[Federal Register Volume 64, Number 114 (Tuesday, June 15, 1999)]
[Notices]
[Pages 32097-32101]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-15000]


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UNITED STATES INFORMATION AGENCY


Privacy Act of 1974: Amendment of Notice of Systems of Records

AGENCY: United States Information Agency.

ACTION: Notice.

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SUMMARY: This document updates the United States Information Agency's 
Systems of Records maintained under the Privacy Act of 1974 (5 U.S.C. 
552a), as amended. It will update the United States Information Agency 
section in the Federal Register's Privacy Act Issuances, 1997 
Compilation.
    The review and update of USIA's Systems of Records was made in 
compliance with the President's Memorandum of May 14, 1998 on Privacy 
and Personal Information in Federal Records. The President directed 
Federal agencies to review their current information practices and 
ensure that they are conducted in accordance with privacy law and 
policy, because ensuring that the Federal government protects the 
privacy of personal information is a priority of the

[[Page 32098]]

Administration, OMB clearance is pending.

DATES: Effective date: Unless otherwise noted in the Federal Register, 
this notice shall become final on July 26, 1999. Persons wishing to 
comment on the amended systems may do so by July 6, 1999.

ADDRESSES: Freedom of Information/Privacy Act Unit, United States 
Information Agency, Room M-29, 301 4th Street, SW., Washington, DC 
20547.

FOR FURTHER INFORMATION CONTACT: Lola L. Secora, Chief, FOIA/PA Unit, 
Office of the General Counsel, USIA, 301 4th Street, SW, Rm. M-29, 
Washington DC 20547, telephone (202) 619-5499.

SUPPLEMENTARY INFORMATION: USIA last published, in full, its Systems of 
Records maintained under the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended on March 7, 1997, FR Vol. 62, No. 45. One routine use was added 
in 1998.
    The United States created the statutory framework governing how the 
Federal government collects, maintains, uses and disseminates 
information about certain individuals which is embodied in the Privacy 
Act.
    Increased computerization of Federal records permits information to 
be used and analyzed in ways that could diminish individual privacy in 
the absence of additional safeguards. Therefore, we are assuring that 
the use of new information technologies sustain, and do not erode the 
protections provided in the use, collection and disclosure of personal. 
The personal information will be handled in full compliance with fair 
information practices.
    1. Under USIA--1, SECURITY CLASSIFICATION, CATEGORIES OF RECORDS IN 
THE SYSTEM, and RECORD SOURCE CATEGORIES are revised to read as 
follows:

SECURITY CLASSIFICATION:
    Some documents may be classified confidential or secret.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence addressed to the Director of IBB, as well as the 
Director of USIA, and copies of responses to requests for reports, 
information and/or assistance of various kinds prepared by the IBB 
Director or designated representative.

RECORD SOURCE CATEGORIES:
    Unsolicited correspondence from U.S. Government officials and 
members of the general public addressed to the IBB Director or the 
Director or the Director of USIA concerning VOA, Worldnet, and/or Cuba 
Broadcasting.
    2. Under USIA-2, SYSTEM LOCATION and NOTIFICATION PROCEDURE are 
revised to read as follows:

SYSTEM LOCATION:
    International Broadcasting Bureau (IBB), United States Information 
Agency (USIA), Cohen Building, 330 Independence Avenue, SW, Washington, 
DC 20547.

NOTIFICATION PROCEDURE:
    Director of Administration, International Broadcasting Bureau 
(IBB), USIA, 330 Independence Avenue, SW, Washington, DC 20547.
    3. Under USIA--SYSTEM LOCATION is revised to read:

SYSTEM LOCATION:
    International Broadcasting Bureau (IBB), United States Information 
Agency (USIA), Cohen Building, 330 Independence Avenue, SW, Washington, 
DC 20547.
    4. Under USIA-5, SYSTEM LOCATION, SYSTEM MANAGER(S) and ADDRESS, 
and NOTIFICATION PROCEDURE are revised to read as follows:

SYSTEM LOCATION:
    Secretariat Staff, United States Information Agency (USIA) 301 4th 
Street, SW, Washington, DC 20547.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Chief of Staff, USIA, 301 4th Street, SW, Washington DC 
20547.

