[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEPARTMENT OF STATE
INDEX
Board of Appellate Review Records. STATE-02
Bureau of Economic and Business Affairs Contact List. STATE-03
Child Care Subsidy Program Records. STATE-32
Communications Personnel Training Records. STATE-57
Confidential Statement of Employment and Financial Interests
Records. STATE-04
Congressional Correspondence Records. STATE-43
Congressional Travel Records. STATE-44
Contractors Records. STATE-45
Coordinator for Combatting Terrorism Records. STATE-06
Cultural Property Advisory Committee Records. STATE-63
Cryptographic Clearance Records. STATE-07
Educational and Cultural Exchange Program Records. STATE-08
Electronic Media Photographerd Records. STATE-66
Electronic Telephone Directory (e*Phone). STATE-40
Equal Employment Opportunity Records. STATE-09
External Research Records. STATE-10
Extradition Records. STATE-11
Family Liaison Office Centralized Data Bank of Family Member
Skills and Direct Communication Network Records. State-50
Fine Arts Records. STATE-46
Foreign Assistance Inspection Records. STATE-48
Foreign Service Employee Locator/Notification Records. STATE-12
Foreign Service Grievance Board Records. STATE-13
Foreign Service Institute Records. STATE-14
Garnishment of Wages Records. STATE 61
Human Resources Records. STATE-31
Information Access Programs Records. STATE 35
Intelligence and Research Records. STATE-15
International Conference Delegates Records. STATE-16
International Organizations Records. STATE-17
Labor Attache Records. STATE-18
Law of the Sea Records. STATE-19
Legal Adviser Attorney Employment Application Records. STATE-20
Legal Case Management Records. STATE-21
Medical Records. STATE-24
Munitions Control Records. STATE-42
Office of Freedom of Information, Privacy and Classification
Review WAE Re-employed Annuitants and Contractor Records. STATE-51
Office of Inspector General (OIG) Timesheet System. STATE-67
Overseas Citizens Services Records. STATE-05
Overseas Records. STATE-25
Parking Permit and Car Pool Records. STATE-52
Passport Records. STATE-26
Personal Property Claims Records. STATE-27
Personality Cross Reference Index to the Secretariat Automated
Data Index Records. STATE-28
Personality Index to the Central Foreign Policy Records. STATE-
29
Personnel-Payroll Records. STATE-30
Procurement Career Management Information System. STATE-58
Protocol Records. STATE-33
Public Affairs Records. STATE-35
Records of the Bureau of Public Affairs. STATE-22.
Records of the Domestic Accounts Receivable Tracking System.
STATE-23
Records of the Inspector General and Automated Individual
Cross-Reference System. STATE-53
Records of the Office of Citizen Exchanges. STATE-62
Records of the Office of White House Liaison. STATE-34
Refugee Case Records. STATE-59.
Refugee Data Center Processing Records. STATE-60.
Rover Records. STATE-41.
Security Records. STATE-36
Senior Personnel Appointments Records. STATE-47
Service Contributors Records. STATE-64.
Skills Catalogue Records. STATE-49
Speaker/Specialist Program Records. STATE-65
Translators and Interpreters Records. STATE-37
Records of the Office of the Assistant Legal Adviser for
International Claims and Investment Disputes. STATE-54.
Vendor Records. STATE-38
Visa Records. STATE-39
World Military Expenditures Mailing List. STATE-55
Prefatory Statement of Routine Uses
The following routine uses apply to, and are incorporated by
reference into, each system of records set forth below:
Law Enforcement
In the event that a system of records maintained by this agency
to carry out its functions 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, the relevant
records in the system of records may be referred, as a routine use,
to the appropriate agency, whether federal, state, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
Disclosure When Requesting Information
A record from this system of records may be disclosed as a
``routine use' to a federal, state or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
Disclosure of Requested Information
A record from this system of records may be disclosed to a
federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. A record from this system of records may be disclosed to a
federal, state, local or foreign agency as a ``routine use''in
response to such an agency's request, where there is reason to
believe that an individual has violated the 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, if necessary, and only to the extent
necessary, to enable such agency to discharge its responsibilities of
investigating or prosecuting such violation or its responsibilities
with enforcing or implementing the statute, or rule, regulation or
order issued pursuant thereto. A record from this system of records
may be disclosed to a foreign agency as a ``routine use''in response
to such an agency's request when the information is necessary for the
foreign agency to adjudicate and determine an individual's
entitlement to rights and benefits, or obligations owed to the
foreign agency, such as information necessary to establish identity
or nationality.
