[Federal Register Volume 74, Number 236 (Thursday, December 10, 2009)]
[Notices]
[Pages 65587-65589]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E9-29451]


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DEPARTMENT OF STATE

[Public Notice 6840]


Privacy Act; Systems of Records; State-65, Speaker/Specialist 
Program Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to alter an existing system of records, Speaker/Specialist Program 
Records, State-65, pursuant to the provisions of the Privacy Act of 
1974, as amended (5 U.S.C. 552a) and 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 November 25, 2009. It is 
proposed that the current system will retain the name ``Speaker/
Specialist Program Records.'' It is also proposed the altered system 
description will include revisions and/or additions to the following 
sections: Categories of Records in the System, Purpose, Authority for 
Maintenance of the System, Routine Uses of Records Maintenance in the 
System, Safeguards and Retrievability as well as other administrative 
updates.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Margaret P. 
Grafeld, Director; Office of Information Programs and Services; A/GIS/
IPS; Department of State, SA-2; 515 22nd Street, Washington, DC 20522-
8001. This system of records will be effective

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40 days from the date of publication, unless we receive comments that 
will result in a contrary determination.
    The altered system description, ``Speaker/Specialist Program 
Records, State-65,'' will read as set forth below.

    Dated: November 24, 2009.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration, 
U.S. Department of tate.
STATE-65

SYSTEM NAME:
    Speaker/Specialist Program Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State, SA-5, C1, 2200 C Street, NW., Washington, DC 
20037.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    American experts who have participated or been considered for 
participation in the Speaker/Specialist Program sponsored by the Bureau 
of International Information Programs. Speakers/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 names, social security and passport numbers, 
contact information, education and professional experience, financial 
information, correspondence between the subject, the Department and 
overseas posts regarding the subjects 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; country clearance telegrams; and, when available, 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. 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 Bureau 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 as 
follows:

    --To generate periodic and ad hoc statistical reports (e.g., the 
number of speakers addressing a specific issue; or the number of 
speakers from historically ethnic colleges and universities) in 
response to requests from Congress, the White House and other U.S. 
Government entities;
    --To service agencies in order to process and prepare the necessary 
documents for overseas travel; 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.

    The Department of State periodically publishes in the Federal 
Register its standard routine uses that apply to all its Privacy Act 
systems of records. These notices appear in the form of a Prefatory 
Statement. These standard routine uses apply to the Office of the 
Speaker/Specialist Program Records, State-65.

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 Department of State employees and contractors with authorized 
access have undergone a thorough background security investigation. All 
users are given information system security awareness training, 
including the procedures for handling Sensitive But Unclassified 
information and personally identifiable information. Annual refresher 
training is mandatory. Before being granted access to Speaker/
Specialist Program Records, a user must first be granted access to 
Department of State computer systems. Remote access to the Department 
of State network from non-Department owned systems is only authorized 
through a Department-approved access program. Remote access to the 
network is in compliance with the Office of Management and Budget 
Memorandum M-07-16 security requirements of two factor authentication 
and time-out functions. 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 filing cabinets or in restricted areas, access to 
which is limited to authorized personnel. Servers are stored in 
Department of State secured facilities in cipher locked server rooms. 
Access to electronic 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 
Information Programs and Services, Department of State, SA-2, 515 22nd 
Street, NW., Washington, DC 20522-8001.

SYSTEM MANAGER AND ADDRESS:
    Managing Director, Bureau of International Information and 
Programs, IIP-ECA/IT, SA-5, C1, Department of State, Washington, DC 
20522-0581.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that the Bureau of 
International Information Programs might have records pertaining to 
themselves should write to the Director, Office of Information Programs 
and Services, Department of State, SA-2, 515 22nd Street NW., 
Washington, DC 20522-8001. The individual must specify that he/she 
wishes the Speaker/Specialist Program Records to be checked. At a 
minimum, the individual should include: Name; date and place of birth; 
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 International Information Programs has records pertaining to 
him/her.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to

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themselves should write to the Director, Office of Information 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 PRIVACY ACT:
    None.

[FR Doc. E9-29451 Filed 12-9-09; 8:45 am]
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