assignment database; firing proficiency and other security-related testing scores; availability for special protective assignments; language proficiency scores; intelligence reports; counterintelligence material; counterterrorism material; threat information pertaining to private U.S. entities and individuals operating overseas;

internal Departmental memoranda; internal personnel, fiscal, and other administrative documents, to include PIV-related documents; emergency contact information for Department employees and contractors; Social Security number; specific areas and times of authorized accessibility; escort authority; status and level of security clearance; issuing agency and issue date; and for all individuals: date and times of building entrance and exit.

For visitors, information collected can include name, date of birth, citizenship, identification type, identification number, temporary badge number, host’s name, office symbol, room number, and telephone number. For public-private partnerships to exchange security information, information collected can include name, address, telephone number and email address.

Security files contain information needed to provide protective services for the Secretary of State and visiting and resident foreign officials and associated foreign official facilities, and to protect the Department’s official facilities and information assets. Security files contain documents and reports furnished to the Department by other agencies concerning individuals whose activities the other agencies believe may have a bearing on U.S. foreign policy interests.

These records contain information obtained from the individual; persons having knowledge of the individual; persons having knowledge of incidents or other matters of investigative interest to the Department; other U.S. law enforcement agencies and court systems; pertinent records of other federal, state, or local agencies or foreign governments; pertinent records of private firms or organizations; the intelligence community; and other public sources. The records also contain information obtained from interviews, review of records, and other authorized investigative techniques.

The information in Security Records is used by:

(a) Department of State officials in the administration of their responsibilities;

(b) Appropriate committees and subcommittees of Congress in furtherance of their respective oversight functions;

(c) Department of Treasury; U.S. Office of Personnel Management; Agency for International Development; Department of Commerce; Peace Corps; Department of Defense; Central Intelligence Agency; Department of Justice; Department of Homeland Security; National Counter Terrorism Center; and other federal agencies inquiring pursuant to law or Executive Order, in order to make a determination of or verify general suitability for employment, fitness, or retention in employment, to grant a contract or issue a license, grant, security clearance, national security eligibility, credential or accreditation;

(d) Any federal, state, municipal, foreign or international law enforcement or other relevant agency or organization as needed for security, law enforcement or counterterrorism purposes, such as: investigative material, threat alerts and analyses, protective intelligence and counterintelligence information, information relevant for screening purposes;

(e) Any other agency or department of the federal government pursuant to statutory intelligence responsibilities or other lawful purposes (including, but not limited to, adjudications, hearings and appeals, continuous evaluation, inspector general functions, counterintelligence, and research, and insider threat programs);

(f) Any other agency or department of the Executive Branch having oversight or review authority with regard to its investigative responsibilities;

(g) A federal, state, local, foreign, or international agency or other public authority that investigates, prosecutes, or assists in investigation or prosecution of violation of criminal law or enforces, implements, or assists in enforcement or implementation of statute, rule, regulation, or order;

(h) A federal, state, local or foreign agency or other public authority or professional organization maintaining civil, criminal, and other relevant enforcement or pertinent records such as current licenses; information may be given to a consumer reporting agency:

(1) to obtain information, relevant enforcement records or other pertinent records such as current licenses, or

(2) to obtain information relevant to an agency investigation, a decision concerning the hiring or retention of an employee or other personnel action, the issuance of a security clearance or the initiation of administrative, civil, or criminal action;

(i) Officials of government agencies in the letting of a contract, issuance of a license, grant or other benefit, and the establishment of a claim;

(j) Any private or public source, witness, or subject from which information is requested in the course of a legitimate agency investigation or other inquiry, to the extent necessary to identify an individual; to inform a source, witness or subject of the nature and purpose of the investigation or other inquiry; and to identify the information requested;

(k) An attorney or other designated representative of any source, witness or subject described in paragraph (j) of the Privacy Act only to the extent that the information would be provided to that category of individual itself in the course of an investigation or other inquiry;

(l) A federal agency following a response to its subpoena or to a prosecution request that such record be released for the purpose of its introduction to a grand jury or in another criminal proceeding;

(m) Relevant information may be disclosed from this system to the news media and general public in furtherance of a legitimate law enforcement or public safety function as determined by the Department. Such uses may include, for example to assist in the location of federal fugitives, to provide notification of arrests, to provide alerts, assessments, or similar information on potential threats to life, health, or property, or to keep the public appropriately informed of other law enforcement matters where disclosure could not reasonably be expected to constitute an unwarranted invasion of personal privacy and could not reasonably be expected to prejudice the outcome of a pending or future trial;

(n) State, local, federal or non-governmental agencies and entities as needed for purposes of emergency or disaster response or identification of bodies;

(o) U.S. government agencies within the framework of the National Suspicious Activity Report (SAR) Initiative (NSI) regarding foreign intelligence and terrorist threats, managed by the Department of Justice;

(p) Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm;

(q) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach;

(r) To Department of State officials for the purpose of vetting for employee participation in public speaking events, recruitment events, awards, and assignments;

(s) To private U.S. entities operating overseas to communicate threats against them and their employees;

(t) To the Office of the Director of National Intelligence for inclusion in its Scattered Castles system in order to facilitate reciprocity of background investigations and national security eligibility determinations; and

(u) To a court, adjudicative body, or administrative body before which the Department is authorized to appear when (a) the Department; (b) any employee of the Department in his or her official capacity; (c) any employee of the Department in his or her individual capacity where the U.S. Department of Justice ("DOJ") or the Department has agreed to represent the employee; or (d) the Government of the United States, when the Department determines that litigation is likely to affect the Department, is a party to litigation or has an interest in such litigation, and the use of such records by the Department is deemed to be relevant and necessary to the litigation or administrative proceeding.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Security Records, State-36.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

By individual name, personal or biometric identifier, case number, Department building passes, and Social Security number (for other than visitors), as well as by each category of records in the system.

Retention of these records varies depending upon the specific kind of record involved. The retention periods of records maintained in this system of records range from three years for security support records to 100 years for investigation case files. These records are retired or destroyed in accordance with published schedules of the Department of State and as approved by the National Archives and Records Administration and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-8100.

All users are given cybersecurity awareness training which covers the procedures for handling Sensitive But Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Security Records, a user must first be granted access to the Department of State computer system, and user access is not granted until a background investigation has been completed. All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department-approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130.

The Department of State will store records maintained in this system of records in cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Only information that conforms with Department-specific definitions for FISMA low or moderate categorization are permissible for cloud usage unless specifically authorized by the Cloud Computing Governance Board. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, NIST Federal Information Processing Standards (FIPS) and Special Publication (SP), and Department of State policy and standards.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-8100. The individual must specify that he or she wishes Security Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Security Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website (https://foia.state.gov/Request/Guide.aspx).

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-8100.

Individuals who have reason to believe that this system of records may contain information pertaining to themselves should write to following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-8100. The individual must specify that he or she wishes Security Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; date and place of birth; current mailing address and zip code; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Security Records include records to him or her.

Any other exempt records from other agencies’ systems of records that are recompiled into this system are also considered exempt to the extent they are claimed as such in the original systems.

Pursuant to 5 U.S.C. 552a (j)(2), records in this system may be exempted from subsections (c)(3) and (4), (d), (e)(1), (2), (3), and (e)(4)(G), (H), and (I), and (f) of the Privacy Act. Pursuant to 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5), records in this system may be exempted from subsections (c)(3), (d)(1), (d)(2), (d)(3), (d)(4), (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), (f)(1), (f)(2), (f)(3), (f)(4), and (f)(5).

See 22 CFR 171.

Security Records, State-36, was previously published at 80 FR 77691 and Identity Management System, State-72, was previously published at 71 FR 62653.

Unclassified.

Department of State, 2401 E Street NW., SA-1, 14th Floor, Washington, DC 20522.

Individuals who have contracted with the Department of State to provide various translation and interpretation services.

The records are collected in the following groups: Biographical information, contractual information, and professional proficiency information. The biographical information includes but is not limited to: Name, social security number; date and place of birth, citizenship, visa information; contact information; education information; languages spoken; and data universal numbering system. The contractual information includes, but is not limited to: The Basic Ordering Agreement (contract or contract award) and work order. The professional proficiency information includes, but is not limited to: Test and interview results (both performance and evaluation) on language proficiency; and performance and evaluation records.

22 U.S.C. 3921 (Management of the Foreign Service), 22 U.S.C. 2651a (Organization of the Department of State).

To facilitate the procurement and effective performance of translators and interpreters who serve a vital function in accomplishing the Department’s foreign policy mission.

Information contained in the Translator and Interpreter Records may be used by potential employers, credit institutions, rental offices etc., requesting verification of employment and/or earnings; and

To provide officials of other U.S. government agencies information needed in the performance of official duties in support of the function for which the records were collected and maintained.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Translator and Interpreter Records, State-37.

Disclosure to consumer reporting agencies:

None.

Storage:

Hard copy and electronic.

By individual’s name and social security number.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Translator and Interpreter Records, a user must first be granted access to Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department-approved access program. Remote access to the network is configured in accordance with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two factor authentication and time-out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Records are retired and destroyed in accordance with published records disposition schedules of the Department of State and as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street NW., Washington, DC 20522-8001.

Director, Office of Language Services, Department of State, 2401 E Street NW., SA-1, 14th Floor, Washington, DC 20522.

Individuals who have cause to believe that Office of Language Services might have records pertaining to them should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street NW., Washington, DC 20522-8001. The individual must request to have the Translator and Interpreter Records checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances, including the approximate dates on which the individual has cause to believe that the Office of Language Services might have records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services (address above.)

(See above.)

The individual; end-users of the contracted services; and various employees of the contracting office.

None.

Supply and Transportation Division, Room 532, Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

Individuals who have contracted with the Department of State to provide various supplies and other services.

The contract itself; biographical sketches of the contractors; requisitions; invitations to bid; specifications; bids; bid abstracts; contract provisions; award documents; other information relating to contract award and performance.

31 U.S.C. 67(b); 41 U.S.C. 257.

The information contained in these records is used primarily for auditing and budgetary purposes. The principal users of this information outside the Department of State are: The General Accounting Office and the Armed Services Board of Contract Appeals. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy; magnetic computer media.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Retention of these records varies from 3 to 8 years, depending upon the specific kind of record involved. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Chief, Supply and Transportation Division, Room 532, Department of State, Annex 6, 1700 Lynn Street, Arlington, VA 22209.

Individuals who have reason to believe that the Supply and Transportation Division might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. He/she individual must specify that he wishes the records of the Supply and Transportation Division to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; the type of supply/service contracted to the Department of State and the approximate dates during which contractual arrangement was effective.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; end-users of the contracted services; various employees of the contracting office.

Unclassified and Classified.

Department of State ("Department"), located at 2201 C St., N.W., Washington, DC 20520; Visa Office, Department of State, Annex 17, 600 19th St., N.W., Washington, DC 20006; National Visa Center, 32 Rochester Avenue, Portsmouth, NH 03801; Kentucky Consular Center, 3505 N. US Hwy 25 W., Williamsburg, KY 40769; U.S. embassies, consulates general, consulates, and Department of State Enterprise Server Operations Centers (henceforth referred to as the Department of State). Records may also be located within a government-certified cloud provided by a cloud-based service provider.

Deputy Assistant Secretary for Visa Services, Room 6811, Department of State, 2201 C St., N.W., Washington, DC 20520-4818; Director, National Visa Center, 32 Rochester Avenue, Portsmouth, NH 63801; Director, Kentucky Consular Center, 3505 N. US Hwy 25 W., Williamsburg, KY 40769. All system managers can be contacted with this email address PRA_BurdenComments@state.gov. When emailing system managers, include the phrase "SORN" in the email subject line. At specific locations abroad, the on-site manager is the consular officer responsible for visa processing.

5 U.S.C. 301 (Secretary of State’s authorities with respect to Management of the Department of State); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); 8 U.S.C. 1101-1537 (Immigration and Nationality Act of 1952, as amended).

The Visa Records system maintains information used to assist the Bureau of Consular Affairs and consular officers in the Department and abroad in adjudicating visas and Certificates of Identity. It is also used in dealing with problems of a legal, enforcement, technical, or procedural nature that may arise in connection with a U.S. visa or Certificate of Identity.

Visa Records may include the following individuals when required by a visa application or a Certificate of Identity application: U.S. petitioners, U.S. persons applying for returning residence travel documentation, and visa and Certificate of Identity applicants who subsequently become documented as U.S. persons. The Privacy Act defines an individual at 5 U.S.C. 552a (a)(2) as a U.S. citizen or lawful permanent resident.

Visa Records maintains visa applications and related forms; Certificate of Identity applications or portions thereof; documents of identity; biometric information; social security numbers; national identity numbers; photographs; financial information; gender, birth, marriage, death and divorce certificates; interview worksheets; biographic information sheets; affidavits of relationship; medical examinations and immunization reports; police records, criminal and legal information; educational and employment records; petitions for immigrant status and nonimmigrant status; bank statements; social media handles and information gathered from social media; communications between the Visa Office, the National Visa Center, the Kentucky Consular Center, U.S. embassies, U.S. consulates general and U.S. consulates, other U.S. government agencies, international organizations, members of Congress, legal and other representatives of visa applicants, relatives of visa applicants, and other interested parties where such communications are, or may be, relevant to visa adjudication; and internal Department of State correspondence and notes relating to visa adjudication. Visa Records may also contain information collected regarding applicants’ or petitioners’ U.S. family members; U.S. employers; and other U.S. persons referenced by the applicant or petitioner.

These records contain information that is primarily obtained from the individual who is the subject of the records; attorneys/agents representing these individuals; relatives; sponsors; petitioners; members of Congress; U.S. Government agencies; foreign government agencies, international organizations; local sources at posts; and anyone else with information that is, or may be, relevant to a U.S. visa application.

The principal users of this information outside the Department of State may include, when consistent with Section 222(f) of the Immigration and Nationality Act:

A. The Department of Homeland Security for uses within its statutory mission, including to process, approve or deny visa petitions and waivers, as well as for law enforcement, counterterrorism, transportation and border security, administration of immigrant benefits, critical infrastructure protection, fraud prevention, or employment verification purposes.

B. Public or private employers seeking to confirm the authenticity of the visa when it is presented as evidence of identity and/or authorization to work in the United States;

C. The Department of Justice, including the Federal Bureau of Investigation (and its National Crime Information Center), the Terrorist Screening Center, the Bureau of Alcohol, Tobacco, Firearms and Explosives, the U.S. National Central Bureau (Interpol) and the Drug Enforcement Administration, for purposes of law enforcement, criminal prosecution, representation of the U.S. government in civil litigation, fraud prevention, counterterrorism, or border security.

D. The Department of the Treasury for uses within its statutory mission, including the enforcement of U.S. tax laws, economic sanctions, and counterterrorism.

E. The National Counterterrorism Center, the Office of the Director of National Intelligence and other U.S. intelligence community (IC) agencies, for uses within their statutory missions, including intelligence, counterintelligence, counterterrorism and other national security interests.

F. The Department of Defense, for uses within its statutory mission including for purposes of border security, homeland defense, force protection, law enforcement and counterterrorism.

G. The Department of Labor for uses within its statutory mission including the administration and enforcement of U.S. labor laws.

H. Congress, for the formulation, amendment, administration, or enforcement of the immigration, nationality, and other laws of the United States.

I. State, local, and tribal government officials for law enforcement, counterterrorism, or border security purposes.

J. Interested persons (such as the visa applicant, the applicant’s legal representative or other designated representative) inquiring as to the status of a particular visa case (limited unclassified information may be released when appropriate).

K. Courts provided the Secretary of State has determined that release is appropriate, and the court has certified it needs such information in the interest of the ends of justice in a case pending before the court.

L. Foreign governments for purposes relating to the administration or enforcement of the immigration, nationality, and other laws of the United States, or in the Secretary’s discretion and on the basis of reciprocity, for the purpose of preventing, investigating, or punishing acts that would constitute a crime in the United States or, pursuant to an agreement with a foreign government, to enable such government to consider whether the record indicates a person would be inadmissible to the United States when it determines whether to deny a visa, grant entry, authorize an immigration benefit, or order removal of such person.

M. The Centers for Disease Control and Prevention, for uses within its statutory mission, including its role relative to the physical and mental examination of aliens under immigration laws.

N. Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

O. Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Visa Records, State-39.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found in the Department’s Foreign Affairs Manual (https://fam.state.gov/FAM/05FAM/05FAM0440.html). All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

Records may be retrieved through individual data fields including but not limited to: Applicant personal data; biometrics and namecheck data; case data; and visa data.

The retention period for visa records depends on the nature of the information and disposition of the visa adjudication. Some files related to issued immigrant visas are destroyed six months after issuance. In some instances, files with historical significance are permanent records. Most files related to Certificates of Identity are retained for twenty-five years after closure. These records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA), and a complete list of the Department’s schedules can be found on its Freedom of Information Act (FOIA) program’s website (https://foia.state.gov/Learn/RecordsDisposition.aspx). More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

All Department of State network users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet network users are required to take the Foreign Service Institute’s distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Visa Records, a user must first be granted access to the Department of State network system.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with the Office of Management and Budget Circular Memorandum A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. While the majority of records covered in Visa Records are electronic, all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State personally identifiable information (PII) must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for FISMA low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanisms utilizing Public Key Infrastructure (PKI) and NIST 800-53 controls concerning virtualization, servers, storage and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Visa Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; email address; telephone number; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Visa Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website (https://foia.state.gov/Request/Guide.aspx).

However, in general, visa records are confidential and may not be released under section 222(f) of the Immigration and Nationality Act, except that, the Department of State may consider requests for records that originated with, or were sent to, a requesting visa applicant or someone acting on such applicant's behalf to be releasable thereto.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., N.W.; Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C St., N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Visa Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; email address; telephone number; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Visa Records include records pertaining to the individual.

Pursuant to 5 U.S.C. 552a (k)(1), (k)(2), and (k)(3), records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State Rules published in the Federal Register, under 22 CFR 171.26.

This SORN was previously published at 83 FR 28062 (June 15, 2018).

Unclassified.

Department of State ("Department"); 2201 C Street, NW; Washington, DC 20520 and within a government cloud provided, implemented and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

There are four system managers: (1) Division Chief, Bureau of Administration, Office of Emergency Management, 2430 E Street NW, Washington, DC 20520 on (202) 776-8600; (2) The Chief Information Officer, Bureau of Information Resource Management, Enterprise Resource Management, 2201 C Street, NW Washington, DC 20520. Contact information is either ITServiceCenter@state.gov or (202) 647-2000; (3) Chief, Employee Services Center, Department of State, 2201 C Street, NW, Washington, DC 20520, (202) 647-4054; and (4) Division Chief, A/EX/ITS, Department of State, 600 19th Street, NW, Washington, DC 20431, (202) 485-7147.

5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 2581 (General Authority of Secretary of State); 22 U.S.C 2651a (Organization of the Department of State); National Security Presidential Directive (NSPD) -51/Homeland Security Presidential Directive (HSPD) - 20 (May 4, 2007); National Continuity Policy Implementation Plan (August 2007); and Federal Continuity Directive 1 (February 2008).

The public and non-public information contained in the system is collected and maintained by the Department and is used: (1) to develop the official locator directories for all personnel; (2) to communicate with the categories of individuals listed in the next section in the event of an emergency in which designated contact information will be used; (3) to communicate with designated emergency contacts or next of kin; (4) for mail forwarding purposes of the employee; and (5) to answer official inquiries regarding the location of an employee.

Foreign and Civil Service employees, U.S. Government employees who fall under a Chief of Mission’s (COM) security responsibility; contractors; locally employed staff; employees on intermittent, temporary, and limited appointments; interns; and designated emergency contacts or next of kin to include eligible family members who fall under a Chief of Mission’s security responsibility, members of households at overseas posts, and other individuals living/working on Mission property with COM permission who voluntarily agree to provide personal contact information to the Department of State for emergency notification and accountability purposes. Additionally, it includes retired employees. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

This system contains the following contact information, as applicable, for those individuals listed in the preceding section: name, office contact information (current post assignment, employment affiliation, work title, domestic facility location, work address, and work phone numbers), personal contact information (personal phone numbers, personal email address, home address, local address), emergency contact information, employment type, the last four-digits of a Social Security number, Global Employment Management System (GEMS) number, mail forwarding instructions, name of spouse, names of dependents, and school address.

The information is compiled directly from the individual and from Department automated sources.

Information in Employee Contact Records is used to answer inquiries regarding the location of individuals listed in the Categories of Individuals section. The Department will use the information to notify an emergency contact or next-of-kin in the event of an emergency, crisis or death of the employee, or to contact individuals listed in the categories of individuals section in the event of an emergency at the location where they are assigned abroad to determine if they are safe, or to locate an individual listed in the categories of individuals section in the event of a family emergency or death. The information may also be released to:

(a) Non-governmental agencies or entities during a disaster for purposes of emergency response.