Office of Management and Budget
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
review of private relief legislation as set forth in OMB Circular No.
A-19 at any stage of the legislative coordination and clearance
process as set forth in that Circular.
Members of Congress. Disclosure may be made to 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.
Contractors Information from a system of records may be disclosed
to anyone who is under contract to the Department of State to fulfill
an agency function but only to the extent necessary to fulfill that
function.
Courts Information from a system of records may be made available
to any court of competent jurisdiction, whether Federal, state, local
or foreign, when necessary for the litigation and adjudication of a
case involving an individual who is the subject of a Departmental
record.
National Archives, Government Services Administration. A record
from a system of records may be disclosed as a routine use to 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.
STATE-02
System name:
Board of Appellate Review Records.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
Individuals whose appeal in cases involving loss of nationality
or the revocation of a passport was decided by the Board of Appellate
Review (Board).
Categories of records in the system:
Correspondence between the appellant or his/her attorney and the
Department, the appellant's passport file*, and copies of decisions
rendered by the Board of Appellate Review.
*These records are only held in the Board of Appellate Review
Records, STATE-02, for the duration of the review after which they
are returned to Passport Records, STATE-26.
Authority for maintenance of the system:
22 CFR part 7 (Board of Appellate Review); 22 CFR part 50
(Nationality Procedures); 22 CFR part 51 (Passports).
Purpose(s):
The information collected and maintained records the actions of
the Board of Appellate review which directly affects the citizenship
and passports of those who appeal Department of State determinations.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is primarily used:
By the Board to review individual cases under appeal
involving loss of U.S. citizenship and revocation of U.S. passport
cases;
By the Board for its value as a body of precedents and
as an analysis of relevant law and regulations;
By the Department of Justice when seeking assistance in
determining the citizenship status and passport eligibility of an
individual; and
By attorneys representing the individual.
Also see the ``Routine Uses'' Paragraph of the PrefatoryStatement
published in the Federal Register and on our web site at
www.foia.state.gov.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 records 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 IRM Programs and Services; SA-2; Department of State; 515
22nd Street, NW; Washington, DC 20522-6001.
System manager(s) and address:
Executive Director; Office of the Legal Adviser; Department of
State; 2201 C Street, NW; Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Board of
Appellate Review might have records pertaining to themselves should
write to the Director; Office of IRM Programs and Services; SA-2;
Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.
The individual must specify that he/she wishes the Board of Appellate
Review Records to be checked. At a minimum, the individual should
include: name; date and place of birth; current mailing address and
zip code; signature; a brief description of the circumstances that
caused the creation of the record and the approximate dates which
give the individual cause to believe that the Board of Appellate
Review has records about him/her; and preferably his/her social
security number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records and from his/her
passport records.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a (k)(1) and (k)(2) records in this
system of records may be exempted from 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I) and (f).
STATE-03
System name:
Bureau of Economic and Business Affairs Contact List.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW.; Washington, DC 20520.
Categories of individuals covered by the system:
The Bureau of Economic and Business Affairs' contacts from
business, labor, agricultural and non-government organizations, and
others working in the international economic arena as well as
individuals who are interested in or request information about
economic issues.
Categories of records in the system:
These records may include identifying information, such as, but
not limited to name, mailing address, e-mail address, telephone
number, fax number and the profession of the individuals covered by
the system of records.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State); 22 U.S.C.
