[Federal Register Volume 85, Number 164 (Monday, August 24, 2020)]
[Notices]
[Pages 52185-52187]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-18532]


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DEPARTMENT OF STATE

[Public Notice: 11178]


Privacy Act of 1974; System of Records

AGENCY: Department of State.

ACTION: Notice of a new system of records.

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SUMMARY: Information in Secretariat Contact Records is used to 
facilitate Department communication with domestic and foreign 
interlocutors.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of 
records notice is effective upon publication, with the exception of the 
routine uses that are subject to a 30-day period during which 
interested persons may submit comments to the

[[Page 52186]]

Department. Please submit any comments by September 23, 2020.

ADDRESSES: Questions can be submitted by mail, email or by calling Eric 
F. Stein, the Senior Agency Official for Privacy, on (202) 485-2051. If 
mail, please write to: U.S Department of State; Office of Global 
Information Systems; A/GIS; Room, 1417, 2201 C St., NW; Washington, D C 
20520. If email, please address the email to the Senior Agency Official 
for Privacy, Eric F. Stein, at [email protected]. Please write 
``Secretariat Contact Records, State-84'' on the envelope or the 
subject line of your email.

FOR FURTHER INFORMATION CONTACT: Eric F. Stein, Senior Agency Official 
for Privacy; U.S. Department of State; Office of Global Information 
Services, A/GIS; Room 1417, 2201 C St. NW; Washington, DC 20520 or by 
calling (202) 485-2051.

SUPPLEMENTARY INFORMATION: None.

SYSTEM NAME AND NUMBER:
    Secretariat Contact Records, State-84.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State (``Department''), located at 2201 C Street NW, 
Washington, DC 20520.

SYSTEM MANAGER(S):
    Director, Operations Center, 2201 C Street NW, Washington, DC 
20520, [email protected], (202) 647-1512.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    8 U.S.C. 1104 (Powers and Duties of the Secretary of State).

PURPOSE(S) OF THE SYSTEM:
    Information in the Secretariat Contact Records is used to 
facilitate Department communication with domestic and foreign 
interlocutors. These records are maintained by the Operations Center 
staff and used to establish calls when needed by the Secretary of State 
to discuss foreign policy matters. Additional data is collected in the 
form of call notes that help clarify contact methods.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who interact with Department of State officials on 
matters of official business. The Privacy Act defines an individual at 
5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent 
resident.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Contact information related to individuals who interact with 
Department of State officials on matters of official business. These 
records include name, email addresses, phone numbers, and job title. 
These records may also include information about the individual's 
previous interactions with the Department of State, such as the purpose 
and date of a call connected by the Department of State's Operations 
Center and notes to clarify contact methods for the individual.

RECORD SOURCE CATEGORIES:
    These records contain information that is primarily obtained from 
the individual who is the subject of the records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Secretariat Contact Records may be disclosed:
    (a) To appropriate agencies, entities, and persons when (1) the 
Department of State suspects or has confirmed that there has been a 
breach of the system of records; (2) the Department of State has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, the Department of State (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department of State efforts to respond to the 
suspected or confirmed breach or to prevent, minimize, or remedy such 
harm.
    (b) To another Federal agency or Federal entity, when the 
Department of State determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.
    (c) A contractor of the Department having need for the information 
in the performance of the contract, but not operating a system of 
records within the meaning of 5 U.S.C. 552a(m).
    (d) An agency, whether federal, state, local or foreign, where a 
record indicates a violation or potential violation of law, whether 
civil, criminal or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule or order 
issued pursuant thereto, so that the recipient agency can fulfill its 
responsibility to investigate or prosecute such violation or enforce or 
implement the statute, rule, regulation, or order.
    (e) The Federal Bureau of Investigation, the Department of Homeland 
Security, the National Counter-Terrorism Center (NCTC), the Terrorist 
Screening Center (TSC), or other appropriate federal agencies, for the 
integration and use of such information to protect against terrorism, 
if that record is about one or more individuals known, or suspected, to 
be or to have been involved in activities constituting, in preparation 
for, in aid of, or related to terrorism. Such information may be 
further disseminated by recipient agencies to Federal, State, local, 
territorial, tribal, and foreign government authorities, and to support 
private sector processes as contemplated in Homeland Security 
Presidential Directive/HSPD-6 and other relevant laws and directives, 
for terrorist screening, threat-protection and other homeland security 
purposes.
    (f) A congressional office from the record of an individual in 
response to an inquiry from the Congressional office made at the 
request of that individual.
    (g) A court, adjudicative body, or administrative body before which 
the Department is authorized to appear when (a) the Department; (b) any 
employee of the Department in his or her official capacity; (c) any 
employee of the Department in his or her individual capacity where the 
U.S. Department of Justice (``DOJ'') or the Department has agreed to 
represent the employee; or (d) the Government of the United States, 
when the Department determines that litigation is likely to affect the 
Department, is a party to litigation or has an interest in such 
litigation, and the use of such records by the Department is deemed to 
be relevant and necessary to the litigation or administrative 
proceeding.
    (h) The Department of Justice (``DOJ'') for its use in providing 
legal advice to the Department or in representing the Department in a 
proceeding before a court, adjudicative body, or other administrative 
body before which the Department is authorized to appear, where the 
Department deems DOJ's use of such information relevant and necessary 
to the litigation, and such proceeding names as a party or interests:
    (a) The Department or any component of it;
    (b) Any employee of the Department in his or her official capacity;
    (c) Any employee of the Department in his or her individual 
capacity where DOJ as agreed to represent the employee; or