(b) Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(c) Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. The notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to the Employee Contact Records, State-40.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

Records are retrievable by individual’s name, dependent name, spouse name and GEMS number.

The records retention schedules vary according to function. Some records are transitory in nature and are kept for up to 72 hours while others are kept as long as five years after the employee resigns or retires. These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208; or by fax at 202- 261-8571.

All users are given cyber security awareness training that covers the procedures for handling Sensitive But Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. While the majority of records covered in the Employee Contact Records are electronic, all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Employee Contact Records a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a thorough background security investigation.

The Department of State will store records maintained in this system of records in cloud systems. All cloud systems that provide IT services and process Department of State information must be authorized to operate by the Department of State Authorizing Official and Senior Agency Official for Privacy. Only information that conforms with Department-specific definitions for FISMA low or moderate categorization are permissible for cloud usage unless specifically authorized by the Department’s Cloud Computing Governance Board. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB guidance, NIST Federal Information Processing Standards (FIPS) and Special Publications, and Department of State policy and standards.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Employee Contact Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Employee Contact Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Employee Contact Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Employee Contact Records include records pertaining to him or her.

None.

The Department of State proposes to consolidate two record systems: Employee Contact Records, State-40 (previously published at 75 FR 67431) and Foreign Service Employee Locator Notification Records, State-12 (previously published at 42 FR 49705).

Unclassified and classified.

Department of State, 2201 C Street, NW, Washington, DC 20520; and the Miami Regional Center, 4000 N. Andrews Street, Ft. Lauderdale, FL 33309.

Foreign Service professional full-time officers and specialists, (communicators, secretaries, personnelists, administrative officers, and budget and fiscal officers) who are assigned as rovers for a tour of duty or in temporary duty status; WAE re-employed annuitants assigned as rovers in designated positions; and individuals previously in the above two categories whose reassignments are pending or who have resigned from the rover program or been reassigned outside of the program.

22 U.S.C. 3921 (Management of service); 22 U.S.C. 2656 and 2658 (Management of foreign affairs; Delegation of authority); 5 U.S.C. 301 (Management of the Department of State).

Communications between the Bureau of Personnel (PER) and the employee regarding assignments, extensions and curtailments; communications between PER and the bureau of assignment; communications between the employee and the office responsible for the employee’s rating regarding issues and problems encountered and self-evaluation of performance and accomplishments; memoranda and telegrams regarding performance prepared at posts where employee served; employee trip reports; employee’s assignment history; passports and copies of passport applications; photographs of employee for passport and visa purposes; profile sheets for visa applications; blanket travel authorizations and amendments; training records; medical clearance notifications; signed work requirements; copies of SF-50 personnel actions, arrival/departure communications; information regarding allowances, housing, and household effects; and time and attendance information. For WAE re-employed annuitants: Copies of W-4 tax withholding forms, SF-1190 foreign allowance forms, earnings and leave statements, salary checks and transfer of labor charges are also kept when routed through the appropriate Executive Office.

The information in this system is used to provide performance evaluation information for the employee’s rating and reviewing officers who are not the on-site supervisors, to provide necessary information for visa requests for foreign travel, for applications for U.S. passports, for recommendation and authorization of training, for assisting the employee and posts in travel arrangements and assignment and administrative processing, for assignment processing in considering reappointments for re-employed annuitants, and by foreign missions when visas are requested. Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic media, hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to the Miami Regional Center is controlled by camera and motion detection devices. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be destroyed or retired according to published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Freedom of Information, Privacy and Classification Review, Room 1239; Department of State, 2201 C Street, NW, Washington, DC 20520-1239.

Executive Director for African Affairs, Room 3517; Executive Director for East Asian and Pacific Affairs, Room 4313A; Executive Director for European and Canadian Affairs, Room 5428; Executive Director for Near Eastern and South Asian Affairs, Room 4245; or the Managing Director for Systems Operations for Information Management, Room 4422; Department of State, 2201 C Street, NW, Washington, DC 20520; or the Director of Miami Regional Center; 4000 N. Andrews Street, Ft. Lauderdale, FL 33309.

Individuals who have reason to believe the Department of State might have records pertaining to themselves when they were rovers should write to the Director, Office of Freedom of Information, Privacy and Classification Review, Room 1239, Department of State, 1201 C Street NW, Washington, DC 20520-1239. The individual must specify that he/she wishes the Rover Records applicable to his/her assignment to that program to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; bureau to which he/she was assigned and dates of assignment.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Freedom of Information, Privacy and Classification Review (address above).

These records contain information obtained directly from the individual who is the subject of these records, from supervisors and officers who benefited from the individual’s performance at posts where the individual served, from the office of the Regional Executive Director, from the Office of Medical Services, and from the Bureau of Personnel.

Certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State Rules published in the Federal Register.

Unclassified and Classified.

(a) Department of State domestic data centers located within the United States, with local infrastructure placed overseas at U.S. Embassies, U.S. Consulates General, and U.S. Consulates; and U.S. Missions, (b) within a government cloud platform provided by the Department of State’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

DDTC Chief Information Officer; 2401 E Street, NW, Washington DC 20037; (202) 663 2023; DDTC-CIO@state.gov.

22 U.S.C. 2651a (Organization of Department of State); 5 U.S.C. 301 (Departmental Regulations); 22 U.S.C. 2776, 22 U.S.C. 2778, 22 U.S.C. 2779, 22 U.S.C. 2780, and 22 U.S.C. 2751 et seq. (Arms Export Control Act); E.O. 13637; International Traffic in Arms Regulations (ITAR), 22 C.F.R. Parts 120-130.

This system enables DDTC to support industry customers as DDTC performs its mission to implement relevant provisions of the Arms Export Control Act (AECA) and the International Traffic in Arms Regulations (ITAR) and control the export and temporary import of defense articles and defense services covered by the United States Munitions List (USML).

Exporters of defense articles and defense services with or without Department of State authorization; applicants for export licenses; registered exporters; brokers for sales of defense articles or defense services who completed registration statements or submitted requests for approval of a brokering activity; and debarred parties. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Correspondence, registration statements when a principal executive officer or owner is the same as the applicant, and payment for registration fees sent to the Department of State when an individual or business registers as a manufacturer, exporter and/or broker of defense articles or defense services; information on political contributions, gifts, commissions and fees relating to certain sales of defense articles and defense services; license applicants, secondary entity contacts, third-party points of contact, and other relevant entities, may be asked to provide information such as: name, address, nationality/citizenship status, passport/visa/social security number, operator/certificate license, contract and licensing eligibility, contact information (e.g., telephone number, email address), information related to current or past law enforcement charges and convictions, place of birth, financial account numbers, and date of birth; copies of letters to individuals and businesses from the Department of State pertaining to their registration, including notices of suspension and debarment; proposed charging letters and orders and consent agreements pertaining to the Department of State's administrative cases; Federal Register Notices of statutory debarment; correspondence, memoranda, federal court documents, telegrams, other government agency reports, and email messages between the Department of State and other federal agencies regarding law enforcement and intelligence information about defense trade activities pertaining to the subject of the record.

These records contain information that is primarily obtained from the individual, from the organization the individual represents, federal court documents, and intelligence and law enforcement agencies.

Munitions Control Records may be disclosed to:

Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of Homeland Security, the Department of Justice (DOJ), the Department of Commerce, and other federal entities, including intelligence and law enforcement agencies to assist in their investigations of violations of the AECA or in the context of multilateral or bilateral export regimes.

A court, adjudicative body, or administrative body before which the Department is authorized to appear when (i) the Department; (ii) any employee of the Department in his or her official capacity; (iii) any employee of the Department in his or her individual capacity where the U.S. Department of Justice or the Department has agreed to represent the employee; or (iv) the Government of the United States, when the Department determines that litigation is likely to affect the Department, is a party to litigation or has an interest in such litigation, and the use of such records by the Department is deemed to be relevant and necessary to the litigation or administrative proceeding.

Foreign governments for purposes relating to law enforcement or regulatory matters or in the context of multilateral or bilateral export regimes, in accordance with 22 C.F.R. § 126.10(d)(1).

Congress to comply with statutory and regulatory reporting requirements in the AECA or ITAR related to certain defense trade transactions.

Other federal agencies in order to provide independent monitoring of a system of security policy enforcement, malicious activity detection, and security incident response.

The public, as necessary, to comply with statutory or regulatory requirements or to enable exporters to comply with such requirements, as follows:

The periodic publication in the Federal Register of names, dates of conviction, and months and years of birth of those on the Debarred Parties List pursuant to the authorities granted in 22 U.S.C. 2778(g), as implemented in 22 C.F.R. § 127.7.

The periodic publication of charging letters, debarment orders, and orders imposing civil penalties and probationary periods in the Public Reading Room of the Department of State, as required by 22 C.F.R. § 128.17, and on the Directorate of Defense Trade Controls website.

The periodic publication of registrant name and address changes on the Directorate of Defense Trade Controls website to assist registrants and applicants in keeping their records current.

The Department of State periodically publishes in the Federal Register its Prefatory Statement of Routine Uses. These standard routine uses apply to Munitions Control Records SORN, State-42.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found at https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records that contain personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

Individual name, company name, DDTC Registration Code, DDTC Case Number.

These records will be maintained in accordance with the Department of State Records Schedule, Chapter 24 Arms Control and International Security Records, Office of Defense Trade Controls (A-24-048-01a(1)) , as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N. W., Room B-226; Washington, DC 20520.

All Department of State network users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department of State OpenNet network users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before a user is granted access to Munitions Control Records, they must first be granted access to the Department of State computer network.

Department of State employees and contractors may remotely access this system of records using non-Department of State owned information technology. Such access is subject to approval by the Department of State’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department of State’s information system is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department of State-specific definitions for Federal Information Security Modernization Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department of State’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department of State policy, systems that process more sensitive information will require more stringent controls and review by Department of State cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department of State data center by the Department of State key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or to amend records that pertain to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N. W., Room B-226; Washington, DC 20520. The individual must specify in the written correspondence that he or she wishes the Munitions Control Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury that the information in the written is true and correct; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Munitions Control Records include records that pertain to the individual. Detailed instructions on Department of State procedures to access and amend records can be found at the Department of State’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest records should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N. W., Room B-226; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N. W., Room B-226; Washington, DC 20520. The individual must specify in the written correspondence that he/she wishes the Munitions Control Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury that the information contained in the written correspondence is true and correct; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Munitions Control Records include records pertaining to the individual.

Pursuant to 5 U.S.C. 552a(k)(1) and (k)(2), portions of certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3),(d),(e)(1),(3)(4)(G),(H) and (I), and (f). See 22 CFR 171.26.

Previously published at Public Notice 6140 State-42, System Name: Munitions Control Records. Volume 73, Number 55; March 20, 2008.

Unclassified and classified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Members of Congress and their constituents who request Congressional assistance in obtaining information or services from the Department of State.

Correspondence, memoranda and E-mail messages between Members of Congress, Congressional Committees, and the Department including our posts abroad pertaining to Congressional and constituents’ requests for information or services from the Department.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the Department of State).

The information in this system of records is collected and maintained by the Bureau of Legislative Affairs to fulfill its responsibility to the Congress in tracking Members’ correspondence and providing appropriate responses.

The information in this system is used:

--to respond to requests from Congress, Congressional Committees or constituents of Members of Congress for information or services from the Department; and

--to provide Department principals with information regarding trends or particular interests of Members of Congress or their constituents.

Also see the "Routine Uses" paragraph of the Prefatory

Statement published in the Federal Register.

Storage:

Electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, DC 20522-6001.

Director, Office of Legislative Operations; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Legislative Affairs might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Congressional Correspondence Records to be checked. At a minimum, the individual should include: name; date and place of birth; a brief description of the circumstances that caused the creation of the record and the approximate dates; current mailing address and zip code; signature and preferably, his/her social security number.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of IRM Programs and Services (address above).

These records contain information obtained from Members of Congress, constituents who requested assistance, and substantive responding offices.

None.

Unclassified and classified.

Department of State, 2201 C Street, NW, Washington, DC 20520.

Members of Congress, Congressional staffers, Executive Branch invitees and Department of Defense escorts.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the Department of State).

Correspondence, memoranda, telegrams, and E-mail messages between the Department of State, Congress and the overseas post pertaining to the arrangements and expenses of the individual’s trip including non-government funded trips as requested by Members of Congress; letters of authorization from the Committee Chairman or the authorizing member of Congress regarding funds for the trip; facsimiles between Congressional offices and the Department regarding itineraries; itineraries to and from the Combined Airlines Ticket Office; copies of Government Travel Requests; copies of logistical and administrative arrangements such as meeting and appointment schedules; hotel and transportation provisions; copies of substantive reporting of topic/purpose of trip; financial data sheets showing expenses anticipated; receipts of travelers checks; per diem worksheets; memoranda to the Cashier from the Bureau of Legislative Affairs requesting advances; classified receipt forms; and passport information sheets.

The information in this system is used primarily by the current and former travelers when they express need or desire or any information relative to their particular travel. The records are also used to provide: The Office of Legislative Operations (Congressional Correspondence/Legislative Reference Units) and posts abroad with information to facilitate the travel arrangements requested, and information about travel of Members of Congress for the purpose of identifying their areas of interests; desk officers with information regarding previous and current travel to their region; Legislative Management Officers with information for determining current and previous travel to particular regions when requested by Congressional offices; and Department principals and Ambassadors-designate with information regarding particular interests of Members of Congress to specific posts or regions. Also see "Routine Uses" paragraphs of Prefatory Statement published in the Federal Register.

Storage:

Electronic media, hard copy.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be destroyed or retired according to published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Acting Director; Office of Information Resources Management Programs and Services, Room 1239, Department of State; 2201 C Street, NW, Washington, DC 20520-1239.

Director, Office of Legislative Operations, Bureau of Legislative Affairs, Room 7261, Department of State; 2201 C Street, NW, Washington, DC 20520-7261.

Individuals who have reason to believe that the Bureau of Legislative Affairs (Congressional Travel Unit) might have travel records pertaining to themselves should write to the Acting Director, Office of Information Resources Management Programs and Services, Room 1239, Department of State, 2201 C Street, NW, Washington, DC 20520-1239. The individual must specify that he/she wishes the Congressional Travel Records to be checked. At a minimum, the individual must include: name; date and place of birth; current mailing address and zip code; signature; dates of travel and the name of the head of the delegation.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Acting Director, Office of Information Resources Management Programs and Services (address above).

These records contain information obtained from the individual, overseas posts, the Bureau of Legislative Affairs, and Congressional Committee staffers.

None.

Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

Architects; engineers; construction contractors; landscape architects; real estate appraisers.

Architect, Engineer, and Related Services Questionnaire; brochures from firms on recently completed projects; routine correspondence with the firm.

Foreign Service Buildings Act of 1926, as amended.

The principal users of this information outside the Department of State are Architectural Advisory Consultants who are under contract to the Office of Foreign Buildings for limited periods of time. See also "Routine Uses"paragraphs of Prefatory Statement.

Storage:

Hard copy.

By name of business firm.

None. The Office of Foreign Buildings and the individual contractors involved have determined that the information submitted by firms is public knowledge, and is in no need of special security.

These records are retained for approximately ten years. They are then destroyed or returned to the individual firm, if it so wishes and requests.

Deputy Assistant Secretary for Foreign Buildings, Room 335, Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

Individuals who have reason to believe that the Office of Foreign Buildings might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of Foreign Buildings to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center, (address above).

See above.

The individual firm.

Department of State, 2201 C Street NW, Washington, DC 20520.

Donors, lenders, contributors and possible contributors to Fine Arts projects; museum curators and dealers with whom the Fine Arts Office corresponds.

Correspondence between donors and lenders; research material on objects.

22 U.S.C. 811a.

Information is made available upon request to other government agencies having statutory or other lawful authority to maintain such information See also "Routine Uses"paragraphs of the Prefatory Statement.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized peronnel.

These records are continuously maintained and never destroyed, as they do not go out of date.

Curator, Diplomatic Receptions, Room 8213, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Fine Arts Office might have records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Fine Arts Office to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances which give the individual cause to believe that the fine Arts Office might have records on him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Foreign Affairs Document and Reference Center (address above).

See above.

The individual.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals--career members of the Foreign Service and non-career persons from outside the Department of State--who have been selected for a Presidential appointment or title. Appointments/titles include: Chiefs of mission, ranks and personal ranks of ambassador, principal officers of the Department of State, representatives and alternate representatives to the annual United Nations (UN) General Assembly and to the annual General Conference of the International Atomic Energy Agency. In addition, selectees who serve in Presidential appointed positions as representatives or alternate representatives on various UN boards and commissions such as the UN Human Rights Commission, the UN Commission on the Status of Women and UNICEF, and commissioners of the various international fisheries commissions are covered.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); and 5 U.S.C. 301 (Management of the Department of State).

Appointment documents are maintained first in a working file and, once appointed, the individual’s material is moved to a country or position file. At the completion of the appointment, the documents are moved to a name-retrievable file.

The files contain documents pertaining to an individual’s Presidential appointment. Specifically, they include: Director General welcome/congratulatory letter; Candidate Information Summary; security clearance forms; a White House Personal Data Statement; Questionnaire for Sensitive Positions; Consumer Credit Check form; Financial Disclosure Report; Office of the Legal Adviser’s certification of financial disclosure report; Congressional forms (Senate Foreign Relations Committee form, Federal Campaign Contribution Report); biographic summary; White House press release; agreement telegrams (if bilateral ambassadorial positions); memoranda to the Office of Legislative Affairs transmitting Congressional documents; copies of letters to home State Senators and to members of the Senate Foreign Relations Committee; nomination papers for the White House (transmittal memorandum, biographic summary, nomination, and a competence statement required under section 304(a)(4) of the Foreign Service Act); correspondence and/or e-mail exchanges with the individual regarding appointment processing; memoranda to the regional bureaus concerning selection and nomination; memoranda and appointment documents concerning federal employment for non-career selectees; resignation letters and responses from the President; official appointment notice prepared following Presidential attestation of an appointment; copies of memoranda, if applicable, concerning recall to the Foreign Service, waiver of the mandatory Foreign Service retirement age requirement, and termination of Chief of Mission services pursuant to section 401(b) of the Foreign Service Act.

Accreditation documents are maintained in the country files for bilateral and multilateral chiefs of mission. These documents consist of: A Presidential letter of responsibility, a Secretary of State administrative letter of instruction; copies of the Letters of Credence and Recall which are presented to the host government or secretariat of a multilateral organization.

The documents noted above that are contained in the appointment files are used for the clearance and appointment of an individual to a Presidential position/title. Specifically,

--The original of the White House Personal Data Statement is sent to the White House Counsel’s office for processing. Originals of a Tax Check Waiver, Acknowledgment/Consent memorandum, a FBI name check form and a FBI full field security form when the appointment is at the Assistant Secretary-level or above, are also sent to the White House Counsel’s office. (Copies of these security release forms are not maintained in the files of Presidential appointments requiring Senate confirmation). A copy of the Candidate Information Summary is sent to the White House Presidential Personnel Office and to the Department’s White House Liaison Office.

--Security forms--Questionnaire for Sensitive Positions, and the Consumer Credit Check forms are sent to the Bureau of Diplomatic Security under cover of a memorandum requesting a security clearance. Original fingerprint charts (if appropriate) are also sent to the Bureau of Diplomatic Security where they are retained.

--The Ethics Division of the Office of the Legal Adviser reviews and certifies the financial disclosure documents to ensure that there is no conflict of interest. As part of the review and certification, that office also receives copies of the Personal Data Statement; the Senate Foreign Relations Committee form; and, if a chief of mission position, the Federal Campaign Contribution Report. In addition, it may be necessary to share this information with the Office of Government Ethics.

--Agreement telegrams document the initial request for a host government approval of a bilateral chief of mission and subsequent responses from overseas posts.

--Biographic summaries, cleared by appointees, are sent to the White House and the Senate Foreign Relations Committee.

--Nomination papers, including accreditation documents for bilateral chiefs of mission, are sent to the Office of the Executive Clerk in the White House who reviews the documents and obtains Presidential signature at the appropriate time. The nomination paper and the competence statement for chiefs of mission are sent to the U.S. Senate once White House final clearance is forthcoming.

--Congressional documentation is prepared and transmitted to the Office of Legislative Affairs and that office then submits the material to the U.S. Senate at the appropriate time.

--Memoranda sent to the regional bureaus serve as notification documents of the status of an appointment and transmit any needed appointment briefing materials.

--Official notification memoranda of an appointment are addressed to the appropriate Bureau Executive Director, with copies to various administrative and personnel offices in order to advise such offices of a Presidential appointment.

--The original letter of resignation of a Presidential appointee is sent under cover of a transmittal memorandum to the Office of White House Correspondence. That office sends back a Presidential response which is forwarded to the appointee.

--The original accreditation documents for a bilateral chief of mission are hand-carried to post by the chief of mission for presentation to the host government.

