[Federal Register Volume 65, Number 179 (Thursday, September 14, 2000)]
[Notices]
[Pages 55670-55673]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-23639]


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DEPARTMENT OF STATE

[Public Notice 3417]


Privacy Act of 1974; Integration of the Arms Control and 
Disarmament Agency and the United States Information Agency Systems of 
Records

SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(e)(4) this 
notice describes alterations to the systems of records of the former 
Arms Control and Disarmament Agency, the former United States 
Information Agency and the Department of State. Revision to this 
systems of records is required as a result of the consolidation of the 
agencies as mandated by the Foreign Affairs Agencies Consolidation Act 
of 1998 (Pub. L. 105-277). It should also be noted that three systems 
of records specific to the International Bureau of Broadcasting of the 
former USIA were transferred to the Broadcasting Board of Governors. 
All operative systems of records affected by the Consolidation Act are 
being revised to reflect any changes. The revised system descriptions 
will be submitted separately. Inactive records from these ACDA and USIA 
systems of records were either retired or destroyed in accordance with 
their approved Records Disposition Schedules unless otherwise noted.
    Notice is hereby given that the Department of State proposes to 
delete systems of records or create new Department of State systems of 
records from systems that were maintained by the former Arms Control 
and Disarmament Agency (ACDA) and former United States Information 
Agency (USIA). These actions are taken pursuant to the provisions of 
the Privacy Act of 1974, as amended [5 U.S.C. 522a (r)], and the Office 
of Management and Budget Circular No. A-130, Appendix I.
    Pursuant to the Foreign Affairs Agencies Consolidation Act of 1998 
(Pub. L. 105-277) the former ACDA and former USIA were integrated into 
the Department of State effective April 1, 1999 and October 1, 1999 
respectively. As part of the consolidation, the Department assumed 
custody and control of systems of records maintained by ACDA and USIA. 
To eliminate duplication and to reflect current organizational and 
operational conditions, the Department has conducted a comprehensive 
review of the Privacy Act Systems of Records of both agencies and 
determined which of the systems of the former ACDA and former USIA will 
be deleted. Where appropriate, records of the deleted systems will be 
absorbed by Department of State Privacy Act systems of records which 
are performing like functions. Unique ACDA or USIA systems that 
continue to operate will be treated as new systems of records and will 
be assigned a Department of State system number.

The Department Intends To Take the Following Actions Related to the 
Privacy Act Systems of Records of the Former ACDA

    ACDA-1 Official Personnel Records--This system will be deleted. 
Each individual's personnel records, including tax records associated 
with the employee's compensation, were merged into two of the 
Department's personnel records systems (STATE-31) Personnel Records and 
STATE-30 Personnel Payroll Records).
    ACDA-2 Pending Personnel Records--This system will be deleted. The 
records of individuals who were under consideration for employment were 
merged into STATE-31 Personnel Records.
    ACDA-3 Security Records--This system will be deleted. All ACDA 
security files were merged into STATE-36 Security Records.
    ACDA-4 Statements by Principals During the Strategic Arms 
Limitation Talks, Mutual Balanced Force Reduction Negotiations, and the 
Standing Consultative Committee--This system will be deleted. Prior to 
its planned implementation in the mid-1980's it was learned that the 
records to be maintained in this system could be obtained from an 
existing record system. To avoid the creation of duplicate records, the 
ACDA-4 system of records was never implemented and no records were 
accumulated.

[[Page 55671]]

