[Federal Register Volume 62, Number 75 (Friday, April 18, 1997)]
[Notices]
[Pages 19155-19156]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-10002]


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DEPARTMENT OF STATE

[Public Notice 2527]


Privacy Act of 1974; Altered System of Records

    Notice is hereby given that the Department of State proposes to 
alter a system of records, STATE-22, pursuant to the provisions of the 
Privacy Act of 1997, 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 April 1, 
1997.
    It is proposed that the current system STATE-22 entitled ``Media 
Correspondents' Records'' be renamed ``Records of the Bureau of Public 
Affairs.'' It is also proposed that due to the expanded scope of the 
current system, the system description will include revisions and/or 
additions to each section. The altering of STATE-22 will reflect more 
accurately the Bureau of Public Affairs' record-keeping practices and a 
reorganization of its activities and operations. Also, certain relevant 
records will be removed from Media Personnel Records, STATE-23 and will 
become part of STATE-22. STATE-22 will be deleted in the near future.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Kenneth F. 
Rossman; Acting Chief, Programs and Policies Division; Office of 
Information Resources Management Programs and Services; Room 1239; 
Department of State; 2201 C Street, NW., Washington, DC 20520-1239. 
This system of records will be effective 40 days from the date of 
publication, unless we receive comments which will result in a contrary 
determination.
    The altered system description, ``Records of the Bureau of Public 
Affairs, STATE-22'' will read as set forth below.

    Dated: April 1, 1997.
Genie M. Norris,
Acting Assistant Secretary for the Bureau of Administration.
STATE--22

SYSTEM NAME:
    Records of the Bureau of Public Affairs.

Security classification:
    Unclassified.

SYSTEM LOCATION:
    Department of State; 2201 C Street, NW., Washington, DC 20520 and 
Annex 1; 2401 E Street, NW., Washington, DC 20037.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Media representatives * who: Request interviews with the Secretary 
of State and Department Principals, or other inquiries; have been 
contacted for media events, interviews, occasions, invitations, travel 
opportunities or placement of articles; apply to accompany the 
Secretary of State on official travel; request a building pass for 
regular access to the Department of State (correspondents, technicians, 
and/or producers); request information from a press officer on a 
specific topic;
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    /*/ Media Representatives may include anyone who works for a 
newspaper, magazine, radio or television station, wire service, or 
any other form of media.
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    Individuals on the mailing list for the Secretary's speeches;
    Individuals who request the Secretary or a Department Principal to 
accept a speaking engagement, accept an honor, attend a function, or 
request information about the Department and its policies, etc.;
    Representatives of nongovernmental organizations throughout the 
U.S. (business, think tanks, media, ethnic, foreign affairs, 
educational, environmental);
    State and local government officials (e.g. governors and mayors), 
state economic development staff, and representatives of 
intergovernmental organizations (state/local entities);
    State Department employees who have authorized the Bureau of Public 
Affairs to place articles about their achievements in hometown 
newspapers or have been interviewed by the media;
    Present and past Secretaries of State (foreign travel);
    Present and past Principal officers and Chiefs of Mission 
(assignment history); and
    Department Principals, officers and ambassadors who perform 
domestic speaking/media engagements.

Categories of records in the system:
    The Public Affairs Communication Electronically (PACE) database is 
comprised of several tracking systems. Records may be automated and/or 
hard copy. Those subject to the Privacy Act are listed below.
    Automated and hard copy records usually contain names, titles, 
addresses, organizations, telephone/fax/internet numbers and, when 
necessary for travel documents, date of birth and Social Security 
numbers of individuals covered by the system of records; previously 
published and recently automated listings of all present and past 
Secretaries of State's foreign travel including dates, places visited 
and purpose of trip; previously published and recently automated 
listings of all present and past Principal officers' and Chiefs of 
Missions' assignment history, years of birth and death, and state of 
residency; biographies of Department Principals, officers and 
ambassadors who perform domestic speaking engagements; completed 
Applications for Department of State Building Pass (DSP-97); copies of 
Press Office memoranda to Diplomatic Security requesting issuance of a 
building pass for a media representative; correspondents' inquiries; 
correspondence, E-mail messages and facsimilies from a media 
organization requesting a building pass for an employee; 
correspondence, E-mail messages and facsimilies from an embassy 
endorsing/requesting access to the Department of State for a specific 
media representative; information about travel requests and trips 
applied for and/or taken; copies of interview tapes of media 
representatives' previous work and transcripts of the interview; 
information on domestic speaking engagements, radio, television and 
newspaper interviews, and organizations involved; press releases; event 
schedules, comments and follow-up information; E-mail, facsimiles and 
copies of logistical and administrative arrangements for media 
representatives who accompany the Secretary of State on trips; a list 
of local media organizations; information about specific State 
Department employees who authorized the Department to use information 
for publishing information/stories about them and text or comments on 
the story itself; dates and places of speaking engagements by the 
Secretary,

