[Federal Register Volume 66, Number 105 (Thursday, May 31, 2001)]
[Notices]
[Pages 29619-29625]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-13675]


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DEPARTMENT OF STATE

[Public Notice 3685]


Privacy Act of 1974: Altered Systems of Records

    Notice is hereby given that the Department of State proposes to 
alter six existing systems of records, STATE-08, STATE-62, STATE-63, 
STATE-64, STATE-65 and STATE-66 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. These systems 
were integrated into the Department of State on October 1, 1999 as part 
of the Foreign Affairs Agencies Consolidation Act of 1998 (Pub. L. 105-
277). The Department's report was filed with the Office of Management 
and Budget on May 16, 2001.
    It is proposed that the current system STATE-62 will be renamed 
``Records of the Office of Citizen Exchanges'' and STATE-65 will be 
renamed ``Speaker/Specialist Program Records.'' Due to the integration 
into the Department of State and the scope of the current systems, all 
six altered system descriptions will

[[Page 29620]]

include revisions and/or additions to all other sections. Changes to 
the existing system descriptions are proposed in order to reflect more 
accurately the Bureau of Educational and Cultural Affairs, and the 
Office of International Information Programs' record-keeping systems 
and a reorganization of activities and operations.
    Any persons interested in commenting on the altered systems of 
records may do so by submitting comments in writing to Margaret Peppe, 
Chief; Programs and Policies Division; Office of IRM Programs and 
Services; A/RPS/IPS/PP; U.S. Department of State, SA-2; Washington, DC 
20522-6001.
    These systems of records will be effective 40 days from the date of 
publication, unless we receive comments that will result in a contrary 
determination.
    The altered system descriptions, ``Educational and Cultural
    Exchange Program Records, STATE-08,'' ``Records of the Office of 
Citizen Exchanges, STATE-62,'' ``Cultural Property Advisory Committee 
Records, STATE-63,'' ``Service Contributors Records, STATE-64,'' 
``Speaker/Specialist Program Records, STATE-65,'' and ``Electronic 
Media Photographers Records, STATE-66'' will read as set forth below.

    Dated: May 16, 2001.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration, Department of 
State.
STATE-08

System name:
    Educational and Cultural Exchange Program Records.

Security classification:
    Unclassified.

System location:
    Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 
20547.

Categories of individuals covered by the system:
    Applicants, recipients and prospective recipients of Educational 
and Cultural Exchange grants and programs; members of the J. William 
Fulbright Foreign Scholarship Board; and American Executive Secretaries 
of Fulbright Foundations and Commissions.

Categories of records in the system:
    Biographic information; project descriptions; evaluations of the 
performances of former grantees; evaluations of performing artists who 
may be potential grantees; copies of press releases; new clippings; 
information related to the grant and related correspondence; academic 
transcripts; letters of reference; ratings by non-governmental panel 
members; insurance vouchers and cards; medical clearance forms; travel 
itineraries; and confirmation letters.

Authority for maintenance of the system:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of the Foreign Service); and 5 U.S.C. 301 
(Management of the Department of State).

Purposes:
    The information contained in the records of the Bureau of 
Educational and Cultural Affairs (ECA) is collected and maintained 
primarily to aid in the selection of individuals for educational and 
cultural exchange grants and programs, and for the administration of 
such grants and programs.

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The information in the Educational and Cultural Exchange Program 
Records is used:
    --To develop statistics for use in the operation of the exchange 
program;
    --By relatives when the information is required for the benefit of 
the subject;
    --To select individuals for the programs;
    --To provide information to the news media for promotion of the 
Fulbright program and to confirm status of grantees);
    --To disclose information to officials of foreign governments and 
organizations in vetting the process and selection of participants;
    --By peer review committees from cooperating agencies for the 
ranking and rating process; and
    --By ECA program officers for record keeping purposes.
    Also see the ``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:
    Hard copy; electronic media.

