[Federal Register Volume 78, Number 173 (Friday, September 6, 2013)]
[Notices]
[Pages 54945-54946]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-21768]



[[Page 54945]]

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DEPARTMENT OF STATE

[Public Notice 8450]


Privacy Act; System of Records: Protocol Records, State-33

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Protocol Records, State-33, 
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 16, 2013, 
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 retain the name ``Protocol Records'' (previously 
published at 42 FR 49719). As an accounting of those U.S. government 
officials receiving gifts and decorations from foreign governments and 
to record for historical purposes the names of the individuals invited 
to, and attending, official Department of State functions, and to 
verify individuals nominated as a diplomatic representative on behalf 
of a foreign government. The proposed system will include modifications 
to all of the sections of the notice to ensure Privacy Act of 1974 
compliance.
    The Department's report was filed with the Office of Management and 
Budget. The amended system description, ``Protocol Records, State-33,'' 
will read as set forth below.

Joyce A. Barr
Assistant Secretary for Administration, U.S. Department of State.
STATE-33

SYSTEM NAME:
    Protocol Records.

SYSTEM CLASSIFICATION:
    Unclassified and Classified.

SYSTEM LOCATION:
    Department of State, 2201 C Street NW., Washington, DC 20520. 
Abroad at U.S. embassies, U.S. consulates general, and U.S. consulates; 
U.S. missions; Department of State annexes; various field and regional 
offices throughout the United States.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include those receiving gifts 
and decorations from foreign governments; individuals invited to 
official Department of State functions; individuals who are part of 
foreign delegations; individuals working at foreign embassies, missions 
and organizations; and nominees for foreign ambassadorships to the 
United States.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include descriptions of gifts and 
decorations received from foreign governments; donors; guest lists; 
type of function; sample invitations; address and occupation of 
invitees; and biographical information (this includes, but is not 
limited to: names, nationalities, r[eacute]sum[eacute]s, curricula 
vitae, copies of passports, copies of visas, dates of birth, and 
photographs).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 2621, 22 U.S.C. 2625, 22 U.S.C. 4301 et seq.

PURPOSE:
    The information in this system of records is an accounting of those 
U.S. government officials receiving gifts and decorations from foreign 
governments and to record for historical purposes the names of the 
individuals invited to, and attending, official Department of State 
functions, and to verify individuals nominated as a diplomatic 
representative on behalf of a foreign government.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The information contained in these records may be shared with: the 
Executive Office of the President; Congress; and other government 
agencies having statutory or other lawful authority to maintain such 
information.
    The Department of State publishes periodically in the Federal 
Register its Prefatory Statement of Routine Uses which applies to all 
of its Privacy Act System of Records. These standard routine uses apply 
to Protocol Records, State-33.

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

RETRIEVABILITY:
    By an individual name.

SAFEGUARDS:
    All users are given cyber security awareness training which covers 
the procedures for handling Sensitive But Unclassified (SBU) 
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, PA 459, 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 Protocol 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 to unclassified systems and 
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 and destroyed 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 following

[[Page 54946]]

address: 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:
    Assistant Chief of Protocol for Management and Executive Director, 
Office of the Chief of Protocol, Department of State, 2201 C Street 
NW., Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have cause to believe that the Office of the Chief 
of Protocol may have records pertaining to him or her should write to 
the following address: 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 or she requests the records of 
the Office of the Chief of Protocol to be checked. At a minimum, the 
individual must include the following: name, date and place of birth, 
current mailing address and zip code, signature, and any other 
information helpful in identifying the record.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to themselves 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 collected directly from: the 
individual who is the subject of these records; employers and public 
references; other officials in the Department of State; other 
government agencies; foreign governments; and other public and 
professional institutions possessing relevant information.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2013-21768 Filed 9-5-13; 8:45 am]
BILLING CODE 4710-24-P