[[Page 19156]]

Principals, and U.S. Ambassadors and Department officers along with 
topics covered, media status and audience size and composition; and 
information about invitations sent to the Secretary, Deputy Secretary 
and Under Secretaries including the name/organization of the requester, 
internal control number, assigned action office and status.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of Executive agencies) and 22 U.S.C. 2651a 
(Organization of the Department of State); 22 U.S.C. 3921 (Management 
of the service.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in the Records of the Bureau of Public Affairs is 
used:

--To contact members of the media to inform them about specific events 
(briefings), occasions, invitations, travel opportunities, and status 
of requests for building access;
--To track the progress of media events, placement of stores and as a 
reference for future use;
--To generate reports on the status of events and number of events, 
e.g., by category/topic/geographic area;
--To respond to media representatives' inquiries on specific topics;
--To respond to inquiries on specific topics from the general public;
--To provide the Department Spokesman with information regarding the 
main issues of interest to media representatives and the public;
--To prepare briefing materials for interviewees;
--To generate reports on previous interviews by organization, 
journalist and subject;
--To prepare interview and briefing memoranda for the Secretary of 
State for subsequent events;
--To provide the Public Affairs Bureau managers, appropriate bureaus 
and posts abroad with information to facilitate travel arrangements and 
to advise those selected and their organizations of the itinerary, 
etc.;
--To coordinate the processing of applications for media 
representatives for a building pass for regular access to the 
Department and to prepare reports listing the members of the media/
organization who have been issued building passes;
--To promote the Department of State and its role in government to the 
American public;
--To aid/assist the general public in its understanding of U.S. foreign 
policy;
--To record trends of public opinions about foreign policy by 
geographic regions, ethnic groups, and political groups;
--To respond to requests from the public regarding past travel of a 
particular Secretary of State;
--To respond to requests from Bureaus within the Department such as 
desk officers, Protocol and other appropriate offices when information 
regarding travel of the Secretary of State is necessary in carrying out 
their responsibilities;
--To build invitation lists for briefings and conferences in the 
Department;
--To maintain internal reporting and tracking of domestic speaking 
appearances by Department Principals, officers and ambassadors; and
--For billing purposes for travel expenses to organizations requesting 
speakers.

    This information may be shared with other foreign affairs agencies 
such as the Departments of Commerce and Defense and the National 
Security Council. Also see ``Routine Uses'' paragraph of the Prefatory 
Statement published in the Federal Register.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE;
    Computer media, hard copy.

RETRIEVABILITY:
    By individual name, organization name.

SAFEGUARDS:
    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.

RETENTION AND DISPOSAL:
    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 Acting Director, Office 
of Information Resources Management Programs and Services; Room 1239; 
Department of State; 2201 C Street, NW; Washington, DC 20520-1239.

System manager(s) and address:
    Deputy Assistant Secretary for Public Affairs and Deputy Spokesman, 
Bureau of Public Affairs; Room 6800; Department of State; 2201 C 
Street, NW; Washington, DC 20520.

Notification procedure:
    Individuals who have reason to believe that the Bureau of Public 
Affairs has 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 Records of the Bureau of Public Affairs be checked. At a 
minimum, the individual must include: name; date and place of birth; 
current mailing address and zip code; name of his/her employing agency 
and dates of assignment; a description of the circumstances which may 
have caused the creation of the record; and signature.

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

Record source categories:
    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.

Systems exempted from certain provisions of the Act:
    None.

[FR Doc. 97-10002 Filed 4-17-97; 8:45 am]
BILLING CODE 4710-05-M