    ACDA-5 Top Secret Document Control File Records--This system will 
be deleted. All Top Secret documents in ACDA's possession at the time 
of the consolidation were either archived, destroyed in accordance with 
existing regulations, or merged into the record systems of the gaining 
bureau(s). The Department of State has no Privacy Act system comparable 
to ACDA-5.Top Secret (TS) documents in the Department are filed, 
controlled and retrieved by TS control numbers and not by the name of 
the individual recipient.
    ACDA-6 Document Classifier Data Index--This system will be deleted. 
ACDA-6 contained a list of ACDA personnel with authority under 
Executive Order 11652 to originally classify national security 
documents. The names of employees with authority to classify originally 
were maintained on data index cards and were retrieved by card sorting 
on the individual's name. ACDA-6 was discontinued with the issuance of 
Executive Order 12958 in 1995. The index card records were disposed of 
two years later in accordance with General Records Schedule 18, Item 1. 
The Department of State has no comparable Privacy Act System. The 
Department maintains a register of positions authorized to originally 
classify documents, but the information is accessible by position 
number and title and not by personal identifier as was the case with 
ACDA-6.
    ACDA-7 Congressional Information and Attitudes Files--This system 
will be deleted. Active requests for information were merged into 
STATE-43 Congressional Correspondence and Voting Records.
    ACDA-8 External Contracts (other than small purchases)--This system 
will be deleted. ACDA discontinued operation of the system in October 
1989 when it was decided that there was no longer a requirement to 
monitor the status of these external contracts and the contract for 
providing the service expired. There is no requirement for the 
functions previously provided by ACDA-8 to be integrated with any 
Department system of records.
    ACDA-9 Privacy Act Request Files--This system will be deleted. 
Active requests for information were merged into STATE-40 Privacy Act 
Request Records.
    ACDA-10 Freedom of Information Act Requests--This system will be 
deleted. Active requests for information were merged into STATE-35 
Public Affairs Records. The current STATE-35 will be combined with 
STATE-40 and will be renamed Information Access Programs Records 
(STATE-35). The STATE-40 number will be vacated and designated for 
future use.
    ACDA-11 World Military Expenditures Mailing List--This system will 
continue operation within the Department of State's Bureau of 
Verification and Compliance. The ACDA-11 system identification will be 
deleted and the system will be designated as a new Department system, 
STATE-55 World Military Expenditures Mailing List. The former ACDA 
system description is being revised to reflect the organizational 
change. Changes will be noted in system location, storage media, 
safeguards, system manager, and notification procedures.
    ACDA-12 ACDA Mailing List--This system will be deleted. The 
Department's review revealed that this system ceased to operate in the 
mid-1980's. It is believed that limited resources precluded the 
continued routine mailings of general arms control and disarmament 
information.
    ACDA-13 Travel Authorization File--This system will be deleted. The 
active records will be merged into STATE-31 Personnel Records and/or 
STATE-32 Personnel Travel Records.
    ACDA-14 Confidential Statement of Employment and Financial Interest 
Records--This system will be deleted. The records associated with ACDA-
14 were merged into the Department's system designated as STATE-04 
Confidential Statement of Employment and Financial Interests Records.
    ACDA-16 Grievance Records--This system will be deleted. The active 
personnel grievance records associated with this system were merged 
into STATE-31 Personnel Records.
    ACDA-17 Integrated Retrieval System--This system will be deleted. 
The system was discontinued in the early 1990's. Index records were 
converted to a more advanced computer system and the records stored on 
microfiche are still accessible. Retrieval is by subject and not by 
personal identifier.

The Department Intends To Take the Following Actions Related to the 
Privacy Act Systems of Records of the Former USIA

