[Federal Register Volume 77, Number 181 (Tuesday, September 18, 2012)]
[Notices]
[Pages 57639-57640]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-23004]



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DEPARTMENT OF STATE

[Public Notice 8027]


Privacy Act; System of Records: Records of the Office of White 
House Liaison, State-34

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Records of the Office of White 
House Liaison, State-34, 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 be effective on October 29, 2012, 
unless we receive comments that will result in a contrary 
determination.

ADDRESSES: Any persons interested in commenting on the amended system 
of records may do so by 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 that the 
current system will retain the name ``Records of the Office of White 
House Liaison'' (64 FR 922). The system maintains information used by 
the White House Liaison Office for the consideration, review, clearance 
and appointment of an individual to a non-career appointment. The 
amended system of records will include modifications to the following 
sections: Categories of Individuals Covered by the System, Categories 
of Records in the System, Routine Uses, Safeguards, Retrievability, 
Retention and Disposal, and administrative updates. The following 
section has been added to the system of records, Records of the Office 
of White House Liaison, State-34, to ensure Privacy Act of 1974 
compliance: Purpose.
    The Department's report was filed with the Office of Management and 
Budget. The amended system description, ``Records of the Office of 
White House Liaison, State-34,'' will read as set forth below.

Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-34

SYSTEM NAME:
    Records of the Office of White House Liaison.

SECURITY CLASSIFICATION:
    Classified and Unclassified.

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Potential candidates and candidates who are being considered for 
non-career appointments within the Department of State including 
Presidential appointments requiring Senate confirmation, non-career 
Senior Executive Service, Schedule C and limited term non-career 
appointments. Individuals selected for non-career appointments within 
the Department and who are at various stages of employment approval and 
confirmation clearance processes. Individuals who currently hold a non-
career position within the Department and career ambassadors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    An individual's prospective and/or confirmed Presidential 
appointment records typically contain, but are not limited to, full 
name, date and place of birth, Social Security number, and contact 
information. Records also include resumes; requisite employment forms 
which include financial disclosure forms, employment history, 
background and security clearance information received from Executive 
Offices and Bureau of Human Resources; Congressional forms (Senate 
Foreign Relations Committee questionnaire, competence statements for 
the Senate Foreign Relations Committee, Federal Campaign Contribution 
Report); letters of recommendation; biographic summary; White House 
draft press release; agreement telegrams (if bilateral ambassadorial 
positions); employment documents for non-career selectees; 
correspondence, memoranda and/or email exchanges relative to 
appointment processing, selection and nomination; transmittal 
correspondence from the private sector, other government agencies and 
the Executive and Legislative branches of Federal government; official 
appointment notice prepared following Presidential attestation of an 
appointment; documents related to accretion of duties requests 
including requests for approval submitted to the White House and 
internal Department processing of the accretion of duties; position 
description; Foreign Service Residence and Dependency Report; Race and 
National Origin Identification; and resignation letters and responses 
from the President.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301 
(Departmental Regulations).

PURPOSE:
    The information in the system is used for the consideration, 
review, clearance and appointment of an individual to a non-career 
appointment.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USERS:
    The records in this system may be disclosed to the White House 
Office of Presidential Personnel and the Office of White House Counsel 
for the purposes of consideration, review, clearance and appointment of 
an individual to a Presidential position/title. Information may be made 
available to members of Congress for purposes of confirming nominees to 
presidentially-appointed positions.
    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 Records of the Office 
of White House Liaison, State-34.

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

RETRIEVABILITY:
    By individual name.

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 FSI distance learning course instructing employees 
on privacy and security requirements, including the rules of behavior 
for

[[Page 57640]]

handling PII and the potential consequences if it is handled 
improperly. Before being granted access to Records of the Office of 
White House Liaison, 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. 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 20522-8100.

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Adviser to the Secretary for Appointments and White House 
Liaison, Room 7245, Department of State, 2201 C Street NW.,Washington 
DC 20520.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that the Office of the White 
House Liaison might have records pertaining to themselves should write 
to the Director, Office of Information Programs and Services, A/GIS/
IPS, SA-2, Department of State, 515 22nd Street NW., Washington, DC 
20522-8100. The individual must specify that he/she wishes the records 
of the White House Liaison Office to be checked. At a minimum, the 
individual must include: name, date and place of birth, approximate 
dates of employment with the Department of State, particularly the time 
during which the individual was a candidate or held a non-career 
Presidential appointment; current mailing address and zip code; and 
signature.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to records pertaining to 
themselves should write to the Director, Office of Information Programs 
and Services (address above).

CONTESTING RECORD PROCEDURES:
    Individuals who wish to amend records pertaining to themselves 
should write to the Director, Office of Information Programs and 
Services (address above).

RECORD SOURCE CATEGORIES:
    These records contain information obtained directly from the 
individual who is the subject of these records; Office of the Legal 
Adviser; Bureau of Diplomatic Security; Bureau of Human Resources; 
Bureau of Legislative Affairs; the White House Office of Presidential 
Personnel: and/or individuals who know or worked with the subject and 
may offer recommendations.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Pursuant to 5 U.S.C. 552a (k)(1) and (k)(5), certain records in 
this system are classified or contain confidential source information 
and are exempted from 5 U.S.C. 522a(c)(3), (d), (e)(l),(e)(4)(G), (H) 
and (I), and (f). See Department of State Rules published under 22 CFR 
171.36.

[FR Doc. 2012-23004 Filed 9-17-12; 8:45 am]
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