2651a (Organization of the Department of State); 22 U.S.C. 3921
(Management of service).
Purpose(s):
The information contained in this system of records is collected
and maintained by the Bureau of Economic and Business Affairs, Office
of Policy Analysis and Public Diplomacy in the administration of its
responsibility for disseminating information regarding U.S.
international economic policy.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in the Bureau of Economic and Business Affairs
Contact List is used for:
Inviting individuals to Department briefings on
international economic issues;
Disseminating speeches and articles on economic issues
by Department officials; and
Providing U.S. government fact sheets on major
international economic issues.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 records 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 IRM Programs and Services; SA-2; Department of State; 515
22nd Street, NW.; Washington, DC 20522-6001.
System manager(s) and address:
Director; Systems Administration; Bureau of Economic and Business
Affairs; Department of State; 2201 C Street, NW.; Washington, DC
20520.
Notification procedure:
Individuals who have reason to believe that the Office of Policy
Analysis and Public Diplomacy might have records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services; Department of State; SA-2; 515 22nd Street NW.; Washington,
DC 20522-6001. The individual must specify that he/she wishes the
Bureau of Economic and Business Affairs Contact List to be checked.
At a minimum, the individual should include: name, date and place of
birth, current mailing address and zip code, signature, and
preferably his/her social security number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records. The records may also
include information obtained from the Bureau of Economic and Business
Affairs officials who have an association or working relationship
with the individual.
Systems exempted from certain provisions of the act:
None.
STATE-04
System name: Confidential Statement of Employment and Financial
Interests Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: U.S. Government
employees.
Categories of records in the system: Employment and financial
interests; creditors; interests in real property; actions on behalf
of foreign principals.
Authority for maintenance of the system: Executive Order 11222.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The principal
user of this information outside the Department of State is the
Department of Justice. Information may also be released to other
government agencies having statutory or other lawful authority to
maintain such information. Also see ``Routine Uses''paragraphs of the
Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies,
depending upon the specific kind of record involved. They are retired
or destroyed in accordance with published schedules of the Department
of State. More specific information may be obtained by writing the
Director, Foreign Affairs Document and Reference Center, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Executive Director, Office of the
Legal Adviser, Room 6421, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of the Legal Adviser might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wants
the records of the office of the Legal Adviser to be checked. At a
minimum, the individual must include: Name; date and place of birth;
present mailing address and zip code; signature; a brief description
of the circumstances, including the approximate dates, which give the
individual cause to believe that the Office of the Legal Adviser
might have records pertaining to him or her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual.
STATE-05
System name:
Overseas Citizens Services Records.
Security classification:
Classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520 and
overseas at U.S. embassies, U.S. consulates general and consulates.
(A list of overseas posts is available from the Bureau of Consular
Affairs, Room 4800, Department of State, Washington, DC 2052-4818.)
Categories of individuals covered by the system:
Individuals assisted by the Office of Overseas Citizens Services
or by consular officers overseas including persons, generally U.S.
citizens, who:
(a) Seek to establish claims to U.S. citizenship or inquire
concerning possible loss of U.S. citizenship;
(b) Apply for U.S. passports or Consular Reports of Birth Abroad;
(c) Register as U.S. citizens living or traveling abroad;
(d) Are evacuated to the United States or a third country as the
result of a civil disorder, natural disaster or similar emergency in
an overseas locale;
(e) Initiate, or are the subjects of, requests relating to their
welfare and whereabouts;
(f) Receive financial assistance or are repatriated;
(g) Receive emergency medical assistance;
(h) Are detained or arrested overseas;
(i) Seek or receive notarial, authentication, or judicial
assistance;
(j) Die overseas or are involved in the disposition of a
decedent's personal estate;
(k) Assert an interest in property abroad;
(l) Are living overseas and claim or receive federal benefits;
(m) Are involved in an international child custody dispute,
possible child abuse case, or child support enforcement proceeding;
(n) Vote in U.S. federal or state elections while living
overseas;
(o) Register with the U.S. Selective Service System while living
overseas;
(p) Are inquiring concerning an international adoption;
(q) Are American seamen who have inquired about seamen consular
services;
(r) Have sought or received benefits by virtue of having been
have hostage overseas or by virtue of their relationship with an
individual held hostage overseas.
