[Federal Register Volume 76, Number 191 (Monday, October 3, 2011)]
[Notices]
[Pages 61132-61133]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-25433]


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DEPARTMENT OF STATE

[Public Notice: 7632]


Privacy Act; System of Records: State-77, Country Clearance 
Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to create a system of records, Country Clearance Records, State-77, 
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.

DATES: This system of records will become effective on November 14, 
2011, unless we receive comments that will result in a contrary 
determination.

ADDRESSES: Any persons interested in commenting on this new 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, NW.; Washington, DC 20522-8001.

FOR FURTHER INFORMATION CONTACT: Director; Office of Information 
Programs and Services, A/GIS/IPS; Department of State, SA-2; 515 22nd 
Street, NW.; Washington, DC 20522-8001.

SUPPLEMENTARY INFORMATION: 
    The Department of State proposes the new system of records named 
``Country Clearance Records.'' During a review of Department of State 
operations, this system was identified as being in operation and 
subject to the provisions of the Privacy Act. This notice is being 
published to address the requirements of the Privacy Act of 1974, as 
amended. The proposed system will maintain information required to 
request permission from the chief of mission for the planned presence 
in his or her country, post, or mission of an employee or contractor of 
the Department of State or other Executive Branch agency.
    The Department's report was filed with the Office of Management and 
Budget. The new system description, ``Country Clearance Records, State-
77'' will read as set forth below.

    Dated: September 8, 2011.
Keith D. Miller,
Director, Office of Operations, Bureau of Administration, U.S. 
Department of State.
STATE-77

SYSTEM NAME:
    Country Clearance Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Management Policy, Rightsizing and Innovation (M/PRI), 
Department of State, 2201 C Street NW., Washington, DC 20520-3822; all 
U.S. posts and missions abroad; and corresponding automated data 
processing facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees and contractors of the Department of State and other 
Executive Branch agencies of the U.S. Government.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individual name, email address, phone number, passport country and 
number, agency, employment type, country of birth, emergency contact 
information, purpose of visit, lodging information, carrier 
information, level of security clearance and travel itineraries.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 3927, Chief of Mission.

PURPOSE:
    To request permission from the chief of mission for the planned 
presence in his or her country, post, or mission of an employee or 
contractor of the Department of State or other Executive Branch agency.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The Department shares Country Clearance records with designated 
administrators of other Executive Branch agencies utilizing the 
eCountry Clearance system for employees or contractors on official 
travel to U.S. posts and missions abroad.
    The Department of State periodically publishes in the Federal 
Register its standard routine uses which 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 Country Clearance 
Records, State-77.

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

RETRIEVABILITY:
    Records are retrieved by the individual's name or itinerary number.

SAFEGUARDS:
    All users are given cyber security awareness training which covers 
the procedures for handling Sensitive but Unclassified information, 
including personally identifiable information (PII). Annual refresher 
training is mandatory. In addition, all Foreign Service and Civil 
Service employees and those Locally Engaged Staff who handle PII are 
required to take the Foreign Service Institute 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 Country 
Clearance 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, posts, and missions 
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.

[[Page 61133]]

RETENTION AND DISPOSAL:
    Records are disposed of 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 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:
    Director, Office of Management Policy, Rightsizing and Innovation 
(M/PRI), 2201 C Street, NW., Washington, DC 20520-3822.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that the Office of 
Management Policy, Rightsizing and Innovation (M/PRI) may have 
information pertaining to them may 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 Country Clearance Records to be checked. At a 
minimum, the individual should include his or her name, current mailing 
address, zip code, and signature; and a brief description of the 
circumstances that caused the individual to believe that the system of 
records contains records pertaining to him or her, including dates and 
locations of travel episodes for which the individual believes he or 
she may have caused the creation of country clearance records.

RECORD ACCESS 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, from the Executive 
Branch agency employing the individual, and M/PRI and post or mission 
staff abroad.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2011-25433 Filed 9-30-11; 8:45 am]
BILLING CODE 4710-24-P