--Employment documents for non-career selectees are processed and forwarded to the appropriate offices in the Bureau of Personnel.

Storage:

Computer media and hard copy.

By individual name, country or position title.

All employees of the Department of State have undergone a thorough security background investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specified information may be obtained by writing to the Director, Office of IRM Programs and Services; Room 1512; Department of State; 2201 C Street, NW; Washington, DC 20520-1512.

The Director General of the Foreign Service and Director of Personnel; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals who have reason to believe that the Bureau of Personnel’s Presidential Appointments Staff Office might have records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above). The individual must specify that he/she wishes the Senior Personnel Appointments Records to be checked. At a minimum, the individuals must include: Name; date and place of birth; Social Security number; approximate dates of employment with the Department of State particularly the time during which the individual held a Presidential appointment or was in process for a Presidential appointment; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained directly from the individual who is the subject of these records, the Bureau of Personnel, Office of the Legal Adviser, the Bureau of Diplomatic Security, U.S. embassies (in the case of agreement telegrams), and/or the White House.

Pursuant to 5 U.S.C. 552a(k)(5), certain records in this system contain confidential source information and are exempted from 5 U.S.C. 522a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). See Department of State Rules published in the Federal Register.

Department of State, 2201 C Street NW, Washington, DC 20520.

Members of Congress who have corresponded with the Office of the Inspector General of Foreign Assistance (IGA) or received reports or memoranda from IGA; present and former employees or contractors of the Agency for International Development, Overseas Private Investment Corporation, Inter-American Foundation, Peace Corps, Department of State, Department of Defense, or the Department of Agriculture alleged to have violated laws or agency regulations in connection with programs for which IGA has oversight responsibility.

Routine correspondence with individuals in categories named above; correspondence, working papers and reports of investigation concerning alleged violations of laws and agency regulations in connection with programs for which IGA has oversight responsibility.

Subsection 624(d) of the Foreign Assistance Act of 1961 (Pub. L. 97-195, as amended).

Correspondence with Members of Congress constitutes working files for IGA management and is made available to officials of the Department of State and of other governmental agencies when it is considered to be in the furtherance of IGA’s statutory mission. Records concerning individuals alleged to have violated laws or agency regulations in connection with programs for which IGA has oversight responsibility may be referred, as a routine use, to the appropriate agency, whether Federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto.

Storage:

Hard copy.

By individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State building and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel.

Records are retained one year after the last entry in the file. They are retired or destroyed in accordance with published schedules of the Department of State. More specific information may be obtained by writing to the Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Director, Office of Reports and Management, Office of the Inspector General of Foreign Assistance, Room 6825, 2201 C Street NW, Washington, DC 20520.

Individuals who have cause to believe that the Office of the Inspector General of Foreign Assistance might have records pertaining to them should write to Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Office of the Inspector General of Foreign Assistance to be checked. At a minimum the individual must include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of circumstances, including approximate dates, which give the individual cause to believe that the Office of the Inspector General of Foreign Assistance might have records pertaining to him.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Foreign Affairs Document and Reference Center (address above).

See above.

The individual; Federal agencies; Members of Congress; international, state, and local governmental organizations; nongovernmental organizations; and individuals.

Certain records contained within this system of records are exempted from 5 USC 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See Department of State rules published in the Federal Register.

Unclassified.

Department of State, 2201 C Street, NW, Washington, DC 20520.

Director, Family Liaison Office, and Chief, Personnel Management, Operating Systems Division, Department of State, 2201 C Street, NW, Washington, DC 20520.

22 U.S.C 4026(b).

The information in the system is used to manage the Family Liaison Office’s programs and to provide services to its clients in each of its major areas of interest: Family Member Employment, Naturalization, Education and Youth, Unaccompanied Tours, Community Liaison Office program and Support Services.

Current and past participants of Family Liaison Office (FLO) programs and individuals who have requested to receive information from FLO including: (1) U.S. direct-hire employees from all U.S. foreign affairs agencies; (2) Eligible family members and members of households from all U.S. foreign affairs agencies; (3) Community Liaison Office Coordinators at post; (4) friends and family of employees assigned to an unaccompanied post; (5) children of employees assigned to an unaccompanied post through the Children’s Medal Program. The term "individual" is defined by 5 U.S.C. 552a(a)(2).

Name, email address, social security number, employee identification number, affiliate agency, current or future post, dates of arrival and departure from post, date of birth, career field, social media identifications, gender, age, phone number, employment status, current and/or future post, college transcripts and foreign education credentials, copy of passport, copy of naturalization certificate (if applicable), relationship to U.S. direct-hire employee, job title and position number, security clearance level, GS/FS level, employment and training history, work experience, country of birth, citizenship GS/FS rating code, work preference code, current mailing address, location code of assignment, and other biographic data including educational background, language skills, transfer eligibility date.

These records contain information that is primarily obtained from the individual who is the subject of the records or their U.S. direct-hire employee sponsor.

The information contained in these records may be disclosed:

(a) To other government agencies, multinational corporations, international organizations, business firms, foundations, foreign governments and other entities and persons with employment opportunities for family members or who may be interested in hiring family members to perform a task commensurate with their work experience or to utilize their services in performing voluntary work.

(b) To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(c) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Family Liaison Office Records, State-50.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

By individual name of the family member, name of the U.S. direct-hire employee sponsor, his/her agency and current post.

Records are retired or destroyed in accordance with published Department of State Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/GIS/IPS; SA-2, Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

All users are given cyber security awareness training which covers the procedures for handling Sensitive But Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Family Liaison Office Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a thorough background security investigation.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director; Office of Information Programs and Services, A/GIS/IPS; SA–2 Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

See above.

Individuals who have reason to believe that the Family Liaison Office might have records pertaining to him or her should write to the following address: Director; Office of Information Programs and Services, A/GIS/IPS; SA–2 Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

The individual must specify that he or she request the records of the Family Liaison Office to be checked. At a minimum, the individual must include the following: Name, date and place of birth, current mailing address and zip code, agency, current post, signature, and any other information helpful in identifying the record.

None.

The Department of State proposes to consolidate two record systems: Family Liaison Office Centralized Data Bank of Family Member Skills and Direct Communication Network Records, State-50 (previously published at 43 FR 45958) and Skills Catalogue Records, State-49 (previously published at 43 FR 45957).

Unclassified.

Department of State, 2201 C Street, NW, Washington, DC 20520-1239.

Retired Foreign Service and Civil Service officers and contract employees who serve as re-employed annuitants or contractors, and those eligible for such re-employment, but whose assignments/contracts are pending with the Office of Freedom of Information, Privacy and Classification Review.

Manual files, maintained by name of re-employed annuitant, prospective employee or contractor, contain administrative information, such as, full name, home address, home telephone number, bureau endorsements, results of pre-employment panel meetings, annual work schedule preferences, annual work schedules, Social Security Number, date of birth, date and period of appointment, position title and number, and salary at time of retirement.

Computer records, maintained primarily by name of the annuitant, include information of area (bureau) specialties, agency from which annuitant retired, approximate number of days that annuitant can work each year, assignment by division, hours worked by pay period, hourly pay rate, grade, and hours worked on special projects or in areas outside of the assigned division.

Computer records are also maintained by Freedom of Information Act, Privacy Act and Executive Order request case number which includes information on specific cases assigned to annuitants showing case number, type and size of case, and dates the case was assigned and completed.

22 U.S.C. 2658 (Rules and Regulations; Promulgation by Secretary; Delegation of Authority); 22 U.S.C. 3921 (Secretary of State).

Information in this system is used for scheduling the work of re-employed annuitants and contractors, monitoring and controlling expenditures, tracking and controlling cases, and for accountability and payment of contractors. The information is used primarily by the staff of the Office of Freedom of Information, Privacy and Classification Review; however, some information concerning hours worked and salary costs of annuitants is provided on a need-to-know basis to support other offices when requested.

Also see "Routine Uses" paragraphs of Prefatory Statement published in the Federal Register (42 FR 49699, September 27, 1977).

Storage:

Hard copy, electronic media.

By individual name and Freedom of Information Act or Privacy Act case number.

All employees and contractors of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. The Office of Freedom of Information, Privacy and Classification Review is located within a secure area of the Department. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular ad hoc montioring of computer usage.

Retention of records of re-employed annuitants, prospective employees and contractors is indefinite because of a need to maintain a record of work availability over an extended period of time. The record is destroyed five years after the re-employed annuitant or contractor who is the subject of the record is no longer employed or under contract by the Office of Freedom of Information, Privacy and Classification Review. More specific information may be obtained by writing the Director, Office of Freedom of Information, Privacy, and Classification Review, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520-1239.

Director, Office of Freedom of Information, Privacy, and Classification Review, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520-1239.

Individuals who have reason to believe that the Office of Freedom of Information, Privacy, and Classification Review might have records pertaining to themselves should write to the Director, Office of Freedom of Information, Privacy and Classification Review, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520-1239. The individual must specify that he/she wishes the Office of Freedom of Information, Privacy and Classification Review WAE Re-employed Annuitants and Contractor Records to be checked. At a minimum, the individual must include: Name, date and place of birth, current mailing address and zip code, and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Freedom of Information, Privacy and Classification Review (address above).

The individual, Department of State Personnel Records and Department officials who endorse the nomination of an annuitant.

None.

Unclassified.

Department of State, 2201 C Street NW., Washington, DC 20520.

Department of State, U.S. Agency for International Development (USAID) employees, and full time employees of private organizations who have permits for Department parking facilities; individuals who car pool with employees holding such permits; and persons interested in joining a car pool.

This system contains parking permit information: Full name; employee identification (ID) number of the employee issued the permit; year and make of car; license plate number and state of issuance; bureau; office telephone number and e-mail address; and type of parking permit and desired payment plan, if applicable. Car pool information: Name of member of car pool; employee ID number if employee is a Department of State direct-hire employee; office telephone number and e-mail address; make of car; license plate number and state of issuance; years of government service; commuting zone; and desired payment plan, if applicable. Records relating to requests for disability parking accommodations at the Department.

40 U.S.C. 121, Federal Management Regulation, Subchapter C (Real Property) at 41 CFR 102-74.265 through 74.310 (Parking Facilities).

The information in this system is collected to facilitate issuance and maintenance of parking permits for the Department of State and USAID personnel and full time employees of private organizations located in the Department’s buildings. The information will be used to facilitate the formation of car pools with employees who have been issued parking permits.

Information in this system may be disclosed to the:

(1) Department of Transportation (DOT) to ensure the permit holder does not receive dual transit benefits and

(2) Foreign Affairs Recreation Association (FARA) for the purpose of payment collection.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Parking Permit and Car Pool Records, State-52.

Disclosure to consumer reporting agencies:

None.

Storage:

Paper and Electronic.

By the individual’s name, employee ID number, parking permit number, and license plate number.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information. Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff (LES) who handle Personally Identifiable Information (PII) are required to take the FSI distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Parking Permit and Car Pool Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director; Office of Information Programs and Services (A/GIS/IPS); SA-2; Department of State; 515 22nd Street NW.; Washington, DC 20522-8001 or by fax at 202-261-8571.

Director, Office of General Services Management, A/OPR/GSM, Room B-258, Department of State, 2201 C Street NW., Washington, DC 20520.

Individuals who have reason to believe that the Parking Permit and Car Pool Records might have information pertaining to them, should write to the Director, Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street NW.; Washington, DC 20522-8001. The individual must specify that he or she wishes the Parking Permit and Car Pool Records to be checked. At a minimum, the individual should include: Name; employee ID number if a Department employee; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record; and the approximate dates which give the individual cause to believe that the Office of General Services Management has records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services (address above).

(See above).

By the individual.

None.

Unclassified.

Department of State, Office of Inspector General (OIG), Office of Investigations, SA-39, 1700 N. Moore St., Arlington, VA 22209 (Hard-copy of files); National Aeronautics and Space Administration Office of Inspector General, Washington, DC 20546-0001 (Electronic copy of files maintained for OIG).

In connection with its investigative duties, Office of Inspector General (OIG) maintains records on the following categories of individuals:

(a) Current or former Department of State, Broadcasting Board of Governors (BBG) or U.S. Section of the International Boundary and Water Commission (IBWC) employees;

(b) Individuals (or firms) doing business with the Department of State, Broadcasting Board of Governors (BBG) or U.S. Section of the International Boundary and Water Commission (IBWC), including contractors, grantees or others funded in some way by the Department, BBG or IBWC;

(c) Members of the Foreign Affairs community who come under the direction, coordination and/or supervision of U.S. Chiefs of Mission;

(d) Other individuals whose association with the Department of State, Broadcasting Board of Governors (BBG) or U.S. Section of the International Boundary and Water Commission (IBWC) relates to alleged violations of rules of conduct, the Civil Service merit system or any criminal or civil misconduct affecting the integrity or facilities of these agencies;

(e) Suspects, witnesses, principals, complainants, confidential or non-confidential informants; and

(f) All other individuals closely connected with a matter of investigative interest.

Records relating to investigations including reports, preliminary inquiries, complaints, alleged criminal, civil, or administrative misconduct. Categories of records include statements, affidavits, banking and other financial records, medical records, and personnel and other employment-related records obtained during the investigation. These records may contain names, dates of birth, passport numbers, Social Security numbers, account numbers and other personal identifiers.

The Inspector General Act of 1978, as amended (5 U.S.C. Appendix; see 5 U.S.C. Appendix § 4); Inspector General (22 U.S.C. 3929); Inspector General for the Department of State (22 U.S.C. 4861); Abolition and Transfer of Functions (22 U.S.C. 6533); and The Mexican Water Treaty, U.S.-Mex., Feb. 3, 1944, T.S. No. 994 (59 Stat. 1219).

Office of Inspector General (OIG) maintains this system of records to conduct investigations concerning the programs and operations of the Department of State, Broadcasting Board of Governors (BBG) and U.S. Section of the International Boundary and Water Commission (IBWC) to promote economy, efficiency and effectiveness in the administration of these programs and operations and to prevent and detect fraud, waste and abuse. The records in this system are used in investigating individuals and entities suspected of having committed illegal or unethical acts and/or assisting in related criminal and civil proceedings and administrative actions.

The records contained in Office of Inspector General (OIG) Investigation Management System are collected and maintained in the enforcement of Department of State, Broadcasting Board of Governors (BBG) and U.S. Section of the International Boundary and Water Commission (IBWC) regulations, Federal civil and criminal statutes, Executive Orders and the Code of Federal Regulations. These records may be disclosed as follows to:

(a) Congressional Committees, in furtherance of their respective oversight functions;

(b) Any Federal, state, local, tribal, territorial, foreign or international agency, or other public authority or professional organization that:

(1) Investigates, prosecutes or assists in the investigation or prosecution of an alleged violation; or enforces, implements or assists in enforcement or implementation of any applicable statute, rule, regulation or order;

(2) Maintains civil, criminal or other relevant enforcement records or other pertinent records, such as current professional licenses, in order to obtain information relevant to: an OIG investigation or other preliminary inquiry; a decision concerning the hiring or retention of an employee or other personnel action; the issuance of a security clearance; the establishment of a claim; or the initiation of an administrative, civil or criminal action; a contract award; issuance of a license, grant or other benefit; establishment of a claim; or initiation of an administrative, civil or criminal action;

(c) Consumer reporting agency in order to obtain information relevant to an OIG investigation or other preliminary inquiry;

(d) Any private or public source of information, witness or subject from which information is requested in the course of a legitimate OIG investigation or other preliminary inquiry to the extent necessary to:

(1) Identify an individual;

(2) Inform the source, witness or subject of the nature and purpose of the investigation or preliminary inquiry; or

(3) Identify the information requested;

(e) An attorney or other designated representative of any source of information, witness or subject in the course of a legitimate OIG investigation or other preliminary inquiry;

(f) The Department of Justice (DOJ) on behalf of:

(1) An employee of OIG in his or her individual capacity where DOJ has agreed to represent the employee, or

(2) The United States where OIG determines that litigation is likely to affect the Department of State, the BBG, IBWC or any related components, when any of the above is a party to litigation or has an interest in such litigation, and the use of such records by DOJ is deemed by OIG to be relevant and necessary to the litigation;

(g) A court, grand jury or an administrative or adjudicative body when OIG determines that use of such records is arguably relevant to the proceeding or when the adjudicator of an administrative or adjudicative body determines the records to be relevant to the proceeding;

(h) A member of Congress at the sole discretion of the Inspector General upon a determination of the propriety of such a disclosure and only for such purposes as authorized by the statutory mandate of the Inspector General;

(i) The Department of Justice (DOJ) for the purpose of obtaining its advice;

(j) The Office of Management and Budget (OMB) for the purpose of obtaining its advice;

(k) In response to a subpoena issued by an independent Federal agency having the power to subpoena records of Executive Federal agencies;

(l) A Federal agency responsible for considering suspension or debarment action where the record(s) would be relevant to such action;

(m) An entity or person, public or private, where disclosure of the record is needed to enable the recipient of the record to take action to recover money or property of the Department of State, BBG, and/or IBWC where such recovery will accrue to the benefit of the United States or where disclosure of the record is needed to enable the recipient of the record to take appropriate disciplinary action to maintain the integrity of programs or operations of the Department of State, BBG and/or IBWC;

(n) A Federal, state, local or foreign agency or other public authority to prevent and detect fraud or abuse in benefit programs administered by any agency pursuant to a formal memorandum of understanding (MOU) for use in computer matching programs; to support civil and criminal law enforcement activities of any agency and its components; or to collect debts and overpayments owed to any agency and its components;

(o) A public or professional licensing organization when such record indicates, either by itself or in combination with other information, a violation or potential violation of professional standards or reflects on the moral, educational or professional qualifications of an individual who is licensed or who is seeking to become licensed;

(p) Debt collection contractors for the purpose of collecting delinquent debts as authorized by law.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Office of Inspector General Investigation Management System, State-53.

Storage:

Hard-copy and electronic media.

Name, Social Security number or case number.

All Office of Inspector General (OIG) employees, contractors and others authorized to access this system of records have completed thorough background investigations as required. Physical access to OIG where these records are physically maintained is controlled and admission is limited to those individuals possessing a valid, current identification access card or individuals entering with proper escort. All hard copies are maintained in secure file cabinets located in restricted areas, access to which is limited to authorized personnel only.

Access to electronic files is protected by: (1) Cryptographic protocols for communications over a network; (2) a unique user identification (ID) number; (3) a secure ID authentication token specific to each user and possessing its own encryption; and (4) the direct supervision of the system manager. The system manager has the capability of printing access audit trails for electronic media, thereby permitting regular scheduled and ad hoc monitoring of system access. Access privileges are consistent with the established need-to-know, separation-of-duties and supervisory requirements. Inspector General reports of investigation (ROIs) and investigative files and related records are disseminated only to those U.S. government officials and offices with a clear need-to-know concerning the matter being reported. No secondary distribution of ROIs, investigative files or related records is permitted without the express, written permission of the Inspector General. When it is determined that a user no longer needs access, their user account is disabled.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to OIG Investigation Management System, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function.

All system records are retired in accordance with published Department disposition schedules as approved by the National Archives and Records Administration (NARA). Investigative records that have been closed are retired to the Federal Records Center three years after their closure, maintained for an additional 10 years, and then destroyed. More specific information on Department of State records disposition schedules may be obtained by writing the Director; Office of Information Programs and Services, A/GIS/IPS; SA-2, Department of State; 515 22nd Street NW., Washington, DC 20522-8100.

Special Agent in Charge of Operations or Designee; Inspector General; Office of Investigations; SA-39, 1700 North Moore Street, Suite 800; Arlington, Virginia 22209.

Individuals who have cause to believe that this system might have records pertaining to them and have inquiries about those records should write to the System Manager at the address listed above. At a minimum, the individual must include his or her: name; date and place of birth; current mailing address and zip code; signature; and other information helpful in identifying the record.

Individuals who wish to gain access to records pertaining to themselves should direct those requests, in writing, to the System Manager at the address listed above. The individual must specify the records being requested and must include, at a minimum, his or her name; date and place of birth; current mailing address and zip code; and signature, duly notarized or submitted under penalty of perjury (See 22 CFR part 171; 28 U.S.C. 1746). The request should be mailed in an envelope clearly marked "Privacy Act Request." A determination as to exemption(s) shall be made at the time a request for access or amendment is received.

Individuals who wish to contest information in the system pertaining to themselves should write to the System Manager at the address listed above. The request should clearly and concisely state what information is being contested, the reason for contesting it, and the proposed amendment to the information.

These records contain information obtained from interviews, reviews of records, authorized investigative techniques and other agencies’ systems of records.

Pursuant to 5 U.S.C. 552a(j)(2), the records contained within this system of records are exempted from any part of the Privacy Act except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10) and (11), and (i).

Pursuant to 5 U.S.C. 552a (k)(1), (k)(2) and (k)(5), the records in this system are exempted from the following provisions of the Privacy Act: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f).