Categories of records in the system:
Applications for passports and registration as U.S. Citizen;*
Consular Reports of Birth;* Certificates of Loss of Nationality of
the United States;* Reports of Death;* emergency medical and dietary
loan applications; repatriation loan applications; applications
forbenefits for hostages; seamen services records; welfare and
whereabouts records; federal benefits claims; property claims; arrest
cases; estate cases; judicial assistance cases; international
adoption cases; and child custody cases, including applications filed
under the Hague Convention on Internaitonal Child Abduction.
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*These records are eventually transferred from Overseas Citizens
Service Records, STATE-05, to Passport Records, STATE-26.
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These records may also include: Registration cards; interview
worksheets; fingerprint cards; documents of identity; affidavits of
identity; and various related forms not otherwise stated as well as
communications from U.S. embassies, U.S. consulates general,
consulates, federal, state and local government agencies, members of
Congress, officials of foreign Governments and courts or
organizations such as the Red Cross, subject of the record, attorneys
relatives and other interested parties.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the Overseas Citizens Records is used
primarily in the adjudication of claims relating to acquisition or
loss of U.S. citizenship; the protection and assistance of
individuals abroad; the assistance to individuals involved in child
custody; adoption and child support enforcement proceedings; and the
resolution of property, estate, and benefits claims arising under the
pertinent statutes. The routine uses for Passport Records, STATE-26,
apply to applications for passports and registration as U.S.
citizens, Consular Reports of Birth, Certificates of Loss of
Nationality of the United States, Reports of Death, and related
documentation. The principal users of this information outside the
Department of State are: Social Security Administration; Veterans
Affairs Department; Department of Health and Human Services; U.S.
Public Health Service; Office of Personnel Management; Railroad
Retirement Board; Treasury Department; Department of Loabor;
Department of Justice; Drug Enforcement Administration; Selective
Service; Department of Defense; Federal Aviation Administration; U.S.
Maritime Administration; Department of Commerce; Foreign Claims
Settlement Commission; Immogration and Naturalization Service; Secret
Service; Internal Revenue Service for the current addresses of
specifically identified taxpayers in connection with pending actions
to collect taxes accrued, examinations, and/or other related tax
activities; Foreign and domestic airlines when the information is
required for the purpose of notifying next-of-kin of the death,
injury or status of the individual to whom it pertains, or in
connection with a medical evaluation of the individual to whom it
pertains; Funeral homes in connection with the death abroad of
citizens of the U.S.; Members of Congress when the information is
requested on behalf of the individual to whom access is authorized
under these rules; Shipping companies when the information is
maintained pursuant to the Department's responsibility under Title 46
of the U.S. Code; Immediate families when the information is required
for the benefit of the subject by the individual's immediate family;
Private United States citizen wardens
designated by U.S. embassies and U.S. consulates general and
consulates to serve, primarily in emergency and evacuation
situations, as channels of communication with other Americans in the
local community; Attorneys when the individual to whom the
information pertains is the client of the attorney making the
request, or when the attorney is acting on behalf of some other
individual to whom access is authorized under these rules; the Red
Cross; State law enforcement agencies; including state prosecutors;
Foreign governments, embassies and consulates when the request for
information is made pursuant to customary international practice;
Private citizens whenever the individual to whom the information
pertains has authorized the Department in writing to release such
information; INTERPOL; National Center for Missing and Exploited
Children; Various central authorities of member countries of the
Hague International Child Abduction Convention; Contacts identified
by state governments to assist in implementation of the Hague
International Child Abduction Convention; Bar associations and legal
aid services to assist in facilitating operations under the Hague
International Child Abduction Convention; Local police in connection
with notification of next-of-kin and child custody disputes; Social
service agencies; and Parents involved in Hague International Child
Abduction cases. This information may also be released on a need-to-
know basis to other government agencies having statutory or other
lawful authority to maintain such information; information is made
available to routine users only for an established routine use. Also
see the ``Routine Uses'' paragraph of the Prefatory Statement
published in the Federal Register.