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 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 specific 
information may be obtained by writing to the Director; Office of IRM 
Programs and Services; Department of State; SA-2; 515 22nd Street, NW; 
Washington, DC 20522-6001.

System managers and address:
    Assistant Secretary for Educational and Cultural Affairs; 
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 
20547.

Notification procedure:
    Individuals who have reason to believe that the Bureau of 
Educational and Cultural Affairs might have records pertaining to 
themselves should write to the Director; Office of IRM Programs and 
Services; Department of State; SA-2; 515 22nd Street, NW; Washington, 
DC 20522-6001. The individual must specify that he/she wishes the 
Educational and Cultural Exchange Program Records to be checked. At a 
minimum, the individual should include: name; date and place of birth; 
social security number; current mailing address and zip code; 
signature; a brief description of the circumstances that caused the 
creation of the record, and the approximate dates which give the 
individual cause to believe that the Bureau of Educational and Cultural 
Affairs has records pertaining to him/her.

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

[[Page 29621]]

Record source categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records, and from published 
material and other reference sources.

Systems exempted from certain provisions of the Act:
    None.
STATE-62

System name:
    Records of the Office of Citizen Exchanges.

Security Classification:
    Unclassified.

System Location:
    Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 
20547.

Categories of Individuals Covered by the System:
    Individuals who have traveled at U.S. Government expense under 
Department of State grants for cultural exchange in the performance of 
grant requirements.

Categories of Records in the System:
    Applications for grants that may include applicant's name, address, 
telephone number, date and place of birth, citizenship, biographic 
data, education, current position held by grantee, organizational 
affiliation, grantee organization, grant number, date, destination, and 
purpose of travel. Other information may include social security 
number, bank enrollment information, visa applications with passport 
number, travel itineraries and grantee/post final program reports.

Authority for Maintenance of the System:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 
(Management of the Department of State); and 22 U.S.C. 2451-58 (Mutual 
Educational and Cultural Exchange Act of 1961).

Purposes:
    The information contained in the Records of the Office of Citizen 
Exchanges is collected and maintained by the Office of Citizen 
Exchanges for the implementation of grants for cultural exchange 
programs.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    The information relating to American travelers in the Records of 
the Office of Citizen Exchanges is used:
    --For general reference for future programming purposes;
    --By judges for the Jazz Ambassador Program to record findings on 
the technical and artistic ability of the artist;
    --For administrative purposes such as requesting visas, enrolling 
grantee in government health insurance, authorization for deposit of 
funds to bank accounts and notification of travel arrangements; and
    --To disclose information to officials of foreign governments and 
organizations before a participant is sent to that country in order to 
facilitate participation in programs and events.
    Also see the ``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:
    Hard copy; electronic media.

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 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 specific 
information may be obtained by writing to the Director; Office of IRM 
Programs and Services; SA-2; Department of State; 515 22nd Street, NW; 
Washington, DC 20522-6001.

System Managers and Address:
    Director, Cultural Programs Division; Bureau of Educational and 
Cultural Affairs; Department of State; 301 Fourth Street, SW; 
Washington, DC 20547.

Notification Procedure:
    Individuals who have reason to believe that the Office of Citizen 
Exchanges might have records pertaining to themselves should write to 
the Director; Office of IRM Programs and Services; Department of State; 
SA-2; 515 22nd Street, NW; Washington, DC 20522-6001. The individual 
must specify that he/she wishes the Records of the Office of Citizen 
Exchanges to be checked. At a minimum, the individual should include: 
Name; date and place of birth; social security number; current mailing 
address and zip code; signature; a brief description of the 
circumstances that caused the creation of the record, and the 
approximate dates which give the individual cause to believe that the 
Office of Citizen Exchanges has records pertaining to him/her.

Record Access Procedures:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director; Office of IRM Programs and 
Services (address above).

Record Source Categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records.

Systems Exempted from Certain Provisions of the Act:
    None.
STATE-63

System Name:
    Cultural Property Advisory Committee Records.

Security Classification:
    Unclassified.

