[Federal Register Volume 66, Number 105 (Thursday, May 31, 2001)]
[Notices]
[Pages 29625-29626]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-13676]


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DEPARTMENT OF STATE

[Public Notice 3686]


Privacy Act of 1974: Alteration of an Existing System of Records

    Notice is hereby given that the Department of State proposes to 
alter an existing system of records, STATE-43, 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. 
The alteration of STATE-43 incorporates the records of similar systems 
of records previously maintained by the former United States 
Information Agency and the former Arms Control and Disarmament Agency 
as a result of the consolidation of those agencies with the Department 
as mandated by 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-43 be renamed 
``Congressional Correspondence Records'' and due to the expanded scope 
of the current system, the altered system description will include 
revisions and/or additions to all sections except the system location 
and categories of individuals covered by the system. Changes to the 
existing system description are proposed in order to reflect more 
accurately the Bureau of Legislative Affairs' record-keeping systems 
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 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.
    This system 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 description, ``Congressional Correspondence 
Records, STATE-43'' will read as set forth below.

    Dated: May 16, 2001.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration, Department of 
State.
STATE-43

System name:
    Congressional Correspondence 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 and their constituents who request 
Congressional assistance in obtaining information or services from the 
Department of State.

Categories of records in the system:
    Correspondence, memoranda and E-mail messages between Members of 
Congress, Congressional Committees, and the Department including our 
posts abroad pertaining to Congressional and constituents' requests for 
information or services from the Department.

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).

Purpose(s):
    The information in this system of records is collected and 
maintained by the Bureau of Legislative Affairs to fulfill its 
responsibility to the Congress in tracking Members' correspondence and 
providing appropriate responses.

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The information in this system is used:
    --to respond to requests from Congress, Congressional Committees or 
constituents of Members of Congress for information or services from 
the Department; and
    --to provide Department principals with information regarding 
trends or particular interests of Members of Congress or their 
constituents.
    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:
    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

[[Page 29626]]

accordance with published records 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:
    Director, Office of Legislative Operations; Department of State; 
2201 C Street, NW; Washington, DC 20520.

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

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 from Members of 
Congress, constituents who requested assistance, and substantive 
responding offices.

Systems exempted from certain provisions of the Act:
    None.

[FR Doc. 01-13676 Filed 5-30-01; 8:45 am]
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