Authority for maintenance of the system:
(a) 8 U.S.C. 1401et seq (Adjudication of claim to U.S.
citizenship);
(b) 8 U.S.C. 1481, 1501 (Adjudication of possible loss of
nationality and preparation of Certificates of Loss of Nationality);
(c) 22 U.S.C. 211a, 212, 213, 217(a), 218 (Passport application
and issuance);
(d) 22 U.S.C. 2705 (Preparation of Consular Reports of Birth);
(e) 22 U.S.C. 1731 (Protection of naturalized U.S. citizens
abroad);
(f) 22 U.S.C. 2671(b)(2)(B) (Repatriation loan for destitute U.S.
citizens);
(g) 22 U.S.C. 2670(j) (Provision of emergency medical/dietary
assistance);
(h) 22 U.S.C. 2151n-1 (Assistance to arrested citizens)
(Repealed, but applicable to past records);
(i) 22 U.S.C. 4215, 4221 (Administration of oaths, affidavits, or
other notarial acts);
(j) 28 U.S.C. 1740, 1741 (Authentication of documents);
(k) 28 U.S.C. 1781-1783 (Judicial assistance to U.S. and foreign
courts);
(l) 22 U.S.C. 4196 (Notification of death; inventory of
decedents' effects);
(m) 22 U.S.C. 5502-5513 (Secs. 204-215) (Assistance in aviation
disasters abroad);
(n) 22 U.S.C. 4195, 4197 (Estates of deceased citizens);
(o) 22 U.S.C. 3904 (Assistance to to other agencies);
(p) 42 U.S.C. 402 (Old-age and survivors insurance benefits
payment);
(q) 50 App. U.S.C. 453, 454, Presidential Proclamation No. 4771,
July 2, 1980 (Selective Service registration);
(r) 42 U.S.C. 1973ff-1973ff-6 (Overseas absentee voting);
(s) 22 U.S.C. 4193, 4194, 4205-4207, 46 U.S.C. 10318 (Assistance
to shipping and seamen);
(t) 46 U.S.C. 10701-10705 (Responsibility for deceased seamen and
their effects);
(u) 42 U.S.C. 11601-11610, International Child Abduction; E.O.
12648, August 11, 1988, 53 FR 30637);
(v) Sec. 599C of Pub. L. 101-513 as amended (Claims to benefits
by virtue of hostage status.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
By individual name, passport number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation, and contractors have had
background investigations in accordance with the scope of their
contract. Access to the Department of State 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 records containing personal information are
maintained in secured file cabinets or in restricted areas access to
which is limited to authorized personnel. Access to computerized data
bases is password-protected and under the responsibility of the
system manager and persons who report to him or her. The system
manager has the capability of printing audit trails of access from
the electronic media, thereby permitting regular ad hoc monitoring of
computer usage.
Retention and disposal:
Retention of these records varies depending upon the specific
kind of record involved. They are 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 Freedom of Information, Privacy, and Classification Review,
Room 1239, Department of State, 2201 C Street, NW, Washington, DC
20520-1239.
System manager(s) and address:
Deputy Assistant Secretary for Overseas Citizens Services, Room
4800, Department of State, 2201 C Street, NW, Washington, DC 20520-
4818. At overseas locations, the on-site system manager is the Chief
of the Consular Section or another State Department employee with
responsibility for consular services as provided by the post in
question.
