[Federal Register Volume 76, Number 77 (Thursday, April 21, 2011)]
[Notices]
[Pages 22444-22445]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-9734]


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DEPARTMENT OF STATE

[Public Notice 7419]


Privacy Act; System of Records: State-52, Parking Permit and Car 
Pool Records

    Summary: Notice is hereby given that the Department of State 
proposes to amend an existing system of records, Parking Permit and Car 
Pool Records, State-52, 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 March 29, 2011.
    It is proposed that the current system will retain the name 
``Parking Permit and Car Pool Records.'' It is also proposed that the 
amended system description will include revisions/additions to the 
following sections: Categories of individuals, Categories of records, 
Purpose, Safeguards and Retrievability as well as other administrative 
updates. The following sections have been added to the system of 
records, Parking Permit and Car Pool Records, State-52, 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, ``Parking Permit and Car Pool 
Records, State-52,'' will read as set forth below.

    Dated: March 29, 2011.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration, 
U.S. Department of State.
STATE-52

SYSTEM NAME:
    Parking Permit and Car Pool Records.

SECURITY CLASSIFICATION:
    Unclassified.

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of State, U.S. Agency for International Development 
(USAID) employees, and full time employees of private organizations who 
have permits for Department parking facilities; individuals who car 
pool with employees holding such permits; and persons interested in 
joining a car pool.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains parking permit information: Full name; 
employee identification (ID) number of the employee issued the permit; 
year and make of car; license plate number and state of issuance; 
bureau; office telephone number and e-mail address; and type of parking 
permit and desired

[[Page 22445]]

payment plan, if applicable. Car pool information: Name of member of 
car pool; employee ID number if employee is a Department of State 
direct-hire employee; office telephone number and e-mail address; make 
of car; license plate number and state of issuance; years of government 
service; commuting zone; and desired payment plan, if applicable. 
Records relating to requests for disability parking accommodations at 
the Department.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    40 U.S.C. 121, Federal Management Regulation, Subchapter C (Real 
Property) at 41 CFR 102-74.265 through 74.310 (Parking Facilities).

PURPOSE:
    The information in this system is collected to facilitate issuance 
and maintenance of parking permits for the Department of State and 
USAID personnel and full time employees of private organizations 
located in the Department's buildings. The information will be used to 
facilitate the formation of car pools with employees who have been 
issued parking permits.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Information in this system may be disclosed to the:
    (1) Department of Transportation (DOT) to ensure the permit holder 
does not receive dual transit benefits and
    (2) Foreign Affairs Recreation Association (FARA) for the purpose 
of payment collection.
    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 Parking Permit and Car 
Pool Records, State-52.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETERIVABILITY:
    By the individual's name, employee ID number, parking permit 
number, and license plate number.

SAFEGUARDS:
    All users are given cyber security awareness training which covers 
the procedures for handling Sensitive but Unclassified information, 
including personally identifiable information. Annual refresher 
training is mandatory. In addition, all Foreign Service and Civil 
Service employees and those Locally Engaged Staff (LES) who handle 
Personally Identifiable Information (PII) are required to take the FSI 
distance learning course instructing employees on privacy and security 
requirements, including the rules of behavior for handling PII and the 
potential consequences if it is handled improperly. Before being 
granted access to Parking Permit and Car Pool Records, 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:
    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 (NARA). More 
specific information may be obtained by writing to the Director; Office 
of Information Programs and Services (A/GIS/IPS); SA-2; Department of 
State; 515 22nd Street NW.; Washington, DC 20522-8001 or by fax at 202-
261-8571.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of General Services Management, A/OPR/GSM, Room B-
258, Department of State, 2201 C Street NW., Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Parking Permit and 
Car Pool Records might have information 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 20522-8001. 
The individual must specify that he or she wishes the Parking Permit 
and Car Pool Records to be checked. At a minimum, the individual should 
include: Name; employee ID number if a Department employee; 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 
Office of General Services Management has records pertaining to him or 
her.

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:
    By the individual.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2011-9734 Filed 4-20-11; 8:45 am]
BILLING CODE 4710-24-P