    USIA-1 IBB Director's Executive Secretariat Files; USIA-2 Contract 
Talent Vendor Files--B/PA; and USIA-3 Employee Personnel Files--B/PA 
were systems of records specifically for the International Bureau of 
Broadcasting and therefore have been transferred to the Broadcasting 
Board of Governors.
    USIA-4 Congressional Liaison--This system will be deleted. The 
responsibility for maintaining Congressional correspondence records is 
covered by STATE-43 Congressional Correspondence and Voting Records.
    USIA-5 Director's Secretariat Staff Files--This system will be 
deleted. The active records were merged into STATE-28 Personality 
Cross-Reference Index to the Secretariat Automated Data Index Records, 
which will be renamed Electronic Correspondence Organizer Personality 
Cross-Reference Index to the Correspondence Management System.
    USIA-6 Educational and Cultural Exchange Program--This system of 
records will replace the current STATE-8 Educational and Cultural 
Exchange Program Records, but retains the State designation. USIA-6 
system identification will be deleted. The Department had previously 
transferred this function to USIA, but did not administratively remove 
its system of records issuance at that time.
    USIA-7 Office of Arts America--The Department will assign STATE-62 
to this system as a newly transferred function from the former USIA. 
USIA-7 system identification will be deleted.
    USIA-8 Cultural Property Advisory Committee--The Department will 
assign STATE-63 to this system as a newly transferred function from the 
former USIA. USIA-8 system identification will be deleted.
    USIA-9 Employee Statements of Financial Interest and Confidential 
Statements of Employment and Financial Interest--This system will be 
deleted. The records and functions of USIA-9 were merged into STATE-4 
Confidential Statement of Employment and Financial Interests Records.
    USIA-10 Legal Files--This system will be deleted. The records were 
merged into STATE-21 Legal Case Management Records.
    USIA-11 Recruitment Records--This system has been deleted. Records 
were destroyed pursuant to an approved Records Disposition Schedule.
    USIA-12 Privacy and Freedom of Information Acts Files--This system 
will be deleted. Active requests for information were merged into 
STATE-35 Public Affairs Records. STATE-35 will be combined with STATE-
40 Privacy Act Request Records and renamed Information Access Programs 
Records (STATE-35). The STATE-40 system number will be vacated and 
designated for future use.
    USIA-13 Service Contributors--The portion of this system relating 
to translators has been merged into STATE-37 Translators and 
Interpreters Records; and the records of the free-lance writers and 
photo-editors will be assigned STATE-64 as a new system of records. 
USIA-13 system identification will be deleted.

[[Page 55672]]