Notification procedure:
Individuals who have reason to believe that the Office of
Overseas Citizens Services might have records pertaining to
themselves should write to the Director, Office of Freedom of
Information, Privacy and Classification Review, Room 1239, Department
of State, 2201 C Street, NW, Washington, DC 20520-1239. The
individual must specify that he/she wishes the Overseas Citizens
Services 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 which may have
caused the creation of the record, including the location (city and
country); and the approximate dates which give the individual cause
to believe that Overseas Citizens Services has records pertaining to
him/her. A request to search Overseas Citizens Services Records,
STATE-05, will be treated also as a request to search Passport
Records, STATE-26, when it pertains to passport, registration,
citizenship, birth or death records transferred from STATE-05 to
STATE-26.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records; consular officers;
relatives; and interested federal, state and local agencies; and
officials of foreign governments and courts or organizations such as
the Red Cross.
Systems exempted from certain provisions of the act:
Certain records contained within this system of records are
exempted from 5 U.S.C. 522a(c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I) and (f). See Department of State Rules published in the Federal
Register.
STATE-06
System name: Coordinator for the Combatting of Terrorism
Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: American citizens
involved in terrorist incidents.
Categories of records in the system: Case files.
Authority for maintenance of the system: Presidential Memorandum
of September 25, 1972 establishing a Cabinet Committee to Combat
Terrorism and under it a Working Group.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: These records are
maintained to (1) help maintain an effective response to the
international terrorism problem; (2) use as guidelines in cases of
future terrorist incidents; and (3) answer correspondence of the
Department of State as may be required in the performance of their
official duties. The Office of the Coordinator of Combatting
Terrorism has contracted with the Rand Corporation a study of hostage
situations involving American and other officials. In the course of
the study, records were made available to Rand. The records may also
be used by other outside research contractors having the necessary
clearance for studies related to aspects of international terrorism.
The information may also be released to other government agencies
having statutory or other lawful authority to maintain such
information. Also see ``Routine Uses''paragraphs of Prefatory
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained,
in secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records is indefinite.
They are retired or destroyed in accordance with published schedules
of the Department of State. More specific information may be obtained
by writing the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address: Special Assistant to the Secretary
and Coordinator for Combatting Terrorism Room 5243A, Department of
State, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of the Coordinator for Combatting Terrorism might
have records pertaining to them should write to the Director, Foreign
Affairs Document and Reference Center, Room 1239, Department of
State, 2201 C Street NW, Washington, DC 20250. The individual must
specify that he/she wishes the records of the Office of the
Coordinator for Combatting Terrorism to be 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, which give the
individual cause to believe that the Office of the Coordinator for
the Combatting of Terrorism might have records pertaining to him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: Departmental personnel and medical
records; family, friends, colleagues of the individual; intelligence
agencies.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f). See
Department of State Rules published in the Federal Register.
STATE-07
System name: Cryptographic Clearance Records.
System location: Office of Communications, Room 6442, Department
of State, 2201 C Street NW, Washington, DC 20520.
Categories of individuals covered by the system: Employees of the
Department of State, Agency for International Development, U.S.
Information Agency, and the U.S. Arms Control and Disarmament Agency
who are eligible for cryptographic clearances as well as those who
have actually received crytographic clearance.
Categories of records in the system: Correspondence with the
Office of Security; position held by employee; date clearance
granted.
Authority for maintenance of the system: Executive Order 11652.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
contained in these records is used to protect the Office of
Communications' crytographic duties and to protect sensitive
information from unauthorized disclosure. Information relating to an
employee's eligibility for crytographic clearance is used only by the
Office of Communications and is not released outside the Department.
Information concerning an individual's cryptographic clearance is
maintained to protect the Office of Communications' cryptographic
duties. In addition, it is released to personnel of the Agency for
International Development, the U.S. Information Agency, and the U.S.
Arms Control and Disarmament Agency on a need to know basis only. Any
other release of information to other government agencies having a
statutory or other lawful authority to maintain such information is
made through the Office of Security. Also see ``Routine
Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: These records are retained indefinitely.
They are retired in accordance with published schedules of the
Department of State. More specific information may be obtained by
writing the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520.
