[Federal Register Volume 59, Number 19 (Friday, January 28, 1994)]
[Unknown Section]
[Page ]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-1917]


[Federal Register: January 28, 1994]


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DEPARTMENT OF STATE

[Public Notice 1939]


Privacy Act of 1974; Altered System of Records

    Notice is hereby given that the Department of State proposes to 
alter an existing system of records, STATE-51, pursuant to the 
provisions of the Privacy Act of 1974, as amended (5 U.S.C. 552a(r)) 
and the Office of Management and Budget Circular No. A-130, Appendix I. 
The Department's report was filed with the Office of Management and 
Budget on January 14, 1994.
    It is proposed that the current system ``Classification/
Declassification Center Part-Time Employee Records'' be renamed 
``Office of Freedom of Information, Privacy and Classification Review 
WAE Re-employed Annuitants and Contractor Records, STATE-51.'' Also 
proposed are revisions and/or additions to the classification, the 
categories of individuals and records covered by the system, authority 
for maintenance, routine uses, retrievability, safeguards, retention 
and disposal, system manager, notification procedure, record access and 
amendment procedures, and record source categories. These changes to 
the existing system description are proposed in order to reflect more 
accurately the Office of Freedom of Information, Privacy and 
Classification Review's enhanced record-keeping system and a 
reorganization of its activities and operations. Any persons interested 
in commenting on the altered system of records may do so by submitting 
comments in writing to Margaret P. Grafeld, Chief, Privacy, Plans and 
Appeals Division, Office of Freedom of Information, Privacy and 
Classification Review, Room 1239, Department of State, 2201 C Street, 
NW., Washington, DC 20520-1239. This system of records will be 
effective forty days from the date of publication (March 9, 1994), 
unless we receive comments which will result in a contrary 
determination. The ``Office of Freedom of Information, Privacy and 
Classification Review WAE Re-employed Annuitants and Contractor 
Records, STATE-51,'' will read as set forth below.

    Dated: January 14, 1994.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration.
STATE-51
    Office of Freedom of Information, Privacy and Classification Review 
WAE Re-employed Annuitants and Contractor Records.
    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).
    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.

[FR Doc. 94-1917 Filed 1-27-94; 8:45 am]
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