System Location:
    Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 
20547.

Categories of Individuals Covered by the System:
    Current and former members of the Cultural Property Advisory 
Committee who are private citizens appointed by the President to three 
year terms. Members may be experts in archaeology, anthropology, 
ethnology or related fields, representatives of museums, or 
representatives of the general public.

Categories of Records in the System:
    These records contain curriculum vitae, appointment affidavits, 
Notification of Personnel Actions, Automated Clearinghouse Payment 
System forms, locator cards, confidential clearance memoranda, travel 
orders and travel vouchers.

[[Page 29622]]

Authority for Maintenance of the System:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 
(Management of the Department of State); and 10 U.S.C. 2601, et seq., 
(Convention on Cultural Implementation Act).

Purpose(s):
    The information contained in the Records of the Cultural Property 
Advisory Committee is collected and maintained by the State Department 
in connection with its responsibility for administration of the 
Committee.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    Information in the Records of the Cultural Property Advisory 
Committee is used in the administration of the Committee and its 
members including, but not limited to maintaining addresses and phone 
numbers, processing security clearances, issuing travel authorizations 
and vouchers. The information may also be used to disclose information 
to officials of foreign governments and organizations before a member 
is sent to that country in order to facilitate participation in 
programs and events.
    Also see the ``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:
    Hard copy; electronic media.

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 in accordance with 
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 Director; Office of IRM 
Programs and Services; SA-2; Department of State; 515 22nd Street, NW; 
Washington, DC 20522-6001.

System Manager(s) and Address:
    Assistant Secretary for Education and Cultural Affairs; Department 
of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Notification Procedure:
    Individuals who have reason to believe that the Cultural Property 
Advisory Committee might have records pertaining to themselves should 
write to the Director; Office of IRM Programs and Services; Department 
of State; 515 22nd Street NW; SA-2; Street, NW; Washington, DC 20522-
6001. The individual must specify that he/she wishes the Cultural 
Property Advisory Committee Records to be checked. At a minimum, the 
individual should include: Name; date and place of birth; social 
security number; current mailing address and zip code; signature; a 
brief description of the circumstances that caused the creation of the 
record, and the approximate dates which give the individual cause to 
believe that the Cultural Property Advisory Committee has records 
pertaining to him/her.

Record Access Procedures:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director, Office of IRM Programs and 
Services (address above).

Record Source Categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records.

Systems Exempted From Certain Provisions of the Act:
    None.
STATE-64

System name:
    Service Contributors Records.

Security classification:
    Unclassified.

System location:
    Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 
20547.

Categories of individuals covered by the system:
    Freelance writers and photo-editors who are available to the Office 
of International Information Programs (IIP) on an intermittent, fixed-
fee basis to perform services for the Office of International 
Information Programs, and authors of newspaper and magazine articles 
dealing with U.S. policies and practices in five thematic areas: 
Economic Security, Political Security, Democracy and Human Rights, 
Global Issues and Communications, and U.S. Society and Values.

Categories of records in the system:
    Copies of purchase orders issued to the contributors, addresses, 
phone numbers, specialties of contributors, data on number of times 
contributors have been used and fees paid for services.

Authority for maintenance of the system:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of the Foreign Service); and 5 U.S.C. 301 
(Management of the Department of State).

Purpose(s):
    The information contained in the Records of the Office of 
International Information Programs is collected and maintained to 
identify possible freelance contributors with the subject-matter 
expertise the Office of International Information Programs requires for 
its publications.

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The information in the Service Contributors Records is used:
    --To select freelance writers and photo-editors to produce texts 
and research photos for IIP publications; and
    --For office reference in identifying articles and locating 
authors.
    Also see the ``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:
    Hard copy; electronic media.

Retrievability:
    Individual name.

Safeguards:
    All employees of the Department of State have undergone a thorough 
background security investigation. Access to the Department and its

[[Page 29623]]

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 specific 
information may be obtained by writing to the Director; Office of IRM 
Programs and Services; SA-2; Department of State; 515 22nd Street, NW; 
Washington, DC 20522-6001.

