[Federal Register Volume 71, Number 34 (Tuesday, February 21, 2006)]
[Notices]
[Pages 8885-8886]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 06-1626]



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DEPARTMENT OF STATE

[Public Notice 5316]


State-70 Integrated Logistics Management System Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to create a new system of records, STATE-70, pursuant to the Provisions 
of the Privacy Act of 1974, as amended (5 U.S.C.(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 February 
9, 2006.
    It is proposed that the new system will be named ``Integrated 
Logistics Management System Records.'' This system description is 
proposed in order to reflect more accurately the Office of Logistics 
Transportation Management, Office and the General Services Offices at 
Posts' record-keeping system, activities and operations.
    Any persons interested in commenting on this new system of records 
may do so by submitting comments in writing to Margaret P. Grafeld, 
Director; Office of Information Programs and Services; A/RPS/IPS; 
Department of State, SA-2; Washington, DC 20522-8100. 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.
    This new system description, ``Integrated Logistics Management 
System Records, State-70'' will read as set forth below.

    Dated: February 8, 2006.
Frank Coulter,
Acting Assistant Secretary for the Bureau of Administration, Department 
of State.
STATE-70

System Name:
    Integrated Logistics Management System Records (ILMS).

Security Classification:
    Unclassified.

System Location:
    Department of State, 2201 C Street, NW., Washington, DC 20520; 
Overseas at U.S. Embassies, U.S. Consulates General, and U.S. 
Consulates; and U.S. Missions.

Categories of Individuals Covered by the System:
    Current and former Civil Service (CS) and Foreign Service (FS) 
employees of the Department of State (DOS) including members of the 
Senior Executive Service, Presidential appointees, employees under 
full-time, part-time, intermittent, temporary, and limited 
appointments; anyone serving in an advisory capacity (compensated and 
uncompensated); other agency employees on detail to the Department or 
stationed at U.S. Missions abroad who use DOS transportation services; 
former Foreign Service Reserve Officers; Presidential Management 
Interns, Foreign Affairs Fellowship Program Fellows, student interns 
and other student summer hires, Stay-in-School student employees, and 
Cooperative Education Program participants.

Categories of Records in the System:
    Personnel data and Travel Authorizations (TAs).

Authority for Maintenance of the System:
    22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724, Travel 
and Transportation Expenses of Employees Transferred; 5 U.S.C. 301, 
302, Management of the Department of State; 22 U.S.C. 2581, General 
Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22 
U.S.C. 2677, Availability of Funds for the Department of State; 22 
U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927, 
Responsibility of Chief of Mission; Executive Order 9397 (Numbering 
System for Federal Accounts Relating to Individual Persons); Executive 
Order 9830 (as amended) (Amending the Civil Service Rules and Providing 
for Federal Personnel Administration); and Executive Order 12107 (as 
amended) (Relating to the Civil Service Commission and Labor-Management 
in the Federal Service).

Purpose(s):
    The information contained in this system of records is collected 
and maintained by the Office of Logistics Management, Office of Program 
Management and Policy (A/LM/PMP) in the administration of its 
responsibility for providing worldwide logistics services, professional 
development, and integrated support. The information collected and 
maintained in this system of records is necessary to ensure fiscal 
accountability in transporting the effects of Department of State and 
other Embassy employees.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of Such Uses:
    Records in the system of records (ILMS) are used by the Department 
of State to ensure fiscal accountability in transporting the effects of 
Department of State and other Embassy employees. Users at the 
Department of State fall into three categories: Transportation 
Counselors, Shipping Contractors, and System Administrators. 
Transportation Counselors are Department and other USG personnel who 
assist with ``Employee Logistics--Transportation'' activities (see 14 
FAM 500). Typically, Transportation Counselors assist Department of 
State and other Embassy employees with making shipping arrangements for 
unaccompanied baggage, household effects, and privately owned motor 
vehicles. Transportation Counselors in DOS Washington have full access 
to record fields related to transporting the effects of DOS and other 
Embassy employees. Transportation Counselors at DOS Dispatch Agencies 
have limited access to certain record fields. Transportation Counselors 
at other U.S. Government agencies are provided with limited information 
from certain record fields as needed. Transportation Counselors at U.S. 
Missions abroad (i.e., DOS general services officers and locally 
engaged staff in the shipping section) have read-only access to the 
``status tracking'' portion of ILMS. Shipping Contractors are DOS and 
other agency contractors (consolidated receiving points at the Dispatch 
Agencies and commercial moving companies under contract to the U.S. 
Government). Shipping Contractors are provided with limited information 
in certain record fields, such as delivery address and telephone 
number. System Administrators are Department personnel and contractors 
who operate, support, and maintain the system of records (ILMS). System 
Administrators will access records only for purposes of remedying 
problems as a result of the activity. See also the ``Routine Uses'' 
paragraphs from the Department's Prefatory Statement.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    Electronic media.

Retrievability:
    By individual name or other personal identifiers.

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

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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 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 
Information Programs and Services, SA-2, Department of State, 515 22nd 
Street, NW., Washington, DC 20522-8100.

System Manager and Address:
    Office Director, Program Management and Policy (A/LM/PMP); 
Department of State; 2201 C Street, NW., Washington, DC 20522.

Notification Procedure:
    Individuals who have reason to believe that the A/LM might have 
records pertaining to themselves should write to the Director; Office 
of Information Programs and Services; SA-2; Department of State; 515 
22nd Street, NW., Washington, DC 20522-8100. The individual must 
specify that he/she wishes the Integrated Logistics Management System 
(ILMS) 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; if 
appropriate add: a brief description of the circumstances that caused 
the creation of the record.

Record Access and Amendment Procedures:
    Individuals who wish to gain access to or amend records pertaining 
to them should write to the Director; Office of Information Programs 
and Services; SA-2; Department of State; 515 22nd Street, NW.; 
Washington, DC 20522-8100.

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.

[FR Doc. 06-1626 Filed 2-17-06; 8:45 am]
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