[Federal Register Volume 67, Number 3 (Friday, January 4, 2002)]
[Notices]
[Pages 623-624]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-236]


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DEPARTMENT OF STATE

[Public Notice 3872]


Privacy Act of 1974, as Amended: New System of Records

    Notice is hereby given that the Department of State proposes to 
create a new system of records, STATE-40, 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 December 18, 2001.
    This system of records is being implemented by the Department of 
State to facilitate an electronic database of official, publicly 
accessible locator information for all Department of State personnel, 
domestic and overseas; overseas employees of other foreign affairs 
agencies receiving payroll services from the Department; and 
contractors. Emergency contact information is also maintained, but is 
not publicly available.
    Any persons interested in commenting on this 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, D.C. 20522-6001 
or by fax at 202-261-8571.
    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 new system description, ``Electronic Telephone Directory 
(e*Phone), STATE-40'' will read as set forth below.

    Dated: December 18, 2001.
William A. Eaton,
Assistant Secretary for the Bureau of Administration.
State-40

SYSTEM NAME:
    Electronic Telephone Directory (e*Phone).

SECURITY CLASSIFICATION:
    Sensitive but Unclassified (SBU).

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All current Civil Service (CS) and Foreign Service (FS) direct hire 
employees of the Department of State, domestic and overseas, regardless 
of employee type (i.e., full-time, part-time); direct hire overseas 
employees of other foreign affairs agencies who receive payroll 
services from the Department, regardless of employee type; direct hire 
personal service contractors, domestic and overseas; and all other 
contractor staff, domestic and overseas.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The information in this system contains employees' and contractors' 
public and private contact information. Information, deemed part of the 
public domain, includes employee name, organization, office room number 
and building, and office phone number. Private information includes 
supervisor's name, e-mail address, date of birth, gender, marital 
status, category of employee, home address and home phone number for 
the individual, as well as emergency contact information, including 
name, home and work phone numbers of the contact, and the contact's 
relationship to the individual.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of the Department of State);
    22 U.S.C. 2581 (General Authority of Secretary of State); 22 U.S.C. 
2651a (Organization of the Department of State).

PURPOSE(S):
    The information contained in this system of records is collected 
and maintained by the Bureau of Information Resources Management in the 
administration of its responsibility for maintaining the Department's 
centralized database of official, publicly accessible locator 
information for all

[[Page 624]]

personnel, both domestic and overseas, as well as contractors. Further, 
home and designated emergency contact information, not publicly 
accessible, is maintained for emergency use only.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in this system may be used by any Department 
employee or contractor who needs an office address, including room 
number and building location as applicable, or office phone number for 
any other employee or contractor. Home and designated emergency contact 
information is provided on a need-to-know basis to specific, authorized 
Department of State officials in the event of an individual or general 
emergency, where such contact needs to be notified of the well-being of 
said employee(s) or contractor(s).

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 and contractors have background 
investigations in accordance with their contracts. 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. The database 
server is located in a restricted area, 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 or by fax at 202-261-8571.

SYSTEM MANAGER AND ADDRESS:
    Executive Director; Bureau of Information Resources Management; 
Department of State; 2201 C Street NW., Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Bureau of 
Information Resources Management 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 or send by fax at 202-161-8571. The individual must 
specify that he/she wishes the Electronic Telephone Directory (e*Phone) 
to be checked. At a minimum, the individual should include: name; date 
and place of birth; current mailing address and zip code; signature; 
and preferably his/her social security number; 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 he/
she is/was listed in the Electronic Telephone Directory (e*Phone).

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should log on to e*Phone using their user-id and password 
to make updates/amendments. You may also request access or amendments 
by writing to the Director; Office of IRM Programs and Services 
(address above).

RECORD SOURCE CATEGORIES:
    These records contain information about employees that is 
automatically fed into e*Phone via a weekly interface with the 
Department's Human Resources System (Global Employment Management 
System). Information not publicly available is provided by the 
individual who is the subject of these records. Information regarding 
contractors and any other direct hire information is added by request 
of the individual, by the Post Administrative Office or the IRM 
Executive Office.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.
[FR Doc. 02-236 Filed 1-3-02; 8:45 am]
BILLING CODE 4710-24-P