[Federal Register Volume 62, Number 131 (Wednesday, July 9, 1997)]
[Notices]
[Pages 36863-36864]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-17813]


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DEPARTMENT OF STATE

[Public Notice 2563]


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-44, 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 June 17, 1997.
    It is proposed that the current system will retain the name 
``Congressional Travel Records.'' However, revisions and/or additions 
are proposed to the security classification; authorities; categories of 
individuals and records covered by the system; routine uses; storing, 
retrieving, and safeguarding practices; retention and disposal 
requirements; system manager and address; 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 Bureau of Legislative Affairs' record-
keeping system, and a reorganization of activities and operations.
    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, ``Congressional Travel Records, 
STATE-44'' will read as set forth below.


[[Page 36864]]


    Dated: June 17, 1997.
Genie M. Norris,
Acting Assistant Secretary for the Bureau of Administration.
State-44

SYSTEM NAME:
    Congressional Travel Records.

SECURITY CLASSIFICATION:
    Unclassified and classified.

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Members of Congress, Congressional staffers, Executive Branch 
invitees and Department of Defense escorts.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    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).

CATEGORIES OF RECORDS IN THE SYSTEM:
    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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    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.

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

RETRIEVABILITY:
    Individual 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 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.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Legislative Operations, Bureau of Legislative 
Affairs, Room 7261, Department of State; 2201 C Street, NW, Washington, 
DC 20520-7261.

NOTIFICATION PROCEDURE:
    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.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    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).

RECORD SOURCE CATEGORIES:
    These records contain information obtained from the individual, 
overseas posts, the Bureau of Legislative Affairs, and Congressional 
Committee staffers.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 97-17813 Filed 7-8-97; 8:45 am]
BILLING CODE 4710-24-M