[Federal Register Volume 80, Number 134 (Tuesday, July 14, 2015)]
[Notices]
[Pages 41137-41139]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-17226]


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DEPARTMENT OF STATE

[Public Notice: 9190]


Privacy Act; System of Records: Records Maintained by the Office 
of Civil Rights, State-09

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Records Maintained by the 
Office of Civil Rights, State-09, 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 August 24, 2015, 
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 submitting comments by 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.

FOR FURTHER INFORMATION CONTACT: John Hackett, Acting Director; Office 
of Information Programs and Services, A/GIS/IPS; Department of State, 
SA-2; 515 22nd Street NW; Washington, DC 20522-8100, or at 
[email protected].

[[Page 41138]]


SUPPLEMENTARY INFORMATION: The Department of State proposes that the 
current system amend its name from ``Equal Employment Opportunity 
Records'' (previously published at 75 FR 70342) to ``Records Maintained 
by the Office of Civil Rights''. The purpose of this system is to 
contain records for the investigation, processing and resolution of 
informal and formal complaints of discrimination filed against the 
Department of State in accordance with 29 CFR part 1614 and the 
Department's internal procedures for addressing Equal Employment 
Opportunity (EEO) complaints; for the investigation, processing and 
resolution of complaints of discrimination under 42 U.S.C. 2000d; and 
for the investigation, processing and resolution of complaints under 20 
U.S.C. 1681, 29 U.S.C. 794 and 794d, 42 U.S.C. 6101, and 36 CFR chapter 
XI.
    The proposed system will include modifications to the following 
sections: Title, Categories of Individuals Covered by the System, 
Authority for Maintenance of the System, Purposes, Routine Uses, 
Safeguards, and System Exempted From Certain Provisions of the Act as 
well as other administrative updates.
    The Department's report was filed with the Office of Management and 
Budget. The amended system description, ``Records Maintained by the 
Office of Civil Rights, State-09,'' will read as set forth below.

Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-09

SYSTEM NAME:
    Records Maintained by the Office of Civil Rights.

SECURITY CLASSIFICATION:
    Unclassified.

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

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees and applicants for employment who have filed formal or 
informal complaints that allege discrimination; employees and members 
of the public who have filed a complaint under Title VI of the Civil 
Rights Act of 1964 (42 U.S.C. 2000d et seq.), Title IX of the 
Educational Amendments of 1972 as amended (20 U.S.C. 1681), Title VII 
of the Civil Rights Act of 1964 (42 U.S.C. 2000e), Sections 504 or 508 
of the Rehabilitation Act of 1973 (29 U.S.C. 794 and 794d), the Equal 
Pay Act of 1963 (29 U.S.C. 206(d)), the Age Discrimination in 
Employment Act of 1967 (29 U.S.C. 621), the Genetic Information 
Nondiscrimination Act of 2008 (42 U.S.C. chapter 21F), Executive Order 
11478, as amended, or the Age Discrimination Act of 1975 (42 U.S.C. 
chapter 76).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Investigative reports; employment applications; biographic 
information to include race, color, national origin, sex, sexual 
orientation, religion, age, disability, genetic information; and 
employment histories.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    20 U.S.C. 1681; 29 U.S.C. 794 and 794d; 42 U.S.C. 2000d et seq.; 29 
U.S.C. 206(d); 42 U.S.C. 2000e et seq.; Executive Order 11478, as 
amended; 42 U.S.C. chapter 21F; 29 U.S.C. 621; and 42 U.S.C. chapter 
76.

PURPOSE(S):
    For the investigation, information collected is used for the 
processing and resolution of informal and formal complaints of 
discrimination filed against the Department of State in accordance with 
29 CFR part 1614 and the Department's internal procedures for 
addressing Equal Employment Opportunity (EEO) complaints; and for the 
investigation, processing and resolution of complaints of 
discrimination under 42 U.S.C. 2000d and complaints under 20 U.S.C. 
1681, 29 U.S.C. 794 and 794d, 42 U.S.C. 6101, 29 U.S.C. 621, and 36 CFR 
chapter XI.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Records from this system will be disclosed to the U.S. Equal 
Employment Opportunity Commission and other federal agencies for 
purposes of investigating, processing, adjudicating, resolving and 
litigating complaints involving more than one agency, or in situations 
where the Department of State has requested that another federal agency 
provide investigative support for a complaint.
    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 Records Maintained 
by the Office of Civil Rights, State-09.

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 name and Employee Identification Number (EID).

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 Employed 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 Records 
Maintained by the Office of Civil Rights, 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.

[[Page 41139]]

RETENTION AND DISPOSAL:
    Records are retired or 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 AND ADDRESS:
    Director, Office of Civil Rights, Room 7428, Department of State, 
2201 C Street NW., Washington, DC 20520.

NOTIFICATION PROCEDURES:
    Individuals who have cause to believe that the Office of Civil 
Rights 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 specify that he/she wishes the Records Maintained by 
the Office of Civil Rights to be checked. At a minimum, the individual 
must include: Name; date and place of birth; current mailing address 
and zip code; signature; and the approximate date upon which the 
individual filed a formal or informal complaint alleging discrimination 
or requested other services from the Office of Civil Rights.

RECORD ACCESS AND AMENDMENT 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:
    The individual; supervisors of the individual; EEO counselors; EEO 
personnel; and other employees or individuals having knowledge of the 
facts involved in the complaint.

SYSTEM EXEMPTED FROM CERTAIN PROVISION OF THE ACT:
    Certain records contained within this system of records are 
exempted from 5 U.S.C. 552a(k)(5) and (k)(6). See 22 CFR part 171.

[FR Doc. 2015-17226 Filed 7-13-15; 8:45 am]
 BILLING CODE 4710-10-P