System manager(s) and address: Chief, Communications Security
Division, Office of Communications, Room 6442, Department of State,
2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Communications Security Division might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Communications Security Division to be checked. At
a minimum, the individual must include: Name; date and place of
birth; current mailing address and zip code; signature; the
approximate dates of employment with the Department of State and the
nature of such employment.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director Foreign Affairs Document and Reference Center Reference
Center, (address above).
Contesting record procedures: (See above).
Record source categories: The individual; Office of Security of
the Department of State.
STATE-08
System name:
Educational and Cultural Exchange Program Records.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Categories of individuals covered by the system:
Applicants, recipients and prospective recipients of Educational
and Cultural Exchange grants and programs; members of the J. William
Fulbright Foreign Scholarship Board; and American Executive
Secretaries of Fulbright Foundations and Commissions.
Categories of records in the system:
Biographic information; project descriptions; evaluations of the
performances of former grantees; evaluations of performing artists
who may be potential grantees; copies of press releases; new
clippings; information related to the grant and related
correspondence; academic transcripts; letters of reference; ratings
by non-governmental panel members; insurance vouchers and cards;
medical clearance forms; travel itineraries; and confirmation
letters.
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); and 5 U.S.C. 301
(Management of the Department of State).
Purpose(s):
The information contained in the records of the Bureau of
Educational and Cultural Affairs (ECA) is collected and maintained
primarily to aid in the selection of individuals for educational and
cultural exchange grants and programs, and for the administration of
such grants and programs.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in the Educational and Cultural Exchange Program
Records is used:
--To develop statistics for use in the operation of the exchange
program;
--By relatives when the information is required for the benefit
of the subject;
--To select individuals for the programs;
--To provide information to the news media for promotion of the
Fulbright program and to confirm status of grantees);
--To disclose information to officials of foreign governments and
organizations in vetting the process and selection of participants;
--By peer review committees from cooperating agencies for the
ranking and rating process; and
--By ECA program officers for record keeping purposes.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 IRM
Programs and Services; Department of State; SA-2; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Assistant Secretary for Educational and Cultural Affairs;
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Educational and Cultural Affairs might have records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services; Department of State; SA-2; 515 22nd Street, NW; Washington,
DC 20522-6001. The individual must specify that he/she wishes the
Educational and Cultural Exchange Program Records to be checked. At a
minimum, the individual should include: name; date and place of
birth; social security number; current mailing address and zip code;
signature; a brief description of the circumstances that caused the
creation of the record, and the approximate dates which give the
individual cause to believe that the Bureau of Educational and
Cultural Affairs has records pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records, and from published
material and other reference sources.
Systems exempted from certain provisions of the act:
None.
STATE-09
System name: Equal Employment Opportunity Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Employees who
have filed formal or informal complaints alleging discrimination;
minority and women applicants for employment.
Categories of records in the system: Investigative reports;
employment applications; biographic information; employment
histories.
Authority for maintenance of the system: 42 U.S.C. 2000C;
Executive Order 11478.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information on
formal and informal complaints is made available only to personnel of
the Office of Equal Employment Opportunity and Departmental Counsel
to that office. Information on informal complaints and minority and
women applicants for employment is not made available to anyone
outside the Department of State. The principal users of the
information on formal complaints outside the Department of State are:
Civil Service Commission Complaints Examiner; Appeals Review Board;
U.S. District Court. The information may also be released to other
government agencies having statutory or other lawful authority to
maintain such information. Also see ``Routine Uses''paragraphs of
Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State have
undergone a thorough 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 records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel.