See rules published in the Federal Register, 22 CFR part 171.

Classified.

Department of State, 2201 C Street, NW., Washington, DC 20520 and 2100 K Street, NW., Washington, DC 20037.

U.S. nationals or residents, including businesses, with claims against foreign governments. Foreign nationals with claims against the United States. U.S. nationals or residents and foreign nationals who are witnesses or potential witnesses in these claims. U.S. citizens who have filed claims pursuant to 22 U.S.C. 1971, et seq. ("Fisherman’s Protective Act"); 22 U.S.C. 2669(f) ("The Act of August 1956"); 28 U.S.C. 1346, 2671-80 ("The Federal Tort Claim Act"); 50 U.S.C. 1701 note.

Information relating to claims described above, including the names and addresses of parties and witnesses to the claims, the category and nature of the claims, their procedural history, correspondence, memoranda, and data which will enable U.S. Government attorneys to identify and process common legal issues in the claims.

2 U.S.C. sec. 1971, et seq. ("Fisherman’s Protective Act"); 22 U.S.C. 2669(f) ("The Act of August 1956"); 28 U.S.C. 1346, 2671-80 ("The Federal Tort Claim Act"); 50 U.S.C. 1701 note; 5 U.S.C. 301.

The Office of International Claims and Investment Disputes in the Office of the Legal Adviser will use this record system to organize information to facilitate processing claims made pursuant to the above-cited authorities.

Certain information may be made available to other government agencies involved in the processing of the claim, principally the Departments of Justice, Treasury, Commerce, Defense and the Office of the United States Trade Representative, as well as relevant international tribunals and foreign governments. The information may also be released to other government agencies having statutory or other lawful authority to maintain such information. Also see "Routine Uses" listed in the Department of State Prefatory Statement published in the Federal Register.

Storage:

Electronic media; hard copy.

By claim number or individual claimant or witness name; by nature or category of claim; by other descriptive features of the claim such as the country involved or applicable statute.

All Department of State employees and contractors with authorized access, have undergone a thorough personnel security background investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified (SBU) and personally identifiable information, before being allowed to access the Department of State SBU network. Annual refresher training is mandatory. Before being granted access to the system of records, a user must first be granted access to SBU network. Access is only granted to users with Diplomatic Security-approved clearances. Users must sign a Password Receipt Controls Form.

Access to the Department of State and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card and individuals under proper escort. All records containing personal information are maintained in secured filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic files is password-protected and under the direct supervision of the system manager. The system of records structures access privileges to reflect the separation of key duties that end-users perform within the functions the application supports. Access privileges are consistent with the need-to-know, separation of duties, and supervisory requirements established for manual processes. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account will be disabled.

These records will be maintained until they become inactive, at which time they will be retired or destroyed according to published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specified information may be obtained by writing to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

Assistant Legal Adviser for International Claims and Investment Disputes, Office of the Legal Adviser, 2430 E Street, NW., South Building, Room 203, Washington, DC 20037.

Individuals who have reason to believe the Office of the Assistant Legal Adviser for International Claims and Investment Disputes might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001. The individual must specify that he/she wishes the Records of the Office of the Assistant Legal Adviser for International Claims and Investment Disputes to be checked. At a minimum, the individual must include: Name, date and place of birth; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

These records contain information obtained directly from the individual who is the subject of these records or his/her legal representative, the parties to the claim at issue, other witnesses, other departments of the executive branch, the U.S.-Iran Claims Tribunal, the United Nations Compensation Commission, other international tribunals, and the Office of the Legal Adviser.

Portions of certain documents contained within this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f). See 22 CFR 171.32.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Requesters of the publication "World Military Expenditures and Arms Transfers" (WMEAT).

Names and addresses of requestors of the publication "World Military Expenditures and Arms Transfers."

22 U.S.C. 2581 (Arms Control and Disarmament); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the Department of State); and Pub. L. 105-277 (Foreign Affairs Agencies Consolidation Act of 1998).

The information in this system of records is collected and maintained by the Bureau of Verification and Compliance to facilitate its responsibility for providing individuals with copies of WMEAT as requested.

The information in this system is used to disseminate current editions of the publication WMEAT to individuals who have submitted a request for current and subsequent editions.

Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the NationalArchives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Project Officer for WMEAT; Bureau of Verification and Compliance; Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals wanting to request information about themselves and having reason to believe that the Bureau of Verification and Compliance might have records pertaining to them should write to the Director; Office of IRMPrograms and Services; SA-2; Department of State; 515 22ndStreet, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the "World Military Expenditures and Arms Transfers" Mailing List to be checked. At a minimum, the individual should include: name; date and place of birth; current mailing address and zip code; signature and preferably his/her social security number.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State ("Department"), located at 2201 C Street NW, Washington, DC 20520, and within a government cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

Chief Information Officer, Bureau of Information Resource Management, Department of State, 2201 C Street, NW, Washington, DC 20520 and can be reached at either ITServiceCenter@state.gov or (202) 647-2000.

5 U.S.C. 301; 44 U.S.C. 3544.

To administer Department network user accounts; to help document and/or control access to computer systems, platforms, services, applications, and databases within a Department network and Department-authorized cloud services and applications; to monitor security of computer systems; to investigate and make referrals for disciplinary or other actions if unauthorized access or inappropriate usage is suspected or detected; and to identify the need for training programs.

Department of State employees and other organizational users (examples include eligible family members, locally employed staff, contractors, and personal services contractors) who have access to Department of State computer networks and access to cloud computing applications that are authorized for processing Department information. The Privacy Act defines an individual at 5 U.S.C.552a(a)(2) as a United States citizen or lawful permanent resident.

This system of records consists of the network and application user account records that Department information technology systems, applications, and services compile and maintain about users of a network and application. These records include user data such as the user's name, system-assigned username; e-mail address; employee or other user identification number; organization code; job title; business affiliation; work contact information; systems, applications, or services to which the individual has access; systems, applications, or services used; dates, times, and durations of use; profile photo; user profile; and IP address of access. The records also include system usage files and directories when they contain information about specific users.

Individuals about whom the network user account record is maintained; information technology systems, applications, and services within a Department network that record usage by individuals assigned a user account on that network.

Records may be disclosed:

(a) To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(b) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to many of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Network User Account Records, State-56.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found in the Department’s Foreign Affairs Manual (https://fam.state.gov/FAM/05FAM/05FAM0440.html). All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

Records are indexed by the name; system-assigned username; e-mail address; or other searchable data fields or codes.

Records maintained in this system of records are generally destroyed three to six years after the user account is terminated. These records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA), and a complete list of the Department’s schedules can be found on our Freedom of Information Act (FOIA) program’s website (https://foia.state.gov/Learn/RecordsDisposition.aspx). More specific information may be obtained by writing to the following address: Director, Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

All users are given cyber security awareness training that covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. While the majority of records covered in the Network User Account Records are electronic, all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Network User Account Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a background security investigation.

The Department of State will store records maintained in this system of records in cloud systems. All cloud systems that provide IT services and process Department of State information must be authorized to operate by the Department of State Authorizing Official and Senior Agency Official for Privacy. Only information that conforms with Department-specific definitions for FISMA low or moderate categorization are permissible for cloud usage unless specifically authorized by the Department’s Cloud Computing Governance Board. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB guidance, NIST Federal Information Processing Standards (FIPS) and Special Publications, and Department of State policy and standards.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Network User Account Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Network User Account Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website (https://foia.state.gov/Request/Guide.aspx).

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Network User Account Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Network User Account Records include records pertaining to him or her.

None.

This SORN was previously published at 75 FR 7210.

Unclassified.

Office of Communications, Resource Management Training Division, 2201 C Street, NW, Washington, DC 20520; and Warrenton Training Center, Bear Wallow Road, Warrenton, Virginia 22186.

All Foreign Service professional communications personnel, Foreign Service officer and secretary back-up communications personnel, and Civil Service communications personnel employed by the Department of State.

Employee’s name, social security account number, grade, date and place of birth, current and previous assignments, Continuing Education Units (CEU’S) awarded, previous experience and educational backgrounds, and technical training provided by the Office of Communications.

Foreign Service Act of 1980, as amended, (22 U.S.C. 3901), and the Civil Service Reform Act of 1978 (5 U.S.C. 1101).

The Office of Communications will use this record system in determining current and future training requirements of those individuals who are professional communications personnel and who have been tasked to perform additional back-up communications duties at Foreign Service posts.

Storage:

Hard copy, computer media.

By individual name, social security account number, assignment/posts and types of training.

All employees of the Department of State have undergone a background security investigation. Access to the Department of State and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information on a computerized data base are accessible only through computer media under Department of State jurisdiction and placed in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct responsibility of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular ad hoc monitoring of computer usage.

Biographic training data may be maintained in the system for as long as the individual is employed by the Department of State. More specific information regarding retention and disposal may be obtained by writing to the Director, Foreign Affairs Information Management Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

Chief of Training Division, Warrenton Training Center, Box 3050, B-47, Warrenton, Virginia 22186.

Individuals who have reason to believe that the Communications Personnel Training Records might contain records pertaining to themselves should write to the Information and Privacy Coordinator, Foreign Affairs Information Management Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520. The individual must specify that he/she wishes the records of the Communications Personnel Training Records to be checked. At a minimum, the individual must include: Date and place of birth; current mailing address and zip code; signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Information and Privacy Coordinator, Foreign Affairs Information Management Center (address above).

See above.

The individual employee and the Department’s central personnel database.

None.

Unclassified.

Department of State, 2201 C Street, NW, Washington, DC 20520.

Present employees performing procurement activities in the Department of State.

5 U.S.C. 4101 (Employee Performance--Training) et. seq.; 41 U.S.C. 414 (Executive Agency Responsibilities); Executive Order 12352 (Government Procurement Reforms); and Office of Federal Procurement Policy Letter 92-3.

Employee’s name, grade level (GS, GM, or FS, step level and date of last step or grade increase) and positions held within the procurement activity by title, dates and office symbol. Education: Starting with college degree, the type of degree obtained, in what field, when and where the education was conducted, trade schools, union apprenticeship, or military school experience.

Membership/Certification: The type of professional membership and date received, and the type of professional certification and date received. Training Completed: For all training that one already has by course title, dates, location, number of hours, degree, if any, and major field of study. Training elements are to be coded as mandatory, formal classroom, correspondence, acceptable substitute, equivalency test or other. Training planned/approved should be coded the same as training completed. On-the job development: By title, period of time, description, FAI units of instruction covered, method (work assignment, rotational assignment, practicum, or other), as well as dates; training planned/approved should be coded as training completed. Individual Development Plan and most recent date. Contracting Officer Warrant level: The dollar level of warrant and type of warrant, date issued, and any subject restrictions. Quarterly Review Data: Including the date of employee’s last performance review, the date of his/her last performance rating, all awards received by title and date, monetary increases received, and any promotion information by step and/or grade level.

The information contained in the Procurement Career Management Information System will be used by the Office of the Procurement Executive and each contracting activity’s training officer within the affected Bureau, as well as to each individual in order to update information. The information contained in this system will be used to:

(a) Profile the Department’s procurement workforce;

(b) Determine current and future training requirements of individuals;

(c) Determine qualifications for issuance of Contracting Officer warrants;

(d) Monitor individual career development plans;

(e) Assess program effectiveness in achieving compliance with the training requirements of OFPP Policy Letter 92-3 and related policies and procedures; and

(f) Ensure that proper recognition is given to an employee for his/her performance record.

Storage:

Hard copy, electronic media.

By individual name or a sequential number, as well as by each of the data items listed as a category in this description.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department of State and its Annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secure file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular ad hoc monitoring of computer usage.

Data may be maintained in the system for as long as the individual is employed by the Department of State. Records are destroyed in accordance with published schedules of the Department of State.

The Procurement Executive, Department of State, Room 603, 1701 N. Ft. Myer Drive, Arlington, Virginia 22201.

Individuals who have reason to believe that the Procurement Career Management Information System might have information pertaining to them should write to the Director, Office of Freedom of Information, Privacy and Classification Review, Room 1239, Department of State, 2201 C Street, NW, Washington, DC 20520. The individual must specify that he/she wishes the Procurement Career Management Information System to be checked. At a minimum, the individual should include: Name, date and place of birth, current mailing address, zip code and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Freedom of Information, Privacy and Classification Review (address above).

These records contain information obtained directly from the individual who is the subject of these records. This information will be verified by the individual employee on a yearly basis.

None.

Unclassified.

(1) Refugee processing sites, such as designated U.S. embassies, consulates and/or offices of Resettlement Support Centers (agencies under cooperative agreement with the Department of State that assist in the processing of refugee applicants); and

(2) The Refugee Processing Center, 1401 Wilson Blvd., Arlington, VA 22209.

The Department of State may change processing locations as needed. A list of refugee processing sites is available from the Office of Admissions, Bureau of Population, Refugees, and Migration, SA-9, 8th floor, Department of State, 2505 E Street NW., Washington, DC 20520.

Individuals who have applied for admission to the United States under the U.S. Refugee Admissions Program; individuals in the United States who claim a relationship with certain family members overseas in order to establish their qualifications for applying for refugee admission to the United States family members of the individuals in the United States; and certain Special Immigrant Visa (SIV) applicants who wish to access resettlement benefits in the United States.

Refugee or refugee-following-to-join (Visa-93) applications and supporting documentation, including required biographic, biometric (including, with respect to some individuals covered by the system, the results of DNA relationship testing), medical, security, and sponsorship information, as well as correspondence related to individual refugees including Affidavits of Relationship (AOR) submitted by relatives in the United States. Similar information is included for Afghan and Iraqi Special Immigrant Visa applicants that have elected to receive resettlement benefits.

Overseas, records include both hard copy case files and electronic records in the Worldwide Refugee Admissions Processing System (WRAPS). The case record is entered or scanned by Resettlement Support Centers under cooperative agreement with the Department of State. WRAPS includes electronic information on individual applicants for admission to the United States as refugees, SIVs electing resettlement benefits, and U.S. based relatives.

The categories of records maintained by the Refugee Processing Center (RPC) are primarily the electronic master records of overseas refugee applications in the WRAPS; data input records related to processing steps performed by the RPC; periodic and ad hoc statistical and case status reports related to refugee processing; and system audit reports.

Records categories entered by the Refugee Processing Center include Affidavits of Relationship; series of alien numbers transferred by the Department of Homeland Security U.S. Citizenship and Immigration Services (USCIS); electronic files with biographic data of refugees referred by the United Nations High Commissioner for Refugees (UNHCR); electronic files from the International Organization for Migration (IOM) with travel and arrival information; results of DNA relationship testing between anchor relatives in the United States and family members overseas to determine if they are qualified to apply for admission as refugees based on their familial relationship; security clearances from various U.S. Government agencies; and electronic files from resettlement agencies with sponsorship assurance and post-arrival information such as address, provision of services, English as a Second Language enrollment, employment, and Social Security numbers.

8 U.S.C. 1522(b) (Authorization for Programs for Initial Domestic Resettlement of and Assistance to Refugees); 8 U.S.C. 1157 (Annual Admission of Refugees and Admission of Emergency Situation Refugees); Letter of President Carter of January 13, 1981, 17 Weekly Compilation of Presidential Documents, Pg. 2880 (Refugee Resettlement Grants Program); Refugee Crisis in Iraq Act of 2007, Public Law 110-181; Afghan Allies Protection Act of 2009, Public Law 111-8.

Records in this system support the Bureau of Population, Refugees, and Migration in tracking and managing case processing of applicants for the U.S. Refugee Admissions Program from application through the initial reception and placement period in the United States of those individuals approved for resettlement. This system is used for conducting security clearance checks on refugee applicants, verifying employment information, and matching up refugees with domestic resettlement agencies in the United States.

These records may routinely be disclosed:

(1) To the Department of Homeland Security to determine the eligibility and admissibility of individuals applying for admission to the United States as refugees or any other immigration benefit under U.S. law.

(2) To the International Organization for Migration (IOM) to perform required medical examinations and arrange appropriate transportation to the United States, including departure and transit formalities.

(3) To the United Nations High Commissioner for Refugees (UNHCR) to coordinate resettlement and protection activities.

(4) To members of Congress or other Federal, State, and local government agencies having statutory or other lawful authority, as needed for the formulation, amendment, administration or enforcement of immigration, nationality, and other laws of the United States.

(5) To resettlement agencies to ensure appropriate placement in the United States.

(6) To state refugee coordinators, health officials, and interested community organizations for statistical and demographic purposes.

(7) To consumer reporting agencies (31 U.S.C. 3711), debt collection contractors (31 U.S.C. 3718) and the Department of the Treasury (31 U.S.C. 3716) to assist in the collection of indebtedness reassigned to the U.S. Government under the refugee travel loan program administered by the International Organization for Migration (IOM).

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Refugee Case Records, State-59.

Storage:

Electronic media and hard copy.

Individual name, case number, alien number, and sponsor name.

WRAPS users at the Refugee Processing Center (RPC) are given cyber security awareness training by the contractor which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information. Annual refresher training is mandatory. All RPC employees are subject to a thorough background security investigation.

At the Resettlement Support Centers (RSC) overseas, all paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. RSC staff are briefed on the confidentiality of refugee data and instructed regarding proper handling procedures. Access to computerized files is password-protected and under the direct supervision of the system manager. Centralized electronic storage and retrieval assist operational managers at headquarters and overseas to identify and resolve processing delays, plan accurately for refugee arrivals, improve program analysis, and preserve overseas records in case of evacuation or disasters in overseas processing locations. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

Records are retired or destroyed in accordance with the published records schedules of the Department of State as approved by the National Archives and Records Administration. If individuals have been assigned alien numbers, their hard copy files are transferred to USCIS and subject to its disposition schedules. Electronic records at the RSC will be retained for five years after the last action has been taken on the case. At the RPC, WRAPS records are maintained offline for an additional 10 years, and then deleted when 15 years old. Statistical data are kept indefinitely.

Hard copies of the results of the DNA relationship testing between individuals in the United States and family members overseas applying for admission based on their familial relationship will be destroyed immediately after relevant information is entered into Worldwide Refugee Admissions Processing System database by RPC staff.

More specific information may be obtained by writing to the Director, Office of Information Programs and Services, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8001.

Director; Office of Admissions Bureau of Population, Refugees, and Migration, SA-9, 8th floor, Department of State, 2025 E Street NW., Washington, DC 20522.

Individuals who have reason to believe that the Office of Admissions, Bureau of Population, Refugees, and Migration might have records pertaining to themselves should write to the Director, Office of Information Programs and Services, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8001. The individual must specify that he or she wishes the Refugee Processing Center Records of a specific processing location to be checked. At a minimum, the individual should include: Name (and any aliases): date and place of birth; the approximate date of arrival in the United States; his or her immigration Alien number; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, relatives, sponsors, members of Congress, U.S. Government agencies, Resettlement Support Centers, the Refugee Processing Center, resettlement agencies, international organizations, and local sources at overseas sites.

Pursuant to 5 U.S.C. 552a (k)(1), records in this system may be exempted from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f) of the Privacy Act. See 22 CFR 171.36 for more information.

Unclassified and Classified.

Unclassified and Classified.

Department of State, including overseas at U.S. embassies, U.S. consulates, and U.S. consular agencies and within a government cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

The Special Presidential Envoy for Hostage Affairs (SPEHA), Special Assistant, Office of the Special Presidential Envoy for Hostage Affairs; U.S. Department of State, 2201 C Street NW, Washington, DC 20520, phone: 202-647-4611.

(a) 22 U.S.C. 3904 (Functions of the Foreign Service, including protection of U.S. citizens in foreign countries under the Vienna Convention on Consular Relations and providing assistance to other agencies);

(b) 22 U.S.C. 1731 (Protection of naturalized U.S. citizens in foreign countries);

(c) 22 U.S.C. 1732 (Release of citizens imprisoned by foreign governments);

(d) 22 U.S.C. 2670(j) (Provision of emergency medical, dietary and other assistance);

(e) 22 U.S.C. 2715a (Responsibility to inform victims and their families regarding crimes against U.S. citizens abroad);

(f ) 22 U.S.C. 2715b (Notification of next of kin of death of U.S. citizens in foreign countries);

(g) Sec. 599C of Public Law 101-513, 104 Stat. 1979, as amended (Claims to benefits by virtue of hostage status) (Benefits ended, but applicable to past records);

(h) Presidential Executive Order 13698 (Hostage Recovery Activities) (June 29, 2015);

(i) Presidential Policy Directive 30 (U.S. Nationals Taken Hostage Abroad and Personnel Recovery Efforts) (June 24, 2015);

(j) Section 302(c) of the Robert Levinson Hostage Recovery and Hostage-taking Accountability Act (Div. FF, Title III, Subtitle A of the Consolidated Appropriations Act, 2021, P.L 116-260) (Hostage and Wrongful Detention Recovery Efforts and Codifying the Special Presidential Envoy for Hostage Affairs) (December 27, 2020); and

(k) Presidential Executive Order 14078 (Bolstering Efforts to Bring Hostages and Wrongfully Detained United States Nationals Home) (July 19, 2022).