NOTIFICATION PROCEDURE:
    Deputy Chief of Staff, USIA, 301 4th Street, SW, Washington DC 
20547.
    5. Under USIA-6, SECURITY CLASSIFICATION, CATEGORIES OF INDIVIDUALS 
COVERED BY THE SYSTEM, and ROUTINE USES OF RECORDS MAINTAINED IN THE 
SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSE OF SUCH USES are 
revised to read as follows:

SECURITY CLASSIFICATION:
    Unclassified.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Applicants, recipients, and prospective recipients of Educational 
and Cultural Exchange grants and Cultural Exchange grants and program 
participants; members of the J. William Fulbright Foreign Scholarship 
Board; American Executive Secretaries of Fulbright Foundations and 
Commissions; individuals who may be asked to participate in educational 
advising workshops.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The primary function of the Educational and Cultural Exchange 
Program records is the aiding in the selection of individuals for 
educational and cultural exchange grants and programs and for the 
administration of such grants, and programs.
    6. Under USIA--7, SYSTEM NAME, SYSTEM LOCATION, CATEGORIES OF 
INDIVIDUALS COVERED BY THE SYSTEM, CATEGORIES OF RECORDS IN THE SYSTEM, 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES, SAFEGUARDS, SYSTEM MANAGER(S) 
AND ADDRESS, and NOTIFICATION PROCEDURE are revised to read as follows:

SYSTEM NAME:
    Office of Citizen Exchanges Cultural Program Staff--E/P.

SYSTEM LOCATION:
    Office of Citizen Exchanges Cultural Program Staff, United States 
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have traveled at U.S. Government expense under USIA 
Private Sector grants in the performance of grant requirements.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, position, organizational affiliation, grantee organization, 
grant number, date, destination, purpose of travel; biographic data, 
address, telephone number, education, date and place of birth and 
citizenship.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The information relating to American Travelers in this system will 
be used to compile an annual report for the Speaker of the House of 
Representatives and the Chairman of the Senate Foreign Relations 
Committee as required by Pub. L. 98-164. This file has no other use. 
Users of this file will be employees of the USIA Office of Arts America 
having a need to access the information.
    Also see Prefatory Statement of General Routine Uses.

SAFEGUARDS:
    Records of American travelers are maintained on a word processor 
located in the USIA Office of Citizen Exchanges Cultural Program Staff 
(E/P) and are password protected so that the file can

[[Page 32099]]

only be accessed by employees having a need to obtain information which 
is available only in the file.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Citizen Exchanges Cultural Program Staff (E/P), 
USIA, 301 4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:
    Director, Office of Citizen Exchange Cultural Program Staff E/P, 
USIA, 301 4th Street, SW, Washington, DC 20547.
    7. Under USIA--8, SYSTEM MANAGER(S) AND ADDRESS is revised to read 
as follows:

SYSTEM MANAGER(S) AND ADDRESS:
    Executive Director, Cultural Property Advisory Committee (E/ZC), 
USIA, 301 4th Street, SW, Washington, DC 20547.
    8. Under USIA--10, ROUTINE USES OF RECORDS MAINTAINED IN THE 
SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES and 
RECORD ACCESS PROCEDURE are revised to read as follows:

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To represent the Agency in claims and other actions; to issue legal 
opinions or determinations on further Agency action. Also see Prefatory 
Statement of General Routine Uses.
    Information is made available on a need-to-know basis to personnel 
of the USIA as may be required in the performance of their official 
duties.
    The principal users of this information outside the Agency are the 
U.S. Attorney's Office and other Administrative Tribunals, the 
Department of Justice, Department of State, Office of Personnel 
Management, Foreign Service Grievance Board, and the Employee 
Management Relations Committee.

