[Federal Register Volume 75, Number 221 (Wednesday, November 17, 2010)]
[Notices]
[Pages 70343-70344]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-28990]


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DEPARTMENT OF STATE

[Public Notice: 7229]


Privacy Act; System of Records: Records of the Bureau of Public 
Affairs

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Records of the Bureau of Public 
Affairs, State-22, 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 October 20, 2010.
    It is proposed that the current system will retain the name 
``Records of the Bureau of Public Affairs.'' It is also proposed that 
the amended system description will include revisions/additions to the 
following sections: System location; Categories of records; Routine 
uses; and Storage, Safeguards and Retrievability as well as other 
administrative updates. The following sections have been added to the 
system of records, Records of the Bureau of Public Affairs, State-22, 
to ensure Privacy Act of 1974 compliance: Purpose and Disclosure to 
Consumer Reporting Agencies.
    Any persons interested in commenting on the amended system of 
records may do so by submitting comments in writing to the 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 40 days from the date of publication, unless 
we receive comments that will result in a contrary determination.
    The amended system description, ``Records of the Bureau of Public 
Affairs, State-22,'' will read as set forth below.

    Dated: October 20, 2010.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration, 
U.S. Department of State.
State-22

SYSTEM NAME:
    Records of the Bureau of Public Affairs.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State, 2201 C Street, NW., Rm 2214 Washington, DC 
20520.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Media representatives who request interviews with the Secretary of 
State and/or Department principals; individuals who apply to accompany 
the Secretary of State on official travel; individuals who request 
building passes for access to the Department; individuals who request 
information from a press officer concerning an issue(s) or information 
about the Department and its policies; individuals who are on the 
mailing list for the Secretary's speeches; individuals who invite the 
Secretary or Department principals to accept a speaking engagement or 
attend a function; representatives of nongovernmental organizations 
throughout the United States; state and local government officials; and 
Department employees who have asked the Bureau of Public Affairs to 
place articles about their achievements in their hometown newspapers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains contact information for individuals who are 
involved in the operations of the Bureau of Public Affairs; travel 
records, assignments, biographies, speaking engagements, interviews and 
communications of Department Secretaries, principals and members of the 
media; records relating to requests for access to Department 
facilities; press releases; names of local media organizations; 
information on Department employees who asked the

[[Page 70344]]

Bureau of Public Affairs to publish information/articles about them; 
and invitations sent to the Secretary and Department principals to 
include the name/organization of the requester, internal control 
number, assigned action office and status.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of Executive agencies); 22 U.S.C. 2651a 
(Organization of the Department of State); and 22 U.S.C. 3921 
(Management of the Service/Secretary of State).

PURPOSE(S):
    The purpose of soliciting this information is to enable the Bureau 
of Public Affairs to establish and maintain contact with the media, 
members of civil society organizations and the general public and 
circulate information to specific individuals or groups based on self-
identified regional and policy interests.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The records in this system may be disclosed to contact members of 
the media to inform them of events, travel opportunities, and status of 
building access requests; respond to media representatives' and general 
public inquiries on various topics; and prepare briefing materials for 
interviewees.
    The information may be made available as a routine use to other 
U.S. Government agencies and the White House for purposes of planning 
and coordinating public engagement activities.
    The Department of State periodically publishes in the Federal 
Register its standard routine uses that apply to all of its Privacy Act 
systems of records. These notices appear in the form of a Prefatory 
Statement. These standard routine uses apply to Records of the Bureau 
of Public Affairs, State-22.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic, hardcopy.

RETRIEVABILITY:
    By individual name.

SAFEGUARDS:
    All users are given cyber security awareness training, including 
the procedures for handling Sensitive but Unclassified information 
including personally identifiable information. Annual refresher 
training is mandatory. Before being granted access to Records of the 
Bureau of Public Affairs, a user must first be granted access to the 
Department of State computer system.
    Remote access to the Department of State network from non-
Department owned systems is authorized only through a Department 
approved access program. Remote access to the network is configured 
with the Office of Management and Budget Memorandum M-07-16 security 
requirements, which include but are not limited to two-factor 
authentication and time out function.
    All Department of State employees and contractors with authorized 
access have undergone a thorough background security investigation. 
Access to the Department of State, its annexes and posts abroad is 
controlled by security guards and admission is limited to those 
individuals possessing a valid identification card or individuals under 
proper escort. All paper records containing personal information are 
maintained in secured file cabinets in restricted areas, access to 
which is limited to authorized personnel only. 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.
    When it is determined that a user no longer needs access, the user 
account is disabled.

RETENTION AND DISPOSAL:
    Records are retired in accordance with published Department of 
State Records Disposition Schedules as approved by the National 
Archives and Records Administration (NARA). More specific information 
may be obtained by writing 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:
    Deputy Assistant Secretary, Bureau of Public Affairs, Room 6800, 
Department of State, 2201 C Street NW., Washington, DC 20520.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that the Bureau of Public 
Affairs has records pertaining to them should write to the Director, 
Office of Information Programs and Services, Department of State, SA-2, 
515 22nd Street, NW., Washington, DC 20522-8001.

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 (address above).

CONTESTING RECORD PROCEDURES:
    See above.

RECORD SOURCE CATEGORIES:
    These records contain information obtained directly from the 
individual who is the subject of these records, the agency or 
organization that the individual represents, published directories and/
or other bureaus in the Department.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2010-28990 Filed 11-16-10; 8:45 am]
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