The information in the Special Presidential Envoy for Hostage Affairs and Related Records system of records is used to support diplomatic and consular efforts to secure the recovery of and provide assistance and support services to individuals taken hostage or wrongfully detained abroad.

Individuals who are, may be, or were previously taken hostage, detained but unacknowledged by a foreign government, subject to coercive travel restrictions, or detained unlawfully or wrongfully by a foreign government (hereinafter, for purposes of this notice, "individuals taken hostage or wrongfully detained abroad") and such individuals and offices involved in or engaging on their cases, including family members, congresspersons, third party intermediaries, and attorneys, who receive assistance or engage with the Office of the Special Presidential Envoy for Hostage Affairs (SPEHA) or other offices or bureaus in the Department of State. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Records related to individuals who are taken hostage or wrongfully detained abroad. These records may include biographic and contact information, such as name, place of birth, current mailing address, zip code, email address, phone number, Social Security number, title, date of birth, gender, passport information, photographs, video recordings, health information, and employment information; information related to the individual’s detention or treatment by a foreign government or non-state actor and actions by the United States government and other actors in relation to their case ; information about foreign, personal, family, emergency contacts; and information about third party intermediaries and their engagement. These records may also include communications to and from U.S. embassies, U.S. consulates, and consular agencies; foreign, federal, state, and local government agencies, including law enforcement agencies; members of Congress; U.S. and foreign courts; U.S. and foreign nongovernmental organizations; the United Nations and other international organizations; and the subject(s) of the records, their family members, and other interested parties. Certain records in this system are consular records that are also maintained pursuant to the Office of Overseas Citizen Services (OCS) System of Records Notice (State-05) (81 FR 62235), available at https://www.state.gov/system-of-records-notices-privacy-office/.

These records contain information that is obtained from the individual who is the subject of the records, their family members, their attorneys, and third-party intermediaries. Information may also be obtained from federal, state, local and foreign government authorities and nongovernmental entities.

The information in the Special Presidential Envoy for Hostage Affairs and Related Records may be disclosed to:

(a.) Federal agencies and federal interagency bodies in connection with the recovery of and investigation and prosecution of cases involving individuals taken hostage or wrongfully detained abroad;

(b.) Domestic, international, and foreign law enforcement agencies in connection with law enforcement issues and health, safety, welfare and related matters involving individuals taken hostage, or wrongfully detained abroad;

(c.) Foreign governments and international organizations to facilitate resolution of cases involving individuals taken hostage or wrongfully detained abroad;

(d.) Federal, state, and local agencies in connection with the administration of U.S. federal, state, or local benefits or foreign benefits for individuals taken hostage or wrongfully detained abroad;

(e.) Federal, state, foreign, and local agencies responsible for investigating and/or prosecuting hostage and wrongful detention cases or assisting those who have been taken hostage or wrongfully detained abroad and/or their family members;

(f.) Federal, state, and foreign courts where the information is relevant and necessary to litigation involving an individual who has been taken hostage or wrongfully detained abroad;

(g.) Family members of an individual who has been taken hostage or wrongfully detained abroad;

(h.) The individual’s employer when the disclosure is for the benefit of an individual who has been taken hostage or wrongfully detained abroad;

(i.) Congressional offices and Congressional committees when the disclosure is for the benefit of an individual who has been taken hostage or wrongfully detained abroad;

(j.) Third parties designated by a family member of an individual taken hostage or wrongfully detained abroad when the disclosure is for the benefit of an individual who has been taken hostage or unlawfully or wrongfully detained abroad;

(k.) Attorneys when the individual to whom the information pertains has been taken hostage or wrongfully detained abroad, and that individual is the client of the attorney making the request, or when the attorney is acting on behalf of some other individual to whom access is authorized under this notice;

(l.) The news media or the public where such disclosure is in furtherance of the Special Presidential Envoy for Hostage Affairs’ mission, and where disclosure could not reasonably be expected to constitute an unwarranted invasion of personal privacy or to have an undue adverse effect on either the subject or individuals associated with the subject, and where there is a legitimate public interest in the information disclosed.

(m.) To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(n.) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Special Presidential Envoy for Hostages Affairs and Related Records system, State-60. Records in this system that are also consular records are subject to the routine uses identified in the Overseas Citizen Services Records and Other Overseas Records system of records notice STATE–05, as well as those in this notice.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

By individual name, birth date, passport number, or other personal identifier, such as country/location of detention, if available.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. The range of disposition for records maintained in the system is one to twenty years. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department OpenNet users are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Special Presidential Envoy for Hostage Affairs and Related Records, a user must first be granted access to the Department of State computer system.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for Federal Information Security Management Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, The Federal Risk and Authorization Management Program (FedRAMP), OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that they wish Special Presidential Envoy for Hostage Affairs and Related Records to be checked. At a minimum, the individual must include: full name and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Special Presidential Envoy for Hostage Affairs and Related Records includes records pertaining to them. Detailed instructions on Department of State procedures for accessing and amending records can be found on the Department’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that the Special Presidential Envoy for Hostage Affairs and Related Records should be checked. At a minimum, the individual must include: full name and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that Special Presidential Envoy for Hostage Affairs and Related Records include records pertaining to them.

Pursuant to 5 U.S.C. 552a(k)(1), records subject to the provisions of section 552(b)(1) are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). Pursuant to 5 U.S.C. 552a(k)(2), records that consist of investigatory material compiled for law enforcement purposes are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f).

None.

Unclassified and classified.

Department of State, 2201 C Street, NW, Washington, DC 20520.

Department of State employees (current and retired); employees of the Agency for International Development, United States Information Agency and the U.S. Arms Control and Disarmament Agency; and other employees and personal services contractors listed on the Department’s payroll and/or Foreign Service retirement records who have been the subject of court orders to garnish the employee’s wages or retirement benefits.

5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of service); 42 U.S.C. (Child support and alimony garnishment); 5 U.S.C. 5520a (Commercial garnishment).

Communications between the Office of the Legal Adviser and the Bureau of Finance and Management Policy regarding the employee’s garnishment; communications between the Office of the Legal Adviser and the employee who is the subject of the garnishment; communications between the Office of the Legal Adviser and courts or agencies regarding the employee’s garnishment proceeding; communications between the Office of the Legal Adviser and a party named in or affected by the garnishment action; and court or agency orders, summons and other documents related to the garnishment action against the employee.

Information in the records system is used by the Office of the Legal Adviser to provide advice and services to the Bureau of Finance and Management Policy and other bureaus and offices in order to comply with court or agency ordered garnishments. The principal users of this information outside the Department of State are: Federal, state and local courts; state and local tax collection and child enforcement offices; the Internal Revenue Service; private collection agencies, law firms and/or other individuals authorized to receive garnished wages or benefits by court or agency order or otherwise involved in a garnishment proceeding. The information may also be released to other federal, state and local government agencies having statutory or other lawful authority to maintain such information. Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic media; hard copy.

By individual name and Social Security Number.

All employees of the Department of State have undergone background investigations. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specified information may be obtained by writing to the Director, Office of Freedom of Information, Privacy, and Classification Review, Room 1239, Department of State, 2201 C Street, NW., Washington, DC 20520-1239.

Executive Director, Office of the Legal Adviser, Room 5519A, Department of State, 2201 C Street, NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of the Legal Adviser might have records pertaining to them should write to the Director, Office of Freedom of Information, Privacy and Classification Review, Room 1239, Department of State, 2201 C Street, NW, Washington, DC 20520-1239. The individual must specify that he/she wishes the Garnishment of Wages Records to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; bureau/agency to which he/she is or was assigned and dates of assignment; retirement system (if applicable); approximate date of when garnishment began; and signature.

Individuals who wish to gain access or amend records pertaining to them should write to the Director, Office of Freedom of Information, Privacy and Classification Review (address above).

These records contain information obtained directly from: The individual who is the subject of these records; his/her legal representative; federal, state or local courts or agencies; other parties named in or affected by the individual’s garnishment proceedings; the Bureau of Personnel; the Bureau of Finance and Management Policy and the Office of the Legal Adviser.

Pursuant to 5 U.S.C. 552a(k)(2), certain records contained within this system of records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), e(4)(G), (H) and (I) and (f) in accordance with Department of State rules published in the Federal Register.

Note: Under the Foreign Affairs Agencies Consolidation Act of 1998, Public Law 105-277, the Department of State assumed custody and control of the system of records maintained by the Arms Control and Disarmament Agency, effective April 1, 1999. The existence and distinct character of these systems will not change except for the following:

1. The agency’s official who is responsible for access to the systems of records is Margaret P. Grafeld, Information and Privacy Coordinator and Director of the Office of Information Resources Management Programs Services, Room 1239, Department of State, 2201 C Street, NW, Washington DC 20520-1512, (202) 647-6620.

2. The procedures whereby an individual can be notificed if the system of records contains a record pertaining to him or her may now be found at 22 CFR part 171, subpart C. These regulations are also available at the Department’s website located at http://foia.state.gov.

3. The procedures whereby an individual can be notified at his or her request how he or she can gain access to any records pertaining to him or her contained in the system of records, and how he or she can contest its content may now be found at 22 CFR part 171, subpart C. These regulations are also available at the Department’s website located at http://foia.state.gov.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Individuals who have traveled at U.S. Government expense under Department of State grants for cultural exchange in the performance of grant requirements.

Applications for grants that may include applicant’s name, address, telephone number, date and place of birth, citizenship, biographic data, education, current position held by grantee, organizational affiliation, grantee organization, grant number, date, destination, and purpose of travel. Other information may include social security number, bank enrollment information, visa applications with passport number, travel itineraries and grantee/post final program reports.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 (Management of the Department of State); and 22 U.S.C. 2451-58 (Mutual Educational and Cultural Exchange Act of 1961).

The information contained in the Records of the Office of Citizen Exchanges is collected and maintained by the Office of Citizen Exchanges for the implementation of grants for cultural exchange programs.

The information relating to American travelers in the Records of the Office of Citizen Exchanges is used:

--For general reference for future programming purposes;

--By judges for the Jazz Ambassador Program to record findings on the technical and artistic ability of the artist;

--For administrative purposes such as requesting visas, enrolling grantee in government health insurance, authorization for deposit of funds to bank accounts and notification of travel arrangements; and

--To disclose information to officials of foreign governments and organizations before a participant is sent to that country in order to facilitate participation in programs and events.

Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Hard copy; electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Director, Cultural Programs Division; Bureau of Educational and Cultural Affairs; Department of State; 301 Fourth Street, SW; Washington, DC 20547.

Individuals who have reason to believe that the Office of Citizen Exchanges might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Records of the Office of Citizen Exchanges to be checked. At a minimum, the individual should include: Name; date and place of birth; social security number; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, and the approximate dates which give the individual cause to believe that the Office of Citizen Exchanges has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Current and former members of the Cultural Property Advisory Committee who are private citizens appointed by the President to three year terms. Members may be experts in archaeology, anthropology, ethnology or related fields, representatives of museums, or representatives of the general public.

These records contain curriculum vitae, appointment affidavits, Notification of Personnel Actions, Automated Clearinghouse Payment System forms, locator cards, confidential clearance memoranda, travel orders and travel vouchers.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 (Management of the Department of State); and 10 U.S.C. 2601, et seq., (Convention on Cultural Implementation Act).

The information contained in the Records of the Cultural Property Advisory Committee is collected and maintained by the State Department in connection with its responsibility for administration of the Committee.

Information in the Records of the Cultural Property Advisory Committee is used in the administration of the Committee and its members including, but not limited to maintaining addresses and phone numbers, processing security clearances, issuing travel authorizations and vouchers. The information may also be used to disclose information to officials of foreign governments and organizations before a member is sent to that country in order to facilitate participation in programs and events.

Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Hard copy; electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Assistant Secretary for Education and Cultural Affairs; Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Individuals who have reason to believe that the Cultural Property Advisory Committee might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; Department of State; 515 22nd Street NW; SA-2; Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Cultural Property Advisory Committee Records to be checked. At a minimum, the individual should include: Name; date and place of birth; social security number; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, and the approximate dates which give the individual cause to believe that the Cultural Property Advisory Committee has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

Freelance writers and photo-editors who are available to the Office of International Information Programs (IIP) on an intermittent, fixed-fee basis to perform services for the Office of International Information Programs, and authors of newspaper and magazine articles dealing with U.S. policies and practices in five thematic areas: Economic Security, Political Security, Democracy and Human Rights, Global Issues and Communications, and U.S. Society and Values.

Copies of purchase orders issued to the contributors, addresses, phone numbers, specialties of contributors, data on number of times contributors have been used and fees paid for services.

22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service); and 5 U.S.C. 301 (Management of the Department of State).

The information contained in the Records of the Office of International Information Programs is collected and maintained to identify possible freelance contributors with the subject-matter expertise the Office of International Information Programs requires for its publications.

The information in the Service Contributors Records is used:

--To select freelance writers and photo-editors to produce texts and research photos for IIP publications; and

--For office reference in identifying articles and locating authors.

Also see the "Routine Uses" paragraph of the Prefatory

Statement published in the Federal Register.

Storage:

Hard copy; electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

Copyright and Print Publications Team, IIP/T/CP; Office of International Information Programs; Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Individuals who have reason to believe that the Office of International Information Programs might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street, NW; Washington, DC 20522-6001. The individual must specify that he/she wishes the Service Contributors Records to be checked. At a minimum, the individual should include: Name; date and place of birth; social security number; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, and the approximate dates which give the individual cause to believe that the Office of Information Programs has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, referrals of other freelance and photo-editor contributors, published material and other reference sources.

None

Unclassified.

Department of State, SA-5, C1, 2200 C Street, NW., Washington, DC 20037.

American experts who have participated or been considered for participation in the Speaker/Specialist Program sponsored by the Bureau of International Information Programs. Speakers/Specialists are recruited for their expertise in addressing foreign audiences in U.S. policies and practices in any of five thematic areas: Economic Security, Political Security, Democracy and Human Rights, Global Issues and Communications, and U.S. Society and Values.

These records contain biographic information about the speaker/specialist including names, social security and passport numbers, contact information, education and professional experience, financial information, correspondence between the subject, the Department and overseas posts regarding the subjects participation in the program; travel itineraries and visa documentation; grant authorization numbers and types; copies of the grant documents; cost and fiscal data; payment vouchers; country clearance telegrams; and, when available, program evaluations and speaker reports.

5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 1431 et seq. (Smith-Mundt United States Information and Educational Exchange Act of 1948, as amended); 22 U.S.C. 2651a (Organization of the Department of State); and 22 U.S.C. 3921 (Management of the Foreign Service).

The information contained in the Speaker/Specialist Program Records is collected and maintained by the Bureau of International Information Programs in the administration of its responsibility to manage the Department’s Speaker/Specialist Program as provided for in the Smith-Mundt Act.

Information in the Speaker/Specialist Program Records is used as follows:

--To generate periodic and ad hoc statistical reports (e.g., the number of speakers addressing a specific issue; or the number of speakers from historically ethnic colleges and universities) in response to requests from Congress, the White House and other U.S. Government entities;

--To service agencies in order to process and prepare the necessary documents for overseas travel; and

--To disclose information to officials of foreign governments and organizations before a participant is sent to that country in order to facilitate participation in programs and events.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Office of the Speaker/Specialist Program Records, STATE-65.

Storage:

Hard copy; electronic media.

Individual name.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified information and personally identifiable information. Annual refresher training is mandatory. Before being granted access to Speaker/Specialist Program Records, a user must first be granted access to Department of State computer systems. Remote access to the Department of State network from non-Department owned systems is only authorized through a Department-approved access program. Remote access to the network is in compliance with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time-out functions. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured filing cabinets or in restricted areas, access to which is limited to authorized personnel. Servers are stored in Department of State secured facilities in cipher locked server rooms. Access to electronic files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Managing Director, Bureau of International Information and Programs, IIP-ECA/IT, SA-5, C1, Department of State, Washington, DC 20522-0581.

Individuals who have reason to believe that the Bureau of International Information Programs might have records pertaining to themselves should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street NW., Washington, DC 20522-8001. The individual must specify that he/she wishes the Speaker/Specialist Program Records to be checked. At a minimum, the individual should include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record; and the approximate dates which give the individual cause to believe that the Bureau of International Information Programs has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

Freelance photographers who have applied/expressed interest in supplying photos or providing photo coverage of events of interest to the Department. Representatives of photo agencies that have contracts with the Department for providing photos and photo services.

These records contain personal information about the photographers/picture agents including name, address, telephone number, fees for services and products, specialties, nature of assignment, availability of rights, deadlines and other scheduling information and usage of the photos and other visual materials by our posts abroad. Records occasionally include evaluations of assignments and products by the program coordinator/manager of the photo services in the Department.

5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 1431 et seq. (Smith-Mundt United States Information and Educational Exchange Act of 1948, as amended); 22 U.S.C. 2651a (Organization of the Department of State); 22 U.S.C. 3921 (Management of the Foreign Service).

The information contained in the Electronic Media Photographers Records is collected and maintained by the Electronic Media/Visual Services Division of the Office of Thematic Programs whose staff includes photo editors responsible for providing photos and other graphic images for U.S. embassies, U.S. consulates general and consulates, as well as meeting the photo needs of elements in the Office of International Information Programs. Many of these images appear on the International Information Programs web site, which is designed exclusively for foreign audiences and U.S. posts abroad.

Information in the Electronic Media Photographers Records is used or disseminated as follows:

--To administer contracts with photo agencies, picture archives and other institutional sources;

--To assign and coordinate the work of freelance photographers chosen to cover special events;

--To provide contract photos;

--To contact certain media, corporations and news organizations to obtain photographs and rights for distribution and reproduction to our posts abroad;

--For internal reporting, cost accounting and billing; and

--To assess the nature and distribution of demands for photo resources in the Office of International Information Programs.

Also see the "Routine Uses" paragraph of the Prefatory

Statement published in the Federal Register.

Storage:

Hard copy; electronic media.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street, NW.; Washington, DC 20522-6001.

Director, Office of Thematic Programs; Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

Individuals who have reason to believe that the Office of Information Programs might have records pertaining to themselves should write to the Director; Office of IRM Programs and Services; Department of State; SA-2; 515 22nd Street, NW.; Washington, DC 20522-6001. The individual must specify that he/she wishes the Electronic Media Photographers Records to be checked. At a minimum, the individual should include: name; date and place of birth; social security number; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, and the approximate dates which give the individual cause to believe that the Office of International Information Programs has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of IRM Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, from recommendations by third parties, directories of photo resources, and related organizations in the private sector.

None.

Unclassified.

Office of Inspector General (OIG), U.S. Department of State, 2201 C Street, NW., Washington, DC 20520, SA-39 1700 N. Lynn Street, Rosslyn, Virginia 22209.

All OIG employees of the Department of State, including the Inspector General and Deputy Inspector General.

Employee’s name; annual salary; hourly rate; leave use; employee timesheets; employment tenure; employee grade and series; occupational series.

Inspector General Act of 1978, 5 U.S.C. App. 3; Foreign Service Act of 1980, as amended (22 U.S.C. 3901).

The information in the OIG Timesheet System may be used: (a) By the subject of the record to review time spent by the subject on projects, training, and other activities; (b) By OIG management to generate reports and analysis of the time and costs spent on projects, training, and management. Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic Media.

By individual name or by project, as well as by each of the data items listed as a category of record in this description.

All employees of the Department of State have undergone background investigations. Access to the Department and its annexes is controlled and limited to those individuals possessing a valid identity card or individuals with a proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password protected under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

These records will be maintained until they become inactive at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to Director, Office of IRM Programs and Services; A/RPS/IPS; U.S. Department of State, SA-2; Washington, DC 20522-6001.

Director of Administration, U.S. Department of State, Office of Inspector General, 1700 North Moore St., Suite # 720, Rosslyn, VA 22209.

Individuals who have reason to believe that the OIG Timesheet System might contain records pertaining to them should write to the Information and Privacy Coordinator, Office of Inspector General, Department of State, Room 6817, 2201 C Street, NW., Washington, DC 20520. The individual must specify that he/she wishes the records of the OIG Timesheet System to be checked. At a minimum, the individual must include: Date and place of birth; approximate dates of employment with Department of State’s OIG; current mailing address and zip code; signature; and, preferably, his/her social security number.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Information and Privacy Coordinator, Office of Inspector General, Department of State (address above).

These records contain employee information obtained directly from the individual who is the subject of these records. The records also contain grade, position, and salary information from the OIG’s Office of Human Resources that is generated using the employee’s identification number from the Global Employee Management System (GEMS).

None.

Unclassified.

Department of State, SA-3, 2121 Virginia Avenue, NW., Washington, DC 20520.