[[Page 52187]]

    (d) The Government of the United States, where the Department 
determines that litigation is likely to affect the Department or any of 
its components.
    (i) The National Archives and Records Administration and the 
General Services Administration: For records management inspections, 
surveys and studies; following transfer to a Federal records center for 
storage; and to determine whether such records have sufficient 
historical or other value to warrant accessioning into the National 
Archives of the United States.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored on electronic media. A description of standard 
Department of State policies concerning storage of electronic records 
is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Secretariat Contact Records information is retrieved almost 
exclusively through a name or phone number search. Other fields, such 
as address or title, are available for retrieval, but are rarely used.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    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) and outlined here 
https://foia.state.gov/Learn/RecordsDisposition.aspx. Secretariat 
Contact Records are governed by Records Schedule A-03-006-10 which 
covers temporary customer/client records that may be deleted when they 
are superseded, become obsolete or the customer/client requests the 
agency remove the records. More specific information may be obtained by 
writing to the following address: U.S. Department of State; Director, 
Office of Information Programs and Services; A/GIS/IPS; 2201 C Street 
NW; Room B-266; Washington, DC 20520.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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's 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. 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. 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.
    Before being granted access to Secretariat Contact 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 authentication requirements contained in the Office of 
Management and Budget Circular Memorandum A-130. All Department of 
State employees and contractors with authorized access have undergone a 
background security investigation.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to or to amend records 
pertaining to themselves should write to U.S. Department of State; 
Director, Office of Information Programs and Services; A/GIS/IPS; 2201 
C Street, N.W; Room B-266; Washington, DC 20520. The individual must 
specify that he or she wishes the Secretariat Contact Records to be 
checked. At a minimum, the individual must include: full name 
(including maiden name, if appropriate) and any other names used; 
current mailing address and zip code; date and place of birth; 
notarized signature or statement under penalty of perjury; a brief 
description of the circumstances that caused the creation of the record 
(including the city and/or country and the approximate dates) which 
gives the individual cause to believe that the Secretariat Contact 
Records include records pertaining to him or her. Detailed instructions 
on Department of State procedures for accessing and amending records 
can be found at the Department's FOIA website located at https://foia.state.gov/Request/Guide.aspx.

CONTESTING RECORD PROCEDURES:
    Individuals who wish to contest record procedures should write to 
U.S. Department of State; Director, Office of Information Programs and 
Services; A/GIS/IPS; 2201 C Street NW; Room B-266; Washington, DC 
20520.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that this system of records 
may contain information pertaining to them may write to U.S. Department 
of State; Director, Office of Information Programs and Services; A/GIS/
IPS; 2201 C Street NW; Room B-266; Washington, DC 20520. The individual 
must specify that he or she wishes the Secretariat Contact Records to 
be checked. At a minimum, the individual must include: full name 
(including maiden name, if appropriate) and any other names used; 
current mailing address and zip code; date and place of birth; 
notarized signature or statement under penalty of perjury; a brief 
description of the circumstances that caused the creation of the record 
(including the city and/or country and the approximate dates) which 
gives the individual cause to believe that the Secretariat Contact 
Records include records pertaining to him or her.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

    Dated: August 17, 2020.
Eric F. Stein,
Senior Agency Official for Privacy, Acting Deputy Assistant Secretary, 
Office of Global Information Services, Bureau of Administration, 
Department of State.
[FR Doc. 2020-18532 Filed 8-21-20; 8:45 am]
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