RECORD ACCESS PROCEDURE:
    Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street 
SW, Washington, DC 20547.
    9. Under USIA--17, SYSTEM MANAGER(S) AND ADDRESS and NOTIFICATION 
PROCEDURE are revised to read as follows:

SYSTEM MANAGERS(S) AND ADDRESS:
    Chief, Mail Branch, USIA, 301 4th Street, SW, Room 146, Washington, 
DC 20547.

NOTIFICATION PROCEDURE:
    Chief, Mail Branch, USIA, 301 4th Street, SW, Room 146, Washington, 
DC 20547.
    10. Under USIA--23, SYSTEM LOCATION, SYSTEMS MANAGER(S) AND 
ADDRESS, and NOTIFICATION PROCEDURE are revised to read as follows:

SYSTEM LOCATION:
    Office of Human Resources, United States Information Agency (USIA), 
301 4th Street, SW, Washington, DC 20547.

SYSTEMS MANAGER(S) AND ADDRESS:
    Chief, Employment Branch, Office of Human Resources, USIA, 301 4th 
Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:
    Chief, Employment Branch, Office of Human Resources, USIA, 301 4th 
Street, SW, Washington, DC 20547.
    11. Under USIA--24, SYSTEM LOCATION, SYSTEM MANAGER(S) AND ADDRESS, 
and NOTIFICATION PROCEDURE are revised to read as follows:

System Location:
    Office of Human Resources, United States Information Agency (USIA), 
301 4th Street, SW, Washington, DC 20547.

System Manager(s) and Address:
    Chief, Special Services Branch 
(M/DS), Domestic Personnel Division, Office of Human Resources, United 
States Information Agency (USIA), 301 4th Street, SW, Washington, DC 
20547.

Notification Procedure:
    Chief, Special Services Branch 
(M/DS), Domestic Personnel Division, Office of Human Resources, United 
States Information Agency (USIA), 301 4th Street, SW, Washington, DC 
20547.
    12. Under USIA--25, SYSTEM LOCATION, SYSTEM MANAGER(S) AND ADDRESS, 
and NOTIFICATION PROCEDURE are revised to read as follows:

System Location:
    Office of Human Resources, United States Information Agency (USIA), 
301 4th Street, SW, Washington, DC 20547. Computer tape and disc 
records are located in M/HRCS at the same address.

System Manager(s) and Address:
    For paper or automated records--Chief, System Support Team (M/
HRCS), Office of Human Resources, USIA, 301 4th Street, SW, Washington, 
DC 20547.

Notification Procedure:
    Chief, System Support Team, M/HRCS, Office of Human Resources, 
USIA, 301 4th Street, SW, Washington, DC 20547.
    13. Under USIA--26, CATEGORIES OF RECORDS IN THE SYSTEM, ROUTINE 
USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSES OF SUCH USES, STORAGE, and RETENTION AND DISPOSAL are 
revised to read as follows:

Categories of Records in the System
    Foreign service employees' nature of assignment overseas; position 
held, home address, address of next-of-kin, last home address of 
retirees, if retired within last three years.

Routine uses of Records Maintained in the System, including Categories 
of Users and the Purposes of such uses:
    Used by USIA officials to locate a Foreign Service employee; inform 
next-of-kin in emergency situations.
    Also see prefatory Statement of General Routine Uses.
    Information is made available on a need-to-know basis to personnel 
of the USIA as may be required in the performance of their official 
duties.
    Information in these records is not normally available to 
individuals or agencies outside the USIA but records may be released to 
other government agencies who have statutory or other lawful authority 
to maintain such information.

STORAGE:
    Information maintained on 5x8 index cards in metal cabinets, and in 
the limited access personnel computer database.

Retention and disposal:
    Locator information is deleted when employee separates, except by 
retirement, in which case computer files maintained for three years.
    14. Under USIA--27, SYSTEM LOCATION, CATEGORIES OF INDIVIDUALS IN 
THE SYSTEM, SYSTEM MANAGER(S) AND ADDRESS, NOTIFICATION PROCEDURE, and 
RECORD SOURCES CATEGORIES are revised to read as follows:

System location:
    Foreign Service Division, United States Information Agency (USIA), 
301 4th Street, SW, Washington, DC 20547.