Individuals who have been or will be involved in international reconstruction and stabilization activities and individuals who offer to participate in potential future overseas reconstruction and stabilization activities in a foreign deployment or in a management function based in Washington, DC, and/or in domestic training and civilian-military exercises.

Name; Social Security number; date of birth; citizenship; contact information such as mailing address, e-mail and/or phone number; passport number, dates of expiration, places of issuance; driver’s license number, dates of expiration and state where issued; individuals’ height and weight; language skills; military service, if any; prior related experience; security clearance status; medical clearance; personal gear/clothing size; emergency contact information and dependent information.

Public Law 108-447, Div B, Title IV, Sec. 408, 118 Stat. 2904 (Consolidated Appropriations Act, 2005).

The information in this system will be used to assist the Office of the Coordinator for Reconstruction and Stabilization to carry out its mandate to lead, coordinate, and institutionalize international reconstruction and stabilization activities of the U.S. Government.

The database shall be compiled and used to categorize and identify individuals who volunteer to participate in Civilian Response Corps missions and other international reconstruction and stabilization activities.

The records in this system may be disclosed to:

(1) Any and all U.S. Government agencies involved in reconstruction and stabilization operations in order to coordinate U.S. efforts in international reconstruction and stabilization; to determine which members are available and best qualified for particular missions; and to manage and select individuals who have been hired or agreed to deploy oversees in support of reconstruction and stabilization efforts of the U.S. Government.

(2) The United Nations, North Atlantic Treaty Organization (NATO) or similar international organizations for the purpose of coordinating personnel engaged in specific reconstruction and stabilization activities.

(3) U.S. and NATO military installations for the purpose of sharing information necessary for security checks and to obtain access to military facilities, including manifesting on military aircraft.

(4) State governments, foreign governments and international organizations where employees are being considered for detail, assignment or secondment.

(5) Officials of foreign governments and other U.S. Government agencies for clearance before a Federal employee is assigned to that country as well as for the procurement of necessary services for American personnel assigned overseas, such as permits of free entry and identity cards;

(6) Attorneys, union representatives or other persons designated in writing by employees who are the subject of the information to represent them in complaints, grievances, or other litigation.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Office of the Coordinator for Reconstruction and Stabilization Records, State-68.

Storage:

Electronic media.

Individual’s name or system generated identification number.

The Department of State will maintain responsibility for keeping the records accurate and updated; however, a limited number of U.S. Agency for International Development (USAID) personnel will be allowed to access the CRC database in order to run the Civilian Deployment Center. These USAID personnel will use a State Department-approved remote access program in order to enter the State system. All Department of State and USAID employees and contractors with authorized access have undergone a thorough background security investigation. All users must take mandatory annual cyber security awareness training including the procedures for handling Sensitive But Unclassified and personally identifiable information. Before being granted access to the Office of the Coordinator for Reconstruction and Stabilization Records, a user must first be granted access to Department of State computer systems.

Remote access to the Department of State network from non-Department owned systems is only authorized through a Department-approved remote access program. Remote access to the network is configured with two factor authentication and time-out functions.

Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Servers are stored in Department of State secured facilities in cipher locked server rooms. Access to electronic files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

These records will be maintained with published record disposition schedules of the Department of State as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

Office of the Coordinator for Reconstruction and Stabilization, Department of State, SA-3, 2121 Virginia Avenue, NW., Washington, DC 20520.

Individuals who have reason to believe that the Office of the Coordinator for Reconstruction and Stabilization might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he or she wishes the records of the Office of the Coordinator for Reconstruction and Stabilization to be checked. At a minimum, the individual should include: Name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Office of the Coordinator for Reconstruction and Stabilization has records pertaining to them.

Individuals who wish to gain access to, or amend records pertaining to, themselves should write to the Director, Office of Information Programs and Services (address above).

See above.

These records contain information that is obtained from the individual who is the subject of the records.

None.

Unclassified.

Department of State; 2201 C Street, NW., Washington, DC 20520.

All employees of the Department of State who are undergoing a job transfer, retirement or supplemental shipment that involves a Department of State funded relocation.

POV transfer, Home Service Transfer Allowance, Foreign Transfer Allowance, Travel Authorization forms. Shipment Request--name, social security number, travel authorization number, billing, shipment types and expenses, vendor name and travel dates.

22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724a, Relocation Expenses of Employees Transferred or Reemployed; 5 U.S.C. 301, 302, Management of the Department of State; 22 U.S.C. 2581, General Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22 U.S.C. 2677, Availability of Funds for the Department of State; 22 U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927, Responsibility of Chief of Mission; Executive Order 9397 (Numbering System for Federal Accounts Relating to Individual Persons); Executive Order 9830 (as amended) (Amending the Civil Service Rules and Providing for Federal Personnel Administration); and Executive Order 12107 (as amended) (Relating to the Civil Service Commission and Labor-Management in the Federal Service).

The information contained in this system of records is collected and maintained by the Office of Logistics Management Transportation Management Office and General Service Officers at Posts in the administration of their responsibility for maintaining the State Department’s centralized relocation and transportation management office. The information contained in this system of records assists in facilitating Department of State employee move requests. This information is maintained in a database and is accessible only by the employee and other appropriate personnel. Home and designated contact information not publicly accessible is solicited for travel-related matters only.

Records in the system of records are used for relocation purposes. The principal users of this system of records are Department personnel and their agents involved in processing a move. This information may also be released on a need-to-know basis to other government agencies when the information is necessary for services regarding a relocation. See also the "Routine Uses" paragraphs from the Department’s Prefatory Statement.

Storage:

Electronic media only.

Individual name.

All employees of the Department of State have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. To ensure that your data is private and secure, we use a government computer system that employs industry standard encryption technology. All access to data is provided via secure features that require a log-in with a user ID and password.

These records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100.

Office Director, Program Management and Policy (A/LM/PMP); Department of State; 2201 C Street, NW., Washington, DC 20522.

Individuals who have reason to believe that the Office of Logistics Management might have records pertaining to themselves should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the WebMove system to be checked. At a minimum, the individual should include: Name; date and place of birth; current mailing address and zip code; signature; and preferably his/her social security number; if appropriate add: A brief description of the circumstances, including the city and/or country and approximate dates, which gives the individual cause to believe that the Office of Logistics Management has records pertaining to him or her that is listed in the WebMove system.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100.

These records contain information obtained primarily from the individual who is the subject of these records and his/her spouse and/or dependent(s).

None.

Unclassified.

(a) Department of State domestic data centers located within the U.S., with local infrastructure placed overseas at U.S. Embassies, U.S. Consulates General, and U.S. Consulates; and U.S. Missions, (b) within a government cloud platform provided by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

Managing Director, Program Management and Policy (A/LM/PMP); Department of State; 1800 N Kent Street; Arlington, VA 22209, reachable at A/LM Front Office, A-LMFrontOfficeAssistants@state.gov.

22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724, Travel and Transportation Expenses of Employees Transferred; 5 U.S.C. 301, 302, Management of the Department of State; 22 U.S.C. 2581, General Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22 U.S.C. 2677, Availability of Funds for the Department of State; 22 U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927, Responsibility of Chief of Mission; E.O. 9397 (Numbering System for Federal Accounts Relating to Individual Persons); E.O. 9830 (as amended) (Amending the Civil Service Rules and Providing for Federal Personnel Administration); and E.O. 12107 (as amended) (Relating to the Civil Service Commission and Labor-Management in the Federal Service); 22 U.S.C. Chapter 52 Foreign Service; 31 U.S.C. 901—903 Agency Chief Financial Officers; Federal Financial Management Improvement Act of 1996.

The information contained in this system of records is collected and maintained by the Office of Logistics Management, Office of Program Management and Policy (A/LM/PMP) in the administration of its responsibility for providing worldwide logistics services and integrated support. The information collected and maintained in this system of records is necessary to: 1) ensure fiscal accountability in issuing federal assistance, 2) coordinate the logistics of transporting the household effects of Department of State and other Embassy employees, and contracting services, 3) allow customers to submit and track requests for services, 4) allow service providers to fulfill and track customer requests, and 5) to fulfill ICASS.

Current and former Civil Service (CS) and Foreign Service (FS) employees of the Department of State (DOS) including members of the Senior Executive Service, Presidential appointees, employees under full-time, part-time, intermittent, temporary, and limited appointments; anyone serving in an advisory capacity (compensated and uncompensated); other agency employees on detail to the Department or stationed at U.S. Missions abroad who use DOS transportation services; former Foreign Service Reserve Officers; Presidential Management Interns, Foreign Affairs Fellowship Program Fellows, student interns and other student summer hires, Stay-in-School student employees, Cooperative Education Program participants, members of the public applying for or receiving Federal assistance; and eligible CS or FS family members. The Privacy Act defines an individual at 5 U.S.C. 552a (a)(2) as a United States citizen or lawful permanent resident.

The system contains records about individuals related to procurement, property, logistics management, and Federal Assistance Awards. Specific types of records include:

a. Travel Authorizations (TAs) which contain name, date of birth, address, e-mail, phone, and the last four digits of the Social Security number (SSN).

b. Federal Assistance Applications and Federal Assistance Awards, which may include contact information including, but not limited to, applicant or recipient’s name, address, telephone number, email address, and tax identification number.

c. Personal Service Contract payment information, which may include recipient’s name, email address, and tax identification number.

d. Documentation necessary to process invoices and claims for payment, including employee information for reimbursement.

e. Information necessary to fill out service requests (e.g., office services, technology support, travel and transportation, leasing property and maintenance services, human resources, and security), which may contain business address, personal address, passport number, clearance, citizenship, and last 4 digits of SSN, scans of government-issued IDs (which may include driver’s licenses or passport).

These records contain information obtained primarily from the individual who is the subject of these records.

The information in Integrated Logistics Management Records may be disclosed to the following:

(a.) Appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

(b.) Another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

(c.) Anyone who is under contract to the Department of State to fulfill an agency function but only to the extent necessary to fulfill that function.

(d.) Service providers to fulfill ICASS services at post or logistics service requests domestically. Service providers may include Department of State employees, locally employed staff at post, private service vendors, or external banks holding the contract to administer the Department’s purchase card program.

By individual name, address, telephone number, or email address.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. The range of disposition for records maintained in the system is one to six years. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes, and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

The safeguards in the following paragraphs apply only to records that are maintained in government-certified cloud systems. All cloud systems that provide IT services and process Department of State information must be specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy.

Information that conforms with Department-specific definitions for Federal Information Security Modernization Act (FISMA) low, moderate, or high categorization are permissible for cloud usage and must specifically be authorized by the Department’s Cloud Program Management Office and the Department of State Authorizing Official. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, National Institute of Standards and Technology’s (NIST) Special Publications (SP) and Federal Information Processing Standards (FIPS) and Department of State policies and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally-approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Department of State Authorizing Official. High FISMA impact risk level systems will additionally be subject to continual auditing and monitoring, multifactor authentication mechanism utilizing Public Key Infrastructure (PKI) and NIST 800 53 controls concerning virtualization, servers, storage and networking, as well as stringent measures to sanitize data from the cloud service once the contract is terminated.

Individuals who wish to gain access to or amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Integrated Logistics Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Integrated Logistics Management Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found on the Department’s FOIA website at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he/she wishes the Integrated Logistics Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Integrated Logistics Management Records include records pertaining to the individual.

None.

Previously published at 71 FR 8884.

Sensitive But Unclassified

Data covered by this system is maintained at the following locations: Department of State; 2201 C Street, NW.; Washington, DC 20520; domestic and overseas posts.

The system will cover (1) Current and former Department of State, U.S. Agency for International Development (AID), and Peace Corps employees; (2) other individuals who require regular, ongoing access to agency facilities, including but not limited to certain applicants for employment or contracts; federal employees of other agencies; contractors; students; interns; volunteers; affiliates and other individuals authorized to perform or use services provided in agency facilities (e.g., Credit Union, Fitness Center, etc.), and (3) individuals formerly in any of these positions.

The system does not apply to occasional visitors or short-term guests to whom the Department of State will issue temporary identification and credentials.

Records maintained on individuals issued identification by the Department of State include the following data fields: full name; Social Security number; date of birth; image (photograph); fingerprints; organization/office of assignment; company name; telephone number; Personal Identity Verification (PIV) card issue and expiration dates; personal identification number (PIN); PIV request form; PIV registrar approval signature; PIV card number; emergency responder designation (if applicable); copies of documents used to verify identification or information derived from those documents such as document title, document issuing authority, document number, document expiration date and other document information; level of national security clearance and date granted; computer system user name; authentication certificates; digital signature information.

Records maintained on card holders entering Department of State facilities or using Department of State systems include: Name; PIV Card number; date, time, and location of entry and exit; company name; level of national security clearance and expiration date; digital signature information; and computer networks/applications/data accessed.

5 U.S.C. 301; Federal Information Security Act (Pub. L. 104-106, sec. 5113); Electronic Government Act (Pub. L. 104-347, sec. 203); the Paperwork Reduction Act of 1995 (44 U.S.C. § 3501); and the Government Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504); Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004; Federal Property and Administrative Act of 1949, as amended.

The primary purposes of the system are: (a) To ensure the safety and security of Department of State facilities, systems, or information, and our occupants and users; (b) to verify that all persons entering federal facilities, using federal information resources, or accessing classified information are authorized to do so; (c) to track and control PIV cards issued to persons entering and exiting the facilities, using systems, or accessing classified information.

Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:

(1) To a Federal, State, or local agency, or other appropriate entities or individuals, or through established liaison channels to selected foreign governments, in order to enable an intelligence agency to carry out its responsibilities under the National Security Act of 1947 as amended, the CIA Act of 1949 as amended, Executive Order 12333 or any successor order, applicable national security directives, or classified implementing procedures approved by the Attorney General and promulgated pursuant to such statutes, orders or directives.

(2) To notify another federal agency when, or verify whether, a PIV card is no longer valid.

(3) To the news media or the general public, factual information the disclosure of which would be in the public interest and which would not constitute an unwarranted invasion of personal privacy, consistent with Freedom of Information Act standards. Also see "Routine Uses" of Prefatory Statement published in the Federal Register.

Storage:

Records are stored in electronic media and in paper files.

Records are retrievable by name; Social Security number; other identification number; PIV card number; image (photograph) and fingerprint.

Paper records are kept in locked cabinets in secure facilities and access to them is restricted to individuals whose role requires use of the records. The computer servers in which records are stored are located in facilities that are secured by alarm systems and off-master key access. The computer servers themselves are password-protected. Access to individuals working at guard stations is password-protected; each person granted access to the system at guard stations must be individually authorized to use the system. A Privacy Act Warning Notice appears on the computer screen prior to display of records containing information about individuals. Data exchanged between the servers and the client at the guard stations and badging office are encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

An audit trail is maintained and reviewed periodically to identify unauthorized access. Persons given roles in the PIV process must complete training specific to their roles to ensure they are knowledgeable about how to protect individually identifiable information.

Records relating to persons’ access covered by this system are retained, retired and destroyed in accordance with Department of State Records Disposition Schedules approved by NARA. More information may be obtained by writing the Director; Office of Information Programs and Services; SA-2, Department of State; 515 22nd Street; Washington, DC; 20522-8100.

In accordance with HSPD-12, Department of State Identification Cards are deactivated within 18 hours of cardholder separation, loss of card, or expiration. Department of State Identification Cards are destroyed by cross-cut shredding no later than 90 days after deactivation.

Director; Domestic Facility Protection; Bureau of Diplomatic Security; Department of State; 2201 C Street, NW., 20522.

An individual can determine if this system contains a record pertaining to him/her by sending an originally signed request in writing, to the Director; Office of Information Programs and Services (address above).

The individual must specify that he or she wants the Bureau of Diplomatic Security’s Identity Management System to be checked. When requesting notification of or access to records covered by this Notice, an individual should provide his/her full name, date and place of birth, current mailing address and zip code, signature, brief description of the circumstances which may have caused the creation of the record, agency name, and work location in order to establish identity.

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. Rules regarding access to Privacy Act records appear in 22 CFR part 171. If additional information or assistance is required, contact the Director (address above).

Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, state the corrective action sought and the reasons for the correction along with supporting justification showing why the record is not accurate, timely, relevant, or complete. Rules regarding amendment of Privacy Act records appear in 22 CFR part 171. If additional information or assistance is required, contact the Director; Office of Information Programs and Services (address above).

Employee, contractor, or applicant; sponsoring agency; former sponsoring agency; other federal agencies; contract employer; and former employer.

None.

Unclassified.

Department of State, Annex 1, 2201 C Street, NW., Washington, D.C. 20520; Annex 15, 1800 N. Kent Street, Arlington, VA 22209; Charleston Financial Service Center, Building 646A, 1969 Dyess Avenues, Charleston, SC 29408; and overseas at U.S. Embassies, U.S. Consulates General and Consulates.

Any individual requiring payment by the Department of State whether for services rendered or for reimbursement of an authorized payment voucher.

Federal Managers’ Financial Integrity Act of 1982, Federal Financial Management Improvement Act of 1996 and the Debt Collection Act of 1982 and 1996.

Names, addresses, telephone numbers, social security numbers, tax identification numbers, employee identification numbers, bank routing and account numbers, loan numbers and receivable reference numbers, and related information.

The Global Financial Management System (GFMS) is the official financial management system for the Department of State to account for and control appropriated resources and to maintain accounting and financial information associated with the normal operation of government organizations. The information in this system is used to make authorized payments for goods and services to companies or individuals doing business with the Department of State, to make authorized reimbursement payments to an employee, to prepare 1099 tax reports, and to account for individual accounts of debts owed to the Department of State or the U.S. Government, in accordance with the Debt Collection Improvement Act of 1996.

The principal users of this information outside the Department of State are: (1) Department of Treasury to issue authorized payments to companies and individuals or to issue authorized reimbursement payments to employees; and (2) the Internal Revenue Service and companies or individuals who have received qualifying payments during the tax year as recipients of 1099 reporting. Also see the Department of State’s Prefatory Statement of Routine Uses published in the Federal Register.

Disclosure to consumer reporting agencies:

Disclosure made pursuant to 5 U.S.C. 552a(b)(12): Debt information concerning a government claim against an individual may be furnished in accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt Collection Act of 1982 (Pub. L. 97-365) to consumer reporting agencies to encourage repayment of an overdue debt.

Storage:

Electronic media and paper records.

By name, employee identification number, or social security number, consistent with Executive Order 9397 and Section 7 of the Privacy Act.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department and its annexes is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Servers are stored in Department of State secured facilities in cipher locked server rooms. Physical access to the server rooms is limited to authorized personnel only. The system is secured with the safeguards required by Office of Management and Budget Memorandum M-07-16 as may be applicable

Records maintenance and disposal is in accordance with National Archives and Records Administration retention schedule, and any supplemental guidance issued by individual components.

Director, Systems Development and Maintenance, Department of State, P.O. Box 150008, Charleston, SC 29415-5008.

Individuals who have reason to believe that the Department of State’s Global Financial Management System may have records pertaining to themselves may write the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

The individual must specify that he or she wishes the GFMS to be checked. At a minimum, the individual should include: Name, date of birth, current mailing address and zip code, signature; and also a brief description of the circumstances that caused the individual cause to believe that the GFMS has records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

These records contain information obtained from the individual who is the subject of these records, from Department of State transactions, and from other U.S. Government agencies.

None.

Sensitive but Unclassified.

2201 C Street, NW., Washington, DC 20520; 2765 Business Center Blvd., Melbourne, FL 32940; Navy Hill, SA-4, 2430 E Street, NW., Washington, DC 20037; 1800 G Street, NW., SA-22, Washington, DC 20006.

Current or previous contractors and Federal employees affiliated with Bureau of International Narcotics and Law Enforcement Affairs.

The Foreign Assistance Act of 1961 as amended, in particular Chapter 8, Part I, section 481 et seq., codified at 22 U.S.C. 2291 and 2292; State Department Basic Authorities Act of 1980, as amended, section 36(b), codified at 22 U.S.C. 2708; Section 103(c) of the Omnibus Diplomatic Security and Antiterrorism Act of 1986 (Public Law 99-399), as amended, codified at 22 U.S.C. 4802; Section 207 of the Foreign Service Act of 1980, codified at 22 U.S.C. 3927; National Security Decision Directive-38; National Security Presidential Directive-44 (Management of Interagency Efforts Concerning Reconstruction and Stabilization); other authorities, as appropriate.

Records include biographical information (full name, date of birth, home zip code, and email address), employee or contractor identification number, job location, employment history, experience, reports of significant/serious incidents, skills, training, and related information.

The INLPR system maintains records primarily on contracted personnel serving in criminal justice roles for the purposes of: Documenting individuals’ experience and skills relevant to INL-funded programs; ensuring maintenance of the public trust, personnel safety, and accountability; providing aggregate statistical data for program management purposes; providing information related to employment suitability for service in high-risk environments, including authority to carry weapons; and capturing and validating flight mission data.