System manager(s) and address:
    Copyright and Print Publications Team, IIP/T/CP; Office of 
International Information Programs; Department of State; SA-44; 301 
Fourth Street, SW; Washington, DC 20547.

Notification procedure:
    Individuals who have reason to believe that the Office of 
International Information Programs might have records pertaining to 
themselves should write to the Director; Office of IRM Programs and 
Services; Department of State; SA-2; 515 22nd Street, NW; Washington, 
DC 20522-6001. The individual must specify that he/she wishes the 
Service Contributors Records to be checked. At a minimum, the 
individual should include: Name; date and place of birth; social 
security number; current mailing address and zip code; signature; a 
brief description of the circumstances that caused the creation of the 
record, and the approximate dates which give the individual cause to 
believe that the Office of Information Programs has records pertaining 
to him/her.

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

Record source categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records, referrals of other 
freelance and photo-editor contributors, published material and other 
reference sources.

Systems Exempted From Certain Provisions of the Act:
    None
STATE-65

System name:
    Speaker/Specialist Program Records.

Security classification:
    Unclassified.

System location:
    Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 
20547.

Categories of Individuals Covered by the System:
    American specialists and experts who have participated or been 
considered for participation in the Speaker/Specialist Program 
sponsored by the Office of International Information Programs. 
Specialists are recruited for their expertise in addressing foreign 
audiences in U.S. policies and practices in any of five thematic areas: 
Economic Security, Political Security, Democracy and Human Rights, 
Global Issues and Communications, and U.S. Society and Values.

Categories of records in the system:
    These records contain biographic information about the speaker/
specialist including education and professional experience; 
correspondence between the individual, the Department and overseas 
posts regarding the speaker's participation in the program; travel 
itineraries and visa documentation; grant authorization numbers and 
types; copies of the grant documents; cost and fiscal data; payment 
vouchers; Automated Clearing House (ACH) payment enrollment forms; 
country clearance telegrams; and where applicable, program evaluations 
and speaker reports.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 
1431 et seq. (Smith-Mundt United States Information and Educational 
Exchange Act of 1948, as amended; 22 U.S.C. 2451-58 Fulbright-Hays 
Mutual Educational and Cultural Exchange Act of 1961, as amended; 22 
U.S.C. 2651a (Organization of the Department of State); and 22 U.S.C. 
3921 (Management of the Foreign Service).

Purpose(s):
    The information contained in the Speaker/Specialist Program Records 
is collected and maintained by the Office of International Information 
Programs in the administration of its responsibility to manage the 
Department's Speaker/Specialist Program as provided for in the Smith-
Mundt Act.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    Information in the Speaker/Specialist Program Records is used or 
disseminated as follows:
    --By program officers and assistants in implementing and managing 
the Speaker/Specialist Program;
    --To generate grant documents and payment vouchers;
    --For internal reporting and tracking of international speaking 
appearances;
    --To generate periodic and ad hoc statistical reports in response 
to requests from Congress, the White House and other U.S. Government 
entities, e.g., the number of speakers addressing a specific issue; or 
the number of speakers from historically ethnic colleges and 
universities, and
    ---To disclose information to officials of foreign governments and 
organizations before a participant is sent to that country in order to 
facilitate participation in programs and events.
    Also see the ``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:
    Hard copy; electronic media.

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

[[Page 29624]]

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 in accordance with 
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 Director; Office of IRM 
Programs and Services; Department of State; SA-2; 515 22nd Street, NW; 
Washington, DC 20522-6001.