    USIA-14 Speaker Databank/Name--The Department will assign STATE-65 
to this system as a newly transferred function from the former USIA. 
USIA-14 system identification will be deleted.
    USIA-15 Electronic Media Photographer--The Department will assign 
STATE-66 to this system as a newly transferred function from the former 
USIA. USIA-15 system identification will be deleted.
    USIA-16 Employee Parking USIA--This system will be deleted. The 
comparable State system of records, STATE-52 Permit and Car Pool 
Records, will be updated to include former USIA employees.
    USIA-17 Mailing Lists--This system will be deleted. Retrieval is by 
function rather than a personal identifier.
    USIA-18 Official Travel Records--This system will be deleted. 
Active personnel travel records associated with the USIA-18 were merged 
into STATE-31 Personnel Records and/or STATE-32 Personnel Travel 
Records.
    USIA-19 Salary Computation Records--This system will be deleted. 
The Department maintains similar information in STATE-30 Personnel 
Payroll Records and STATE-31 Personnel Records which will now include 
the categories of individuals previously covered in USIA-19.
    USIA-20 Employee Payroll and Retirement System--This system will be 
deleted. The records from this system were merged into STATE-30 
Personnel Payroll Records.
    USIA-21 Records on Shipment of Effects, Unaccompanied Baggage and 
Automobiles--This system will be deleted. Active records associated 
with the USIA-21 system were merged into STATE-32 Personnel Travel 
Records.
    USIA-22 Travel Authorization Obligation File--This system will be 
deleted. The active records associated with the USIA-22 were merged 
into STATE-32 Personnel Travel System.
    USIA-23 Recruitment Records--This system will be deleted. The 
records from this system were merged into STATE-31 Personnel Records.
    USIA-24 Employment Requests--This system will be deleted. The 
records from this system were merged into STATE-31 Personnel Records.
    USIA-25 Employee Master Personnel Records--This system will be 
deleted. The active personnel records associated with the USIA-25 
system were merged into STATE-31 Personnel Records.
    USIA-26 Foreign Service Location File--This system will be deleted. 
The records from this system were merged into STATE-12 Foreign Service 
Employee Locator/Notification Records.
    USIA-27 Foreign Service Selection Board Files--This system will be 
deleted. The records from this system were merged into STATE-31 
Personnel Records.
    USIA-28 Career Counseling Records--This system will be deleted. The 
records from this system will be merged into STATE-31 Personnel 
Records.
    USIA-29 Officer/Specialist Assignments Requests--This system will 
be deleted. The records from this system will be merged into STATE-31 
Personnel Records.
    USIA-30 Advisory, Referral and Counseling Records--The system will 
be deleted. Retrieval is by subject rather than a personal identifier.
    USIA-31 Employee Grievance Files--This system will be deleted. The 
active employee grievance records associated with the system were 
merged into STATE-31 Personnel Records.
    USIA-32 Incentive Awards File--This system will be deleted. The 
records from this system were merged into STATE-31 Personnel Records.
    USIA-33 Retirement and Insurance Records--This system will be 
deleted. The records from this system were merged into STATE-31 
Personnel Records.
    USIA-34 Senior Officer Files--This system will be deleted. The 
records from this system were merged into STATE-31 Personnel Records.
    USIA-35 Solicitation Mailing List Application--This system will be 
deleted. Active records associated with USIA-35 were merged into the 
Department's Enhanced Automated Procurement and Contracting System 
(EAPCS) and/or STATE-38 Vendor Records. Administrative note: The EAPCS 
system will be reviewed to determine if information is retrieved using 
name or other personal identifiers. A system description will be 
written and published if appropriate.
    USIA-36 U.S. Information Agency (USIA) Procurement Personnel 
Information System--This system will be deleted. Effective September 
30, 1999 all warrants of USIA contracting officers expired and 
contracting officers from the former USIA will subsequently be covered 
under STATE-58 Procurement Career Management Information System.
    USIA-37 Employee Training Files--This system will be deleted. The 
records from this system were merged into STATE-14 Foreign Service 
Institute Records.
    USIA-38 Personnel Security and Integrity Records--This system will 
be deleted. All USIA security files were merged into STATE-36 Security 
Records.
    USIA-39 Security Identification Cards and Automated Access 
Control--This system will be deleted. All USIA security files were 
merged into STATE-36 Security Records.
    USIA-40 Locator Cards--This system will be deleted. The database 
was not transferred to the Department of State. The records were 
disposed of in accordance with an approved Records Disposition 
Schedule.
    USIA-41 Office of Civil Rights Complaint Files--This system will be 
deleted. The active records associated with USIA-41 were merged into 
STATE-9 Equal Employment Opportunity Records.
    USIA-42 Office of Civil Rights General Files--This system will be 
deleted. The records from USIA-42 have been incorporated into the 
Administrative Files of the Office of Equal Employment Opportunity and 
Civil Rights which is not a name-retrievable system of records.
    USIA-43 Minority Group Data--This system will be deleted. The 
records from USIA-43 have been incorporated into the Administrative 
Files of the Office of Equal Employment Opportunity and Civil Rights 
which is not a name-retrievable system of records.
    USIA-44 Senior Officer and Prominent Employee Information--This 
system will be deleted. Active records were merged into STATE-22 
Records of Bureau of Public Affairs.
    USIA-45 Office of Research--This system will be deleted. The 
records from this system were merged into STATE-36 Security Records.
    USIA-46 Americans Residing in Foreign Countries--This system will 
be deleted. All records from USIA-46 have been disposed of in 
accordance with an approved Records Disposition Schedule. The 
Department maintains like information in STATE-05 Overseas Citizens 
Services which will now include the categories of individuals 
previously covered in USIA-46.
    USIA-47 Overseas Personnel Files and Records--This system will be 
deleted. The records from this system were merged into STATE-31 
Personnel Records.
    Any persons with comments about the proposed actions covered by 
this notice may submit their comments in writing to Margaret Peppe, 
Chief; Programs and Policies Division; Office of IRM Programs and 
Services; Room 6073, SA-2; Department of State; 515 22nd Street, NW; 
Washington, DC 20522. The actions delineated above will be effective 40 
days from the date

[[Page 55673]]

of publication, unless we receive comments that will result in a 
contrary determination.

    Dated: September 7, 2000.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration.
[FR Doc. 00-23639 Filed 9-13-00; 8:45 am]
BILLING CODE 4710-24-M