Categories of individuals in the system:
    5x8 cards containing data such as name, class, specialty code, 
position; date OER received by M/HRF; as appropriate, letters of 
commendation or low-ranking and comments of the selection boards on 
foreign service promotions contained in letter files.

[[Page 32100]]

System manager(s) and address:
    Executive Secretary for the Selection and Commissioning Boards, 
Foreign Service Division, USIA, 301 4th Street, SW, Washington, DC 
20547.

Notification procedure:
    Executive Secretary for the Selection and Commissioning Boards, 
Foreign Service Division, USIA, 301 4th Street, SW, Washington, DC 
20547.

Record sources categories:
    Reports of Selection Boards on the review of pertinent promotion 
documentation such as officer evaluations; notification of personnel 
action; foreign service professional experience profiles; notification 
to officers of low ranking; materials submitted by officers on their 
own behalf. All current records sources are included and are correctly 
stated.
    15. Under USIA--30, SYSTEM MANAGER(S) AND ADDRESS and NOTIFICATION 
PROCEDURE are revised to read as follows:

SYSTEM MANAGER(S) AND ADDRESS:
    Director, M/HR, Office of Human Resources, USIA, 301 4th Street, 
SW, Washington, DC 20547.

notification procedure:
    Director, M/HR, Office of Human Resources, USIA, 301 4th Street, 
SW, Washington, DC 20547.
    16. Under USIA--31, revise SECURITY CLASSIFICATION to read as 
follows:

SECURITY CLASSIFICATION:
    Sensitive--Unclassified.
    17. Under USIA--32, SYSTEM LOCATION, SYSTEM MANAGER(S) AND ADDRESS, 
and NOTIFICATION PROCEDURE are revised to read as follows:

SYSTEM LOCATION:
    Office of Human Resources, Civil Service Division, Operations Team, 
United States Information Agency (USIA), 301 4th Street, SW, 
Washington, DC 20547.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Human Resources, Civil Service Division, Operations Team, 
United States Information Agency (USIA), 301 4th Street, SW, 
Washington, DC 20547.

NOTIFICATION PROCEDURE:
    Office of Human Resources, Civil Service Division, Operations Team, 
United States Information Agency (USIA), 301 4th Street, SW, 
Washington, DC 20547.
    18. Under USIA--33, SYSTEM MANAGER(S) AND ADDRESS and NOTIFICATION 
PROCEDURE are revised to read as follows:

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Benefits Officer, Labor Policy and Benefits Division (M/
HRL), Office of Human Resources, USIA, 301 4th Street, SW, Washington, 
DC 20547.

Notification procedure:
    Chief, Labor Policy and Benefits Division, Office of Human 
Resources, USIA, 301 4th Street, SW, Washington, DC 20547.
    19. Under USIA--35, STORAGE, and SAFEGUARDS number 2. Physical 
safeguards are revised to read as follows:

STORAGE:
    Information included on Standard Form 129 is entered in an 
automated procurement information software system. The SF-129 hard 
copies are destroyed.

safeguards:
    2. Physical safeguards: Records are now automated in the 
procurement information software system.
    20. Under USIA-36, SAFEGUARDS, paragraph 2. Physical safeguards is 
revised to read as follows:

SAFEGUARDS:
    2. Physical safeguards: Files are maintained in a locked file 
cabinet. During non-duty hours the room is locked.
    21. Under USIA-38, SYSTEM LOCATION (delete second SYSTEM LOCATION 
entirely), SECURITY CLASSIFICATION, CATEGORIES OF INDIVIDUALS COVERED 
BY THE SYSTEM, ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, 
INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES, SAFEGUARDS 
number 2. Physical safeguards and number 3. Procedures (or technical) 
safeguards are all revised to read as follows:

SYSTEM LOCATION:
    Office of Security, United States Information Agency (USIA), 301 
4th street, SW, Washington, DC 20574. Retired records stored at 
Washington National Records Center, 4205 Suitland Road, Suitland, MD 
20409.

