[Federal Register Volume 77, Number 206 (Wednesday, October 24, 2012)]
[Notices]
[Pages 65049-65050]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-26235]


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DEPARTMENT OF STATE

[Public Notice 8066]


Privacy Act; System of Records: Translator and Interpreter 
Records, State-37

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Translator and Interpreter 
Records, State-37, 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 December 3, 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 ``Translator and Interpreter 
Records'' (42 FR 49719). The system will facilitate the procurement and 
effective performance of translators and interpreters who serve a vital 
function in accomplishing the Department's foreign policy mission. As 
part of the biennial review, we have updated all of the sections of the 
notice for the system to ensure Privacy Act of 1974 compliance.
    The Department's report was filed with the Office of Management and 
Budget. The amended system description, ``Translator and Interpreter 
Records, State-37,'' will read as set forth below.

Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-37

SYSTEM NAME:
    Translator and Interpreter Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State, 2401 E Street NW., SA-1, 14th Floor, 
Washington, DC 20522.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have contracted with the Department of State to 
provide various translation and interpretation services.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The records are collected in the following groups: Biographical 
information, contractual information, and professional proficiency 
information. The biographical information includes but is not limited 
to: Name, social security number; date and place of birth, citizenship, 
visa information; contact information; education information; languages 
spoken; and data universal numbering system. The contractual 
information includes, but is not limited to: The Basic Ordering 
Agreement (contract or contract award) and work order. The professional 
proficiency information includes, but is not limited to: Test and 
interview results (both performance and evaluation) on language 
proficiency; and performance and evaluation records.

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

PURPOSE:
    To facilitate the procurement and effective performance of 
translators and interpreters who serve a vital function in 
accomplishing the Department's foreign policy mission.

[[Page 65050]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Information contained in the Translator and Interpreter Records may 
be used by potential employers, credit institutions, rental offices 
etc., requesting verification of employment and/or earnings; and
    To provide officials of other U.S. government agencies information 
needed in the performance of official duties in support of the function 
for which the records were collected and maintained.
    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 the Translator and 
Interpreter Records, State-37.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hard copy and electronic.

RETRIEVABILITY:
    By individual's name and social security 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 Translator 
and Interpreter Records, a user must first be granted access to 
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 in 
accordance 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 building 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 paper records containing personal information are 
maintained in secured file cabinets in restricted areas, access to 
which is limited to authorized personnel. 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 and destroyed in accordance with published 
records disposition 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 the Director, 
Office of Information Programs and Services, Department of State, SA-2, 
515 22nd Street NW., Washington, DC 20522-8001.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Language Services, Department of State, 2401 E 
Street NW., SA-1, 14th Floor, Washington, DC 20522.

NOTIFICATION PROCEDURE:
    Individuals who have cause to believe that Office of Language 
Services might have 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. The 
individual must request to have the Translator and Interpreter Records 
checked. At a minimum, the individual must include: Name; date and 
place of birth; current mailing address and zip code; signature; a 
brief description of the circumstances, including the approximate dates 
on which the individual has cause to believe that the Office of 
Language Services might have records pertaining to him/her.

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:
    The individual; end-users of the contracted services; and various 
employees of the contracting office.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2012-26235 Filed 10-23-12; 8:45 am]
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