System manager(s) and address:
    Director, Office of International Information Programs; Department 
of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Notification procedure:
    Individuals who have reason to believe that the Office of 
International Information Programs might have records pertaining to 
themselves should write to the Director; Office of IRM Programs and 
Services; Department of State; SA-2; 515 22nd Street NW; Washington, DC 
20522-6001. The individual must specify that he/she wishes the Cultural 
Property Advisory Committee Records to be checked. At a minimum, the 
individual should include: Name; date and place of birth; social 
security number; current mailing address and zip code; signature; a 
brief description of the circumstances that caused the creation of the 
record, and the approximate dates which give the individual cause to 
believe that the Office of International Information Programs has 
records pertaining to him/her.

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

Record source categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records.

Systems exempted from certain provisions of the Act:
    None.
STATE-66

System Name:
    Electronic Media Photographers Records.

Security Classification:
    Unclassified.

System Location:
    Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 
20547.

Categories of Individuals Covered by the System:
    Freelance photographers who have applied/expressed interest in 
supplying photos or providing photo coverage of events of interest to 
the Department. Representatives of photo agencies that have contracts 
with the Department for providing photos and photo services.

Categories of records in the system:
    These records contain personal information about the photographers/
picture agents including name, address, telephone number, fees for 
services and products, specialties, nature of assignment, availability 
of rights, deadlines and other scheduling information and usage of the 
photos and other visual materials by our posts abroad. Records 
occasionally include evaluations of assignments and products by the 
program coordinator/manager of the photo services in the Department.

Authority for Maintenance of the System:
    5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 
1431 et seq. (Smith-Mundt United States Information and Educational 
Exchange Act of 1948, as amended); 22 U.S.C. 2651a (Organization of the 
Department of State); 22 U.S.C. 3921 (Management of the Foreign 
Service).

Purpose(s):
    The information contained in the Electronic Media Photographers 
Records is collected and maintained by the Electronic Media/Visual 
Services Division of the Office of Thematic Programs whose staff 
includes photo editors responsible for providing photos and other 
graphic images for U.S. embassies, U.S. consulates general and 
consulates, as well as meeting the photo needs of elements in the 
Office of International Information Programs. Many of these images 
appear on the International Information Programs web site, which is 
designed exclusively for foreign audiences and U.S. posts abroad.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    Information in the Electronic Media Photographers Records is used 
or disseminated as follows:
    --To administer contracts with photo agencies, picture archives and 
other institutional sources;
    --To assign and coordinate the work of freelance photographers 
chosen to cover special events;
    --To provide contract photos;
    --To contact certain media, corporations and news organizations to 
obtain photographs and rights for distribution and reproduction to our 
posts abroad;
    --For internal reporting, cost accounting and billing; and
    --To assess the nature and distribution of demands for photo 
resources in the Office of International Information Programs.
    Also see the ``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:
    Hard copy; electronic media.

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 in accordance with 
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 Director; Office of IRM 
Programs and Services; Department of State; SA-2; 515 22nd Street, NW.; 
Washington, DC 20522-6001.

System Manager(s) and Address:
    Director, Office of Thematic Programs; Department of State; SA-44; 
301 Fourth Street, SW.; Washington, DC 20547.

[[Page 29625]]

Notification Procedure:
    Individuals who have reason to believe that the Office of 
Information Programs might have records pertaining to themselves should 
write to the Director; Office of IRM Programs and Services; Department 
of State; SA-2; 515 22nd Street, NW.; Washington, DC 20522-6001. The 
individual must specify that he/she wishes the Electronic Media 
Photographers Records to be checked. At a minimum, the individual 
should include: name; date and place of birth; social security number; 
current mailing address and zip code; signature; a brief description of 
the circumstances that caused the creation of the record, and the 
approximate dates which give the individual cause to believe that the 
Office of International Information Programs has records pertaining to 
him/her.

Record Access Procedures:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director, Office of IRM Programs and 
Services (address above).

Record Source Categories:
    These records contain information obtained primarily from the 
individual who is the subject of these records, from recommendations by 
third parties, directories of photo resources, and related 
organizations in the private sector.

Systems Exempted From Certain Provisions of the Act:
    None.

[FR Doc. 01-13675 Filed 5-30-01; 8:45 am]
BILLING CODE 4710-24-P