Records may be disclosed to private employers when necessary for contract administration in connection with the purposes above, and to Federal and State agencies and international organizations, upon their request, for the purpose of providing information relating to employment eligibility. See also the standard routine uses listed in the Department of State Prefatory Statement, published in the Federal Register.

Storage:

Electronic and paper.

Records may be retrieved by individual name, employee identification number, contractor identification number, or date of birth.

All users are given information system security awareness training, including the procedures for handling Sensitive but Unclassified and personally identifiable information. Annual refresher training is mandatory. Before being granted access to INLPR, a user must first be granted access to Department of State computer systems.

Remote access to Department of State network from non-Department owned systems is only authorized through Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State and its facilities is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or under proper escort. All paper records containing personal information are maintained in secured filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic files is password-protected and under the direct supervision of the information owner. The INLPR structures access privileges to reflect the separation of key duties that end-users perform within the functions the application supports. Access privileges are consistent with the need-to-know, separation of duties, and supervisory requirements established for manual processes.

When it is determined that a user no longer needs access, the user account is disabled.

These records are maintained until they become inactive, at which time they are destroyed or retired in accordance with published record disposition schedules of the Department of State and as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001.

Principal Deputy Assistant Secretary, Bureau of International Narcotics and Law Enforcement Affairs, 2201 C Street, NW., Washington, DC 20520.

Individuals who have reason to believe that the INLPR system might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8001. The individual must specify that he or she wishes the records of the INLPR system to be checked. At a minimum, the individual must include: Name, date and place of birth, current mailing address and zip code, and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8001.

These records contain information that is obtained directly from the individual, international organizations, prior employers, current employers, and/or law enforcement agencies.

None.

Primarily unclassified but may include classified information.

Department of State, Office of Medical Services, SA-1, 2401 E Street, NW., Washington, DC 20522, and at overseas posts.

Individuals who have been the subject of the Department of State Family Advocacy Program, including but not limited to individuals who are or were under the authority of a Chief of Mission at a post abroad. Individuals may include children who are alleged to have been the subject of abuse or neglect, family members of such children, and the alleged perpetrators of such abuse or neglect. Individuals also may include those involved with allegations of domestic violence.

Section 226 of the Victims of Child Abuse Act of 1990 42 U.S.C. 13031; sections 201, 206, 207 of Foreign Service Act of 1980 22 U.S.C. 3921, section 3926, section 3927 (Management of the Foreign Service); section 904 of the Foreign Service Act, 22 U.S.C. 4084 (Health Care for the Foreign Service); 5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 4802, Executive Order 10450; and 28 CFR 81.1 et seq.

All available information concerning alleged, suspected or established child abuse or neglect or domestic violence. Included could be medical records, reports from medical officers at post, health care records from post, Family Advocacy Committee and Post Family Advocacy Team recommendations, law enforcement investigative reports, Regional Security Officer reports, witness reports, telegrams, email communications, correspondence, evaluative reports by medical and other professionals, photographs, lab results, x-rays, court documents, legal documents such as power of attorney, and other related records.

The information in this system is used at post by members of the Family Advocacy Team and in the Department of State by the Family Advocacy Committee. The information may be shared within the Department of State on a need to know basis and in medical clearance determinations for overseas assignment of covered employees and family members, as well as for making determinations involving curtailment, medical evacuation, suitability, and security clearance.

The routine uses of the information also include:

(1) In cases of suspected child abuse, to the officials designated to receive reports of such cases pursuant to the Victims of Child Abuse Act of 1990;

(2) In cases of suspected child abuse or neglect, or domestic violence, to the appropriate federal, state, local or foreign government officials who may be involved with the investigation, prosecution, or the provision of services in such cases;

(3) To medical professionals, health care providers, and social workers, for purposes of providing treatment and/or services to the individuals covered by this system of records;

(4) To other United States Government agencies and local authorities in the performance of their official duties relating to coordination of family advocacy programs, medical care and research concerning child abuse and neglect, and domestic abuse in cases involving employees; or

(5) To medical professionals to whom referrals are being made for evaluation and/or diagnostic assessments.

Also see "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Paper.

Individual name.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. All users must pass training on the correct procedures for handling Sensitive but Unclassified and personally identifiable information. Annual refresher training is mandatory.

Access to the Department of State, its annexes and posts overseas is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All records containing Family Advocacy Case information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

Records will be maintained until they become inactive, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001.

Director, Mental Health Services, Office of Medical Services, U.S. Department of State, SA-1, 2401 E Street, NW., Washington, DC 20522. At overseas locations, the on-site system manager is the head of the Family Advocacy Team at post.

Individuals who believe that the Office of Medical Services may have records pertaining to them may write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001, and specify that he/she wishes the Family Advocacy Case Records to be reviewed. At a minimum, the individual should include: Name, date and place of birth, current mailing address and zip code, signature, a brief description of the circumstances that may have caused the creation of the record, and the approximate date(s) of the records.

Individuals who wish to gain access to or to amend records pertaining to them may write to the Director, Office of Information Programs and Services (address above).

Records contain information obtained primarily from the individual who is the subject of the records, medical professionals and other health care providers, social workers, investigating officers, prosecuting attorneys, witnesses, and Family Advocacy Team and Committee members, and other United States Government agencies.

Pursuant to 5 U.S.C. 552a(k)(1) and (k)(2), certain records contained in this system of records are exempt from 5 U.S.C. (a)(c)(3), (d)(e)(1), (e)(4)(G), (H), (I), and (f) in accordance with Department of State rules published in the Federal Register.

Unclassified.

Records are maintained at those offices that have personal services contractor hiring authority and their corresponding automated data processing facilities.

All personal services contractors with the Department of State.

1. Contractor Personnel File: Name, Social Security number, address, resumes, clearance level, pay grade, salary, contract number, position title, and position number.

2. Contract Actions: Salary worksheet computation(s), statement of work, superior qualifications approval memo, final letter of offer, copies of contract, performance evaluation form(s), correspondences, advanced leave request(s), and certificate(s) of training.

3. Contract Termination: Contractor’s release form and out-processing checklist.

22 U.S.C. 2669(c).

To keep a record of personal services contractors; to document personal services contract record files, reports of contractor actions, and the documents required in connection with the contractor during his or her employment.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Personal Services Contractor Records, State-76.

Disclosure to consumer reporting agencies:

None.

Storage:

Paper and electronic records.

By individual name or Social Security number (SSN).

All users are given cyber security awareness training which covers the procedures for handling Sensitive But Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service, all Civil Service, and those Locally Engaged Staff who handle PII are required to take an FSI distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Personal Services Contractor Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two-factor authentication and time-out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

Records are disposed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). Personal Services Contractor records are transferred to a storage center and destroyed 6 years and 3 months after termination of the personal services contract. More specific information may be obtained by writing the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street NW., Washington, DC 20522-8001.

Office of the Procurement Executive (A/OPE), Department of State, SA-27, 1000 Wilson Blvd., Arlington, VA 20522.

Individuals who have cause to believe that the Office of the Procurement Executive here might have records pertaining to them should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001. The individual must specify that he/she wishes the records of the Office of the Procurement Executive to be checked. At a minimum, the individual must include: Name; date and place of birth; current mailing address and zip code; signature; the approximate dates of employment with the Department of State; and the nature of such employment.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

(See above).

These records contain information obtained directly from the individual who is the subject of these records, supervisors, and human resource staff of the bureau that employs the personal services contractor.

None.

Unclassified.

Office of Management Policy, Rightsizing and Innovation (M/PRI), Department of State, 2201 C Street NW., Washington, DC 20520-3822; all U.S. posts and missions abroad; and corresponding automated data processing facilities.

Employees and contractors of the Department of State and other Executive Branch agencies of the U.S. Government.

Individual name, email address, phone number, passport country and number, agency, employment type, country of birth, emergency contact information, purpose of visit, lodging information, carrier information, level of security clearance and travel itineraries.

22 U.S.C. 3927, Chief of Mission.

To request permission from the chief of mission for the planned presence in his or her country, post, or mission of an employee or contractor of the Department of State or other Executive Branch agency.

The Department shares Country Clearance records with designated administrators of other Executive Branch agencies utilizing the eCountry Clearance system for employees or contractors on official travel to U.S. posts and missions abroad.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Country Clearance Records, State-77.

Storage:

Electronic and paper records.

Records are retrieved by the individual’s name or itinerary number.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the Rules of Behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Country Clearance Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements, which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes, posts, and missions abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

Records are disposed of in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Director, Office of Management Policy, Rightsizing and Innovation (M/PRI), 2201 C Street, NW., Washington, DC 20520-3822.

Individuals who have reason to believe that the Office of Management Policy, Rightsizing and Innovation (M/PRI) may have information pertaining to them may write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522- 8001. The individual must specify that he/she wishes Country Clearance Records to be checked. At a minimum, the individual should include his or her name, current mailing address, zip code, and signature; and a brief description of the circumstances that caused the individual to believe that the system of records contains records pertaining to him or her, including dates and locations of travel episodes for which the individual believes he or she may have caused the creation of country clearance records.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services (address above).

(See above).

These records contain information obtained directly from the individual who is the subject of these records, from the Executive Branch agency employing the individual, and M/PRI and post or mission staff abroad.

None.

Unclassified.

Office of Risk Analysis and Management (RAM), Department of State, Washington, D.C., 2201 C St., N.W., Washington, DC 20520.

Director, Office of Risk Analysis and Management (RAM) 2201 C St., N.W., Washington, DC 20520, RAM@state.gov.

18 U.S.C. 2339A, 2339B, 2339C; 22 U.S.C.2151 et seq.; E.O. 13224, 13099 and 12947; and Homeland Security Presidential Directive-6.

The information in the system supports the vetting of directors, officers, or other employees of organizations who apply for Department of State contracts, grants, cooperative agreements, or other funding; and individuals who may benefit from such funding. The information collected from these organizations and individuals is specifically used to conduct screening to ensure that Department funds are not used to provide support to entities or individuals deemed to be a risk to U.S. national security interests.

The system covers key personnel of organizations that have applied for contracts, grants, cooperative agreements, or other funding from the Department of State; and individuals who may benefit from such funding. These individuals may include but are not limited to principal officers or directors, program managers, chief of party for the program and other individuals employed by the organization. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Information in this system includes: name, aliases, date and place of birth, gender (as shown in a government-issued foreign or U.S. photo ID), citizenship(s), government-issued identification information (including but not limited to Social Security number if U.S. citizen or Legal Permanent Resident, passport number, or any other numbers originated by a government that specifically identifies an individual), mailing address, telephone numbers, e-mail, social media information, current employer organizational and project title.

Information is collected from the record subjects themselves and also from public sources, agencies conducting national security screening, law enforcement and intelligence agency records, and other government databases.

Risk Analysis and Management Records may be disclosed:

a) To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

b) To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

c) To other U.S. government agencies for vetting programs.

d) To the Federal Bureau of Investigation, the Department of Homeland Security, the National Counter-Terrorism Center (NCTC), the Terrorist Screening Center (TSC), or other appropriate federal agencies, for the integration and use of such information to protect against terrorism, if that record is about one or more individuals known, or suspected, to be or to have been involved in activities constituting, in preparation for, in aid of, or related to terrorism. Such information may be further disseminated by recipient agencies to Federal, State, local, territorial, tribal, and foreign government authorities, and to support private sector processes as contemplated in Homeland Security Presidential Directive/HSPD–6 and other relevant laws and directives, for terrorist screening, threat-protection, and other homeland security purposes.

e) To a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary, to obtain information relevant to an agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to many of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement (published in Volume 73, Number 136, Public Notice 6290, on July 15, 2008). All these standard routine uses apply to Risk Analysis and Management Records, State-78.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found at https://fam.state.gov/FAM/05FAM/05FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

Records are retrieved by name, date and place of birth, government identifying numbers (such as Social Security numbers or passport numbers), or other identifying data specified under Categories of Records in the system.

Records with no derogatory findings are purged annually; records with derogatory information are maintained for seven years. Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined at https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Department of State employees and contractors may remotely access this system of records using non-Department-owned information technology. Such access is subject to approval by the Department’s mobile and remote access program and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Risk Analysis and Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Risk Analysis and Management Records include records pertaining to the individual. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website located at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest a record should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to themselves may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W., Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Risk Analysis and Management Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Risk Analysis and Management Records include records pertaining to the individual.

To the extent applicable, because this system contains information related to the government’s national security programs, records in this system may be exempt from any part of 5 U.S.C 552a except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6),(7), (9), (10), and (11) if the records in the system are subject to the exemption found in 5 U.S.C. 552a(j). To the extent applicable, records in this system may be exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f) of 5 U.S.C. 552a if the records in the system are subject to the exemption found in 5 U.S.C. 552a(k). Any other exempt records from other systems of records that are recompiled into this system are also considered exempt to the extent they are claimed as such in the original systems.

Previously published at 76 FR 76215.

Unclassified

Department of State domestic locations, posts abroad, and within a government cloud, implemented by State Department as a cloud-based cloud software as a service (SaaS) provider.

Individuals who interact with the Department through a social media outlet, or other electronic means including by submitting feedback, subscription (RSS), email, requesting more information from the Department. Individuals participating in a contest, challenge, or other competition.

The system may contain information passed through a social media site or cloud service provider to facilitate interaction with the Department such as, but not limited to the following: name, username, e-mail address, home or work address, contact information, phone numbers, date of birth, age, security questions, IP addresses, login credentials, topical interests, and educational, business, or volunteer affiliation. The system will also contain information on the topics about which users wish to receive communications, as well as input and feedback from the public, such as comments, e-mails, videos, and images, which may include tags, geotags, or geographical metadata. The system may also include information that does not meet the definition of a "record" under the Privacy Act, such as aggregate metrics on user click rates, open rates, non-read rates, unsubscribes, and link activity.

In addition to the information listed above, individuals who enter a contest, challenge, or other competition may be asked to provide certain specific information including financial data, passport and visa information, and other information necessary to authenticate qualifications for participation or for prize issuance.

Presidential Memorandum to the Heads of Executive Departments and Agencies on Transparency and Open Government, January 21, 2009. OMB M-10-06, Open Government Directive, December 8, 2009. OMB M-10-23, Guidance for Agency Use of Third-Party Websites and Applications, June 25, 2010. 5 U.S.C. 301, Management of Executive Agencies. 22 U.S.C. 2651a, Organization of the Department of State.

To extend outreach, engagement, and collaboration efforts with the public, and to facilitate transparency and accountability with regard to Department activities. To conduct and administer contests, challenges, and other competitions. To track aggregate activity and analytics to determine the effectiveness of email campaigns.

Information in this system may be shared with the news media and the public, with the approval of the Chief of Mission or Bureau Assistant Secretary who supervises the office responsible for the outreach effort, except to the extent that release of the information would constitute an unwarranted invasion of personal privacy;

To Government agencies and the White House for purposes of planning and coordinating public engagement activities;

To a contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m);

And to Federal, state, and city governments which are issued tax reports, the Internal Revenue Service and the Social Security Administration which are sent tax and withholding data.

The Department of State periodically publishes in the Federal Register its standard routine uses which apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to Digital Outreach and Communications, State-79.

disclosureToConsumerReportingAgencies:

None.

Storage:

Electronic media.

Username; email; name.

All users are given cyber security awareness training which covers the procedures for handling Sensitive But Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Protocol Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function. All Department of State employees and contractors with authorized access have undergone a thorough background security investigation.

The safeguards in the following paragraphs apply only to records that are maintained in cloud systems. All cloud systems that provide IT services and process Department of State information must be: (1) provisionally authorized to operate by the Federal Risk and Authorization Management Program (FedRAMP), and (2) specifically authorized by the Department of State Authorizing Official and Senior Agency Official for Privacy. Only information that conforms with Department-specific definitions for Federal Information Security Management Act (FISMA) low or moderate categorization are permissible for cloud usage. Specific security measures and safeguards will depend on the FISMA categorization of the information in a given cloud system. In accordance with Department policy, systems that process more sensitive information will require more stringent controls and review by Department cybersecurity experts prior to approval. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB regulations, NIST Federal Information Processing Standards (FIPS) and Special Publication (SP), and Department of State policy and standards.

All data stored in cloud environments categorized above a low FISMA impact risk level must be encrypted at rest and in-transit using a federally approved encryption mechanism. The encryption keys shall be generated, maintained, and controlled in a Department data center by the Department key management authority. Deviations from these encryption requirements must be approved in writing by the Authorizing Official.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director; Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522–8100.

The Under Secretary for Public Diplomacy and Public Affairs; Department of State; 2201 C Street NW; Washington, DC 20520.

Individuals who have cause to believe that the Department may have outreach records pertaining to him or her should write to the Director; Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522–8100. The individual must specify that he or she wishes the outreach records of the Department to be checked. At a minimum, the individual must include the following: name; email address; current mailing address and zip code; signature; and other information helpful in identifying the record.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

Individuals who wish to contest records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

These records contain information obtained directly from individuals who interact with the Department of State through social media sites or who communicate electronically with the Department in response to public outreach.

None.

Unclassified and Classified.

Department of State, 2201 C Street NW, Washington, DC 20520. Abroad at U.S. embassies, U.S. consulates general, and U.S. consulates; U.S. missions; Department of State annexes; various field and regional offices throughout the United States.

Individuals who have donated gifts, who are being solicited to donate gifts, and who are otherwise being vetted in connection with potential gifts to, or partnerships with, the Department of State (defined for the purposes of this System of Records Notice to include its subsidiary divisions including U.S. embassies, U.S. consulates general, U.S. consulates, U.S. missions, Department of State annexes, or various field and regional offices throughout the United States); and individuals who are points of contact for corporations or foundations that donate gifts to the Department of State.

Records in this system include information about gifts to the Department of State ("official gifts"), including gift donor and recipient information and information about individuals who are points of contact for corporate or foundation donors. Such information includes but is not limited to:

(a) Information about the donor or point of contact including name and title, address, and relevant business affiliations;

(b) Information about gifts and recipients including descriptions of gifts and decorations; the dollar value of gifts; the recipient bureau, region, post or office; the purpose of the donation as expressed by the donor and/or the soliciting office; the authority under which the gift was received; the date of receipt; type of gift (cash or in-kind); date of check deposit; deposit number; appropriation type (conditional or unconditional); copies of checks donated; copies of donor letters; copies of acknowledgment letters; and

(c) Vetting records, which include (1) identifying information about individual gift donors or potential gift donors or potential partners that is used to conduct and narrow due diligence research including the individual’s full name, date of birth, last known residence, website if any, affiliation if any, and other identifying information used to conduct vetting; and (2) information obtained as a result of due diligence searches, including but not limited to criminal history information, financial history information including bankruptcies, information regarding judgments, liens, and global sanctions, and any other information relevant to the determination as to whether there is a conflict of interest.

22 U.S.C. 2621, 22 U.S.C. 2625, Foreign Service Buildings Act of 1926, Sec. 9, as amended (22 U.S.C. 300), State Department Basic Authorities Act of 1956, Sec. 25, as amended (22 U.S.C. 2697), Foreign Assistance Act of 1961, Sec. 695(d), as amended (22 U.S.C. 2395(d)), Migration and Refugee Assistance Act of 1962, Sec. 3(a)(2), as amended (22 U.S.C. 2602), Foreign Gifts and Decorations Act, as amended (5 U.S.C. 7342 and 22 CFR part 3) Acceptance of travel and related expense from non-Federal Sources (31 U.S.C. 1353) Mutual Educational and Cultural Exchange Act of 1961 (Fulbright-Hays), Sec. 105(f) and Sec. 108A, as amended (22 U.S.C. 2455(f) and 22 U.S.C. 2458(a)) 41 CFR parts 301 and 41 CFR part 304.

Official Gift Records consist of an accounting of all donations received on behalf of the Department of State for the purposes of: (a) maintaining an historical record, (b) properly allocating donations given for a particular purpose, (c) determining future solicitation and gift acceptance, and (d) providing donors with acknowledgment letters for tax purposes.

Gift Donor Vetting Records are maintained for the purpose of: (a) maintaining an historical record, and (b) keeping an accounting of the due diligence vetting conducted on individuals to determine the potential for conflicts of interest with respect to gifts and potential gifts to, and potential partnerships with, the Department of State.

Information in this system can be shared with federal, state, and local tax authorities in connection with tax and bankruptcy matters and other lawful purposes.

The Department of State publishes periodically in the Federal Register its Prefatory Statement of Routine Uses which applies to all of its Privacy Act System of Records. These standard routine uses apply to Official Gift Records and Gift Donor Vetting Records, State-80.

Storage:

Electronic and hard copy media.

By an individual name; individual address; date of birth; individual website; donor country; recipient bureau, region, post or office; purpose; dollar value; date/fiscal year of receipt or deposit; corporation, foundation, or entity name; gift type (cash or in-kind); authority under which gift was received; deposit number; appropriation type.