Retention and disposal: Retention of these records varies,
depending upon the specific kind of record involved. They are retired
or destroyed in accordance with published schedules of the Department
of State. More specific information may be obtained by writing the
Director, Foreign Affairs Document and Reference Center, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Deputy Assistant Secretary for
Equal Employment Opportunity, Room 4427, Department of State, 2201 C
Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Office of Equal Employment Opportunity might have records
pertaining to them should write to the Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify that he/
she wishes the records of the Office of Equal Employment Opportunity
to be checked. At a minimum, the individual must include: Name; date
and place of birth; current mailing address and zip code; signature;
the approximate date upon which the individual filed a formal or
informal complaint alleging discrimination or requested other
services from the Office of Equal Employment Opportunity.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; supervisors of the
individual; EEO counselors; EEO personnel; other employees or
individuals having knowledge of the facts involved in a complaint.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-10
System name: External Research Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Former and
current Bureau of Intelligence and Research consultants/experts;
individuals nominated to be Bureau of Intelligence and Research
consultants/experts; consultants/experts to other bureaus who have
been employed by the Bureau of Intelligence and Research; principal
investigators and action officers of government-supported research on
foreign affairs.
Categories of records in the system: Administrative materials;
career history; research papers by consultants/experts; information
on contract research projects carried out under government contracts
and grants; copies of form letters sent to authors requesting copies
of their research papers and their responses.
Authority for maintenance of the system: 22 U.S.C. 811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information in
this system is maintained in order to manage the consultant program
and other external research related activities. Information in this
system is used in the preparation of reports on work performed by
consultants/experts and in the preparation of periodic summaries of
financial commitments for approved projects. This information is also
used to insure that a consultant does not work more than the
statutory number of days allowed each service year. The principal
users of this information outside the Department of State are
academic institutions and other Bureau of Intelligence and Research
consultants/experts. The information may also be released to other
government agencies having statutory or other lawful authority to
maintain such information. The inventory of ``Government Supported
Research on Foreign Affairs''is published annually in five
unclassified volumes and one classifed volume. The unclassified
volumes are widely distributed throughout the United States
Government and to overseas posts. They are also available to private
individuals through the National Information Service, U.S. Department
of Commerce. The classified volume is distributed to U.S. Government
officials. ``Foreign Affairs Research Papers Available''is
distributed throughout the U.S. Government and is available to
private individuals through the U.S. Government Printing Office.
``Studies in Foreign Affairs: A Bibliography of Government-Supported
Research'' is an annual cumulative listing of classified and
unclassified studies resulting from government-sponsored research. It
is given limited distribution on a complimentary basis throughout the
U.S. government. Also see ``Routine Uses''paragraphs of Prefatory
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from one
to 5 years, depending upon the specific kind of record involved. They
are retired or destroyed in accordance with published schedules of
the Department of State. More specific information may be obtained by
writing the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520.
System manager(s) and address: Director, Bureau of Intelligence
and Research, Room 6531, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of External Research might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Office of External Research to be 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, which give the
individual cause to believe that the Office of External Research
might have records pertaining to him or her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; Office of External
Research of the Department of State; Office of Personnel of the
Department of State; educational institutions; office which employs
the consultant; payroll office of the Department of State.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d),(e)(1),(e)(4)(G), (H), and (I), and (f). See
Department of State rules published in the Federal Register.
STATE-11
System name:
Extradition Records.
Security classification:
Unclassified and classified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520; and
overseas at U.S. embassies, U.S. consulates-general and consulates.
Categories of individuals covered by the system:
Individuals charged with or convicted of an extraditable crime
who have fled from the United States and whose return is sought by
state or federal law enforcement agencies. Individuals charged with
or convicted of an extraditable crime who have been located in the
United States and whose return is sought by a foreign government.
Individuals charged with or convicted of a state or federal crime in
the United States whose return is sought by deportation or expulsion
when they have fled the United States for a foreign country.
Categories of records in the system:
Dossiers documenting U.S. and foreign extradition requests of
fugitives who are wanted for trial for, or who have been convicted
of, crimes committed within the jurisdiction of the United States or
foreign countries. Files may contain the following documents:
Correspondence between the Office of the Legal Adviser and the U.S.
Department of Justice, state and federal authorities in the U.S.,
courts of law, attorneys; copies of communications with Foreign
Service posts serving as intermediaries in the extradition process;
diplomatic correspondence to