SECURITY CLASSIFICATION:
    Most records are unclassified, but include records classified 
confidential and secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All persons currently or formerly employed by USIA, within the last 
five years, in the United States; all Americans currently or formerly 
employed by USIA in other countries; some but not all foreign nationals 
currently or formerly used under contract, both in the United States 
and in other countries; some but not all persons currently or formerly 
used under contract, both in the United States and in other countries; 
some persons whose services are or were otherwise utilized by USIA, 
whether compensated or not; some former applicants who were not 
employed; some prospective spouses of USIA employees; some other 
persons who were significantly identified with persons whose services 
were at one time utilized or considered in one or more of the 
capacities described herein; some persons who were significantly 
involved in non-security related administrative inquiries conducted by 
M/S; some persons of counterintelligence interest whose names appeared 
in the press, or are contained in documents furnished by other agencies 
of the U.S. government.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    ADD TO THE END OF THIS SECTION:
    Data may be disclosed to the appropriate Office of Human Resources/
Personnel employees for making employment suitability determinations.

SAFEGUARDS:
    2. Physical safeguards: Files are maintained in a secure room which 
during duty hours is staffed by Records Unit personnel. Room is locked 
and alarmed during non-duty hours. Files in possession of other 
authorized users are kept in approved safe or locked cabinets when not 
in use and during non-duty hours. Entire building is secured during 
non-duty hours, and security guards patrol.
    3. Procedural (or technical) safeguards: Records Management Unit 
personnel furnish files to other authorized users in exchange for 
properly executed ``Chargeout Record'' form. Records Management Unit is 
provided properly executed ``Recharge'' form if file is passed from one 
authorized user to another. All personnel having routine access to 
records have appropriate security clearances, and ``need-to-know.''
    22. Under USIA--39, CATEGORIES OF INDIVIDUALS COVERED BY THE 
SYSTEM, PURPOSE(S), STORAGE, SAFEGUARDS 2. Physical safeguards, 
RETENTION AND DISPOSAL are revised to read as follows:

[[Page 32101]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current employees of USIA, some contractors, members of advisory 
committees, student interns, and persons on detail from other 
Government agencies.

PURPOSES:
    Provide positive identification of employees, contractors and 
others for entry into and movement within USIA premises.
    Provide photographs for use by the Office of Public Liaison and 
other USIA elements having official need for visual identification 
records.
    Provide photographs to employees for other official uses. Provide 
automated records of access to select areas/facilities within USIA 
building.

STORAGE:
    All records are stored in electronic form on magnetic tape.

SAFEGUARDS:
    2. Physical safeguards: Records database and photographs are stored 
in a locked room with limited access during duty hours. During non-duty 
hours, the room is locked and alarmed.

RETENTION AND DISPOSAL:
    Records remain in system as long as person to whom they pertain is 
employed by or affiliated with USIA. Records of all former employees 
and persons with past affiliations are retained in their electronic 
format for five years. All destruction is accomplished under 
appropriate security controls.
    23. Under USIA--40, SYSTEM NAME, CATEGORIES OF RECORDS IN THE 
SYSTEM, STORAGE, SAFEGUARDS, RETENTION AND DISPOSAL, and SYSTEM 
MANAGER(S) AND ADDRESS are revised to read as follows:

System name:
    Locator Online System--M/TN.

Categories of records in the system:
    Locator file prepared for each domestic employee, containing the 
name, social security number, office location, telephone number, home 
address and telephone number of person to contact in case of emergency.

STORAGE:
    Material maintained in computer file.

SAFEGUARDS:
    Files maintained by Telephone Office with safeguards.

RETENTION AND DISPOSAL:
    Files retained for one year after departure of employee and 
disposed by deleting.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Communications Branch, USIA, 301 4th Street, SW, Washington, 
DC 20547.

    Dated: June 7, 1999.
Les Jin,
General Counsel.
[FR Doc. 99-15000 Filed 6-14-99; 8:45 am]
BILLING CODE 8230-01-M