All users are given cyber security awareness training which covers the procedures for handling Sensitive But Unclassified (SBU) information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Engaged Staff who handle PII are required to take the Foreign Service Institute distance learning course, PA 459, instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Official Gift Records and Gift Donor Vetting Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements which include but are not limited to two-factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the following address: Director, Office of Information Programs and Services, A/GIS/IPS; SA–2, Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

Gift Fund Director, Office of Emergencies in the Diplomatic and Consular Service, Department of State, 2201 C Street NW, Washington, DC 20520.

Vetting Unit, Secretary’s Office of Global Partnerships, Department of State, 2201 C Street NW, Washington, DC 20520.

Director and Curator, Diplomatic Reception Rooms, Department of State, 2201 C Street NW, Washington DC, 20520.

Individuals who have cause to believe that the Official Gift Records and Gift Donor Vetting Records System may contain records pertaining to him or her should write to the following address: Director; Office of Information Programs and Services, A/GIS/IPS; SA–2 Department of State; 515 22nd Street NW; Washington, DC 20522-8100.

The individual must specify that the Official Gift Records and Gift Donor Vetting Records System should be checked. At a minimum, the individual must include the following: name, date and place of birth, current mailing address and zip code, signature, and any other information helpful in identifying the record.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

(See above).

These records contain information collected directly from: the individual who is the subject of these records; employers and public references; other officials in the Department of State; other government agencies; foreign governments; federal and public searchable databases; and other public and professional institutions possessing relevant information.

None.

Unclassified.

Office of Foreign Missions (OFM), Department of State, 2201 C Street, NW, Washington, DC 20520; State Annex 33, OFM Regional Offices.

Categories of individuals covered include: (a) members and employees of foreign missions and international organizations in the United States; (b) their immediate family and other household members; (c) domestic workers who are in the United States in nonimmigrant A-3 or G-5 visa status; (d) officials/representatives of foreign governments; and (e) individuals accompanying senior foreign embassy officials on tours of the White House.

1. Administrative files related to the implementation of the Foreign Missions Act, provision of services and benefits. Records in the system may include biographic data, such as name, numeric identifier, gender, nationality, citizenship, visa data, date and place of birth, residential address, employer name and location, employee"s function/title, employment start date, and employment termination date.

2. Records associated with the notification, accreditation, recognition, and termination of the appointment of members of foreign missions as well as employees and officers of international organizations in the United States;

3. Records may include documentation concerning:

a. Employment authorization for eligible dependents of foreign missions and international organizations in the United States;

b. the authorization of the exemption of taxes imposed on the purchases of goods and services by eligible members of foreign missions and international organizations in the United States;

c. the authorization of tax and duty-free importation privileges for eligible members of foreign missions and international organizations in the United States;

d. Real property owned or leased by certain members of foreign missions and international organizations in the United States and the extension of any applicable privileges and immunities to such properties;

e. Individuals or entities who sell or purchase real property from foreign missions and international organizations;

f. Motor vehicle titling, registration, and licensing services and documentation for eligible members of foreign missions and international organizations in the United States, including motor vehicle records/moving violation records for individuals and information concerning an individual"s motor vehicle liability insurance coverage;

g. A foreign mission or international organization member"s notification or request for approval of travel planned within the United States that is outside of an established geographic area;

h. The extension of expedited port clearance courtesies to senior foreign officials entering the United States;

i. The extension of airport security screening courtesies associated with the departure of senior foreign officials from airports in the United States;

j. Requests from foreign missions for White House Tours; and

k. Assignment and management of electronic accounts for individuals authorized to submit requests to the Department of State on behalf of foreign missions and international organizations via OFM"s e-Government System.

4. Records related to submissions of Form I-508 "Waiver of Rights, Privileges, Exemptions, and Immunities" from individuals who are lawful permanent residents and are in an occupational status making them eligible for an "A," "E," or "G" visa to waive rights, privileges, exemptions and immunities associated with such occupational status;

5. Records concerning members of foreign missions and officers or employees of international organizations containing a finding or determination made by an appropriate authority of a state, a political subdivision of a state, or the United States that there is reasonable cause to believe that a member of a foreign mission or an officer or employee of an international organization has committed a criminal offense within the United States.

22 U.S.C. 4301 et seq. (Foreign Missions Act); 22 U.S.C. 288 et seq. (International Organizations Immunities Act); Vienna Convention on Diplomatic Relations; Vienna Convention on Consular Relations; 22 U.S.C. 254a et seq. (Diplomatic Relations Act).

The records maintained herein are related to the implementation of the Foreign Missions Act, the operation of foreign missions, and the United States" extension of privileges, exemptions, immunities, benefits, and courtesies to foreign government officials, members/employees and officers of foreign missions and certain international organizations in the United States, their immediate family members, and domestic workers who are in the United States in nonimmigrant A-3 or G-5 visa status.

The principal users of this information outside the Department of State may include:

A. The Department of Homeland Security for uses within its statutory mission, including law enforcement, transportation and border security, administration of immigrant benefits, critical infrastructure protection, and fraud prevention;

B. The Department of Justice, including the Federal Bureau of Investigation, for purposes of law enforcement, criminal prosecution, representation of the U.S. government in civil litigation, fraud prevention, or border security;

C. The Department of the Treasury, for uses within its statutory mission, including the enforcement of U.S. tax laws, and economic sanctions;

D. The Department of Defense, for uses within its statutory mission;

E. The Department of Labor, for uses within its statutory mission including the administration and enforcement of U.S. labor laws;

F. The Office of the Director of National Intelligence and other U.S. intelligence community agencies, for uses within their statutory missions, including intelligence, counterintelligence, and other national security interests;

G. State, local, and tribal government officials for purposes associated with their extension of privileges, exemptions, immunities and benefits to foreign missions, international organizations, and their members/officers and employees, and for law enforcement purposes;

H. Corporations/entities identified by OFM as providing benefits and services to the foreign mission community, but only to the extent such information is relevant and necessary for the provision of such benefits and services;

I. State, local, Federal, or non-governmental agencies and entities as needed for purposes of emergency or disaster response; and

J. Foreign missions, foreign governments, and international organizations in connection with their administration of human resource matters, criminal investigations, or in order to ensure the proper provision of a privilege or benefit.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all of its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Office of Foreign Missions Records, State -81.

Disclosure to consumer reporting agencies:

None.

Storage:

Electronic and physical media.

Records are retrieved through individual data fields including, but not limited to, biographic data (such as name, gender, nationality, citizenship, visa data, date and place of birth, residential address, employer name and location, employee"s function/title, employment start date, and employment termination date) or other personal identifiers.

All U.S. Government employees and contractors with authorized access have undergone a thorough background security investigation.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Department of State employees who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to the Office of Foreign Missions Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is authorized only to unclassified systems and only through a Department approved access program. Remote access to the network is configured in accordance with the Office of Management and Budget Memorandum M-07-16 security requirements that include, but are not limited to, two-factor authentication and time out function.

Access to the Department of State and its annexes is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA). More specific information may be obtained by writing to the Director; Office of Information Programs and Services, A/GIS/IPS; SA"2, Department of State; 515 22nd Street NW; Washington, DC 20522"8100.

Deputy Director; Office of Foreign Missions, Department of State; 2201 C Street NW, Room 2236; Washington, D.C. 20520 (OFMInfo@state.gov).

Individuals who have cause to believe that the Department of State may have records pertaining to him or her should write to the Director; Office of Information Programs and Services, A/GIS/IPS; SA"2, Department of State; 515 22nd Street NW; Washington, DC 20522"8100. The individual must specify that he/she wishes the records of the Office of Foreign Missions to be checked. At a minimum, the individual must include: name; date and place of birth; current mailing address and zip code; signature; a brief description of the circumstances that caused the creation of the record, which give the individual cause to believe that the Department of State has records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director; Office of Information Programs and Services (address above).

Individuals who wish to contest records pertaining to them should write to the Director; Office of Information Programs and Services (address above).

These records contain information that is primarily obtained from the individual who is the subject of the records or from foreign missions and/or international organizations having information regarding the individual, as a result of, but not limited to:

1. past or present employment; or

2. the individual being the member of a household of a foreign mission or international organization member.

Pursuant to 5 U.S.C. 552a (k)(2), records in this system may be exempt from subsections 5 U.S.C. 552a (c)(3), (d)(1), (d)(2), (d)(3), (d)(4), (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), (f)(1), (f)(2), (f)(3), (f)(4), and (f)(5) of 5 U.S.C. 552a.

Unclassified.

Department of State ("Department"), located at 2201 C Street NW, Washington, DC 20520, and within a government cloud provided, implemented, and overseen by the Department’s Enterprise Server Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

International Communication and Information Policy Officer for Europe, Office of Communications & Information Policy, Bureau of Economic and Business Affairs; U.S. Department of State, 2201 C St. Washington, DC 20520. System Managers can be reached at (202) 647-8784.

(a) State Department Basic Authorities Act of 1956, as amended (22 U.S.C. 2708 et seq.); (b) Privacy Shield Framework (81 Fed. Reg. 51042).

The EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework create a mechanism for companies on both sides of the Atlantic to comply with EU data protection requirements when transferring personal data from the European Union and Switzerland, respectively, to the United States in support of transatlantic commerce. The Frameworks each established an Ombudsperson Mechanism to address appropriate inquiries by individuals relating to U.S. Intelligence Community access to personal data transmitted from the EU or Switzerland to the United States through Privacy Shield and related commercial transfer mechanisms. The information will be used by the Ombudsperson to ensure that requests are properly investigated and addressed in a timely manner, and that the relevant U.S. laws have been complied with or, if the laws have been violated, that the situation has been remedied.

Individuals whose requests relating to national security access to data transmitted from the European Union to the United States under the Privacy Shield Framework (81 Fed. Reg. 51042), and the EU-U.S. Privacy Shield Ombudsperson Mechanism Regarding Signals Intelligence ("Ombudsperson Mechanism") thereunder, are submitted by the "EU individual complaint handling body" to the Department. Individuals who submit requests relating to national security access to data transmitted under any similar mechanism established between the United States and another country or countries. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

These records may include biographic and contact information, such as name, address, email address, phone number, and information about residency or nationality, as well as other information that requesters and foreign government officials include in the requests submitted to the Department. The records also may include information about an individual’s request and the processing of that request.

Individuals who submit requests for review under the Privacy Shield Ombudsperson Mechanism or similar arrangement are the primary source of record information, although that information is provided to the Department by the EU Individual Complaint Handling Body or corresponding body under similar arrangements. Additional information necessary to process individual requests may be provided by these bodies as well as other federal agencies.

The information in Ombudsperson Mechanism Records may be disclosed:

A. To other Federal Agencies or bodies to facilitate the consideration, processing and resolution of requests consistent with Section 2 of the Ombudsperson Mechanism (accessed via https://www.state.gov/e/privacyshield/ombud/).

B. To an EU individual complaint handling body and any other complaint handling body established under a similar arrangement with another country to coordinate the discharge of commitments made therein. For example, the Privacy Shield Ombudsperson will communicate directly with the EU individual complaint handling body regarding requests submitted pursuant to the Ombudsperson Mechanism for reasons including acknowledging receipt of the request from the EU individual complaint handling body, requesting additional information necessary to perfect the request, and providing a final response. The EU individual complaint handling body will in turn be responsible for all communications with individuals who submit requests.

C. To a contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m).

D. To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

E. To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

F. To an agency, whether federal, state, local or foreign, where a record indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, so that the recipient agency can fulfill its responsibility to investigate or prosecute such violation or enforce or implement the statute, rule, regulation, or order.

G. To the Federal Bureau of Investigation, the Department of Homeland Security, the National Counter-Terrorism Center (NCTC), the Terrorist Screening Center (TSC), or other appropriate federal agencies, for the integration and use of such information to protect against terrorism, if that record is about one or more individuals known, or suspected, to be or to have been involved in activities constituting, in preparation for, in aid of, or related to terrorism. Such information may be further disseminated by recipient agencies to Federal, State, local, territorial, tribal, and foreign government authorities, and to support private sector processes as contemplated in Homeland Security Presidential Directive/HSPD-6 and other relevant laws and directives, for terrorist screening, threat-protection and other homeland security purposes.

H. To a congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.

I. To a court, adjudicative body, or administrative body before which the Department is authorized to appear when (a) the Department; (b) any employee of the Department in his or her official capacity; (c) any employee of the Department in his or her individual capacity where the U.S. Department of Justice ("DOJ") or the Department has agreed to represent the employee; or (d) the Government of the United States, when the Department determines that litigation is likely to affect the Department, is a party to litigation or has an interest in such litigation, and the use of such records by the Department is deemed to be relevant and necessary to the litigation or administrative proceeding.

J. To the Department of Justice ("DOJ") for its use in providing legal advice to the Department or in representing the Department in a proceeding before a court, adjudicative body, or other administrative body before which the Department is authorized to appear, where the Department deems DOJ’s use of such information relevant and necessary to the litigation, and such proceeding names as a party or interests:

(a) The Department or any component of it;

(b) Any employee of the Department in his or her official capacity;

(c) Any employee of the Department in his or her individual capacity where DOJ has agreed to represent the employee; or

(d) The Government of the United States, where the Department determines that litigation is likely to affect the Department or any of its components.

K. To the National Archives and Records Administration and the General Services Administration: for records management inspections, surveys and studies; following transfer to a Federal records center for storage; and to determine whether such records have sufficient historical or other value to warrant accessioning into the National Archives of the United States.

Records are stored both in hard copy and on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05 FAM0440.html. All hard copies of records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only.

By individual name or other personal identifier, if available, and by a tracking number.

The Department of State is in the process of developing a retention schedule for these records. Once the schedule is approved by the National Archives and Records Administration, the Records will be retired in accordance with published Department of State Records Disposition Schedule that shall be published here: https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information may be obtained by writing to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.

All users are given cyber security awareness training that covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff who handle PII are required to take the Foreign Service Institute distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly. Before being granted access to Ombudsperson Mechanism Records, a user must first be granted access to the Department of State computer system.

Department of State employees and contractors may remotely access this system of records using non-Department owned information technology. Such access is subject to approval by the Department’s access program, and is limited to information maintained in unclassified information systems. Remote access to the Department’s information systems is configured in compliance with OMB Circular A-130 multifactor authentication requirements and includes a time-out function.

All Department of State employees and contractors with authorized access to records maintained in this system of records have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. While the majority of records in Ombudsperson Mechanism will be in an electronic format, paper mailings from the EU individual complaint handling body could be included in the system. All paper records containing personal information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel only. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

The Department of State will store records maintained in this system of records in cloud systems. All cloud systems that provide IT services and process Department of State information must be authorized to operate by the Department of State Authorizing Official and Senior Agency Official for Privacy. Only information that conforms with Department-specific definitions for FISMA low or moderate categorization are permissible for cloud usage unless specifically authorized by the Department’s Cloud Computing Governance Board. The categorization of information in this system of records is designated as low. Prior to operation, all Cloud systems must comply with applicable security measures that are outlined in FISMA, FedRAMP, OMB guidance, NIST Federal Information Processing Standards (FIPS) and Special Publications, and Department of State policy and standards.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Ombudsperson Mechanism Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Ombudsperson Mechanism Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must specify that he or she wishes the Ombudsperson Mechanism Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Ombudsperson Mechanism Records include records pertaining to him or her.

None.

None.

Unclassified.

Department of State ("Department"), located at 2201 C Street NW, Washington, DC 20520.

Director, Operations Center, 2201 C Street NW, Washington, DC 20520, operationscenter@state.gov, (202) 647-1512.

8 U.S.C. 1104 (Powers and Duties of the Secretary of State).

Information in the Secretariat Contact Records is used to facilitate Department communication with domestic and foreign interlocutors. These records are maintained by the Operations Center staff and used to establish calls when needed by the Secretary of State to discuss foreign policy matters. Additional data is collected in the form of call notes that help clarify contact methods.

Individuals who interact with Department of State officials on matters of official business. The Privacy Act defines an individual at 5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent resident.

Contact information related to individuals who interact with Department of State officials on matters of official business. These records include name, email addresses, phone numbers, and job title. These records may also include information about the individual’s previous interactions with the Department of State, such as the purpose and date of a call connected by the Department of State’s Operations Center and notes to clarify contact methods for the individual.

These records contain information that is primarily obtained from the individual who is the subject of the records.

Secretariat Contact Records may be disclosed:

To appropriate agencies, entities, and persons when (1) the Department of State suspects or has confirmed that there has been a breach of the system of records; (2) the Department of State has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department of State (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department of State efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

To another Federal agency or Federal entity, when the Department of State determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

A contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m).

An agency, whether federal, state, local or foreign, where a record indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, so that the recipient agency can fulfill its responsibility to investigate or prosecute such violation or enforce or implement the statute, rule, regulation, or order.

The Federal Bureau of Investigation, the Department of Homeland Security, the National Counter-Terrorism Center (NCTC), the Terrorist Screening Center (TSC), or other appropriate federal agencies, for the integration and use of such information to protect against terrorism, if that record is about one or more individuals known, or suspected, to be or to have been involved in activities constituting, in preparation for, in aid of, or related to terrorism. Such information may be further disseminated by recipient agencies to Federal, State, local, territorial, tribal, and foreign government authorities, and to support private sector processes as contemplated in Homeland Security Presidential Directive/HSPD-6 and other relevant laws and directives, for terrorist screening, threat-protection and other homeland security purposes.

A congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual.

A court, adjudicative body, or administrative body before which the Department is authorized to appear when (a) the Department; (b) any employee of the Department in his or her official capacity; (c) any employee of the Department in his or her individual capacity where the U.S. Department of Justice ("DOJ") or the Department has agreed to represent the employee; or (d) the Government of the United States, when the Department determines that litigation is likely to affect the Department, is a party to litigation or has an interest in such litigation, and the use of such records by the Department is deemed to be relevant and necessary to the litigation or administrative proceeding.

The Department of Justice ("DOJ") for its use in providing legal advice to the Department or in representing the Department in a proceeding before a court, adjudicative body, or other administrative body before which the Department is authorized to appear, where the Department deems DOJ’s use of such information relevant and necessary to the litigation, and such proceeding names as a party or interests:

(a) The Department or any component of it;

(b) Any employee of the Department in his or her official capacity;

(c) Any employee of the Department in his or her individual capacity where DOJ as agreed to represent the employee; or

(d) The Government of the United States, where the Department determines that litigation is likely to affect the Department or any of its components.

The National Archives and Records Administration and the General Services Administration: for records management inspections, surveys and studies; following transfer to a Federal records center for storage; and to determine whether such records have sufficient historical or other value to warrant accessioning into the National Archives of the United States.

Records are stored on electronic media. A description of standard Department of State policies concerning storage of electronic records is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html.

Secretariat Contact Records information is retrieved almost exclusively through a name or phone number search. Other fields, such as address or title, are available for retrieval, but are rarely used.

Records are retired and destroyed in accordance with published Department of State Records Disposition Schedules as approved by the National Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx.

Secretariat Contact Records are governed by Records Schedule A-03-006-10 which covers temporary customer/client records that may be deleted when they are superseded, become obsolete or the customer/client requests the agency remove the records.

More specific information may be obtained by writing to the following address: U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

All users are given cyber security awareness training which covers the procedures for handling Sensitive but Unclassified information, including personally identifiable information (PII). Annual refresher training is mandatory. In addition, all Foreign Service and Civil Service employees and those Locally Employed Staff who handle PII are required to take the Foreign Service Institute’s distance learning course instructing employees on privacy and security requirements, including the rules of behavior for handling PII and the potential consequences if it is handled improperly.

Access to the Department of State, its annexes and posts abroad is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage. When it is determined that a user no longer needs access, the user account is disabled.

Before being granted access to Secretariat Contact Records, a user must first be granted access to the Department of State computer system. Remote access to the Department of State network from non-Department owned systems is authorized only through a Department approved access program. Remote access to the network is configured with the authentication requirements contained in the Office of Management and Budget Circular Memorandum A-130. All Department of State employees and contractors with authorized access have undergone a background security investigation.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Secretariat Contact Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Secretariat Contact Records include records pertaining to him or her. Detailed instructions on Department of State procedures for accessing and amending records can be found at the Department’s FOIA website located at https://foia.state.gov/Request/Guide.aspx.

Individuals who wish to contest record procedures should write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520.

Individuals who have reason to believe that this system of records may contain information pertaining to them may write to U.S. Department of State; Director, Office of Information Programs and Services; A/GIS/IPS; 2201 C Street, N.W.; Room B-266; Washington, DC 20520. The individual must specify that he or she wishes the Secretariat Contact Records to be checked. At a minimum, the individual must include: full name (including maiden name, if appropriate) and any other names used; current mailing address and zip code; date and place of birth; notarized signature or statement under penalty of perjury; a brief description of the circumstances that caused the creation of the record (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Secretariat Contact Records include records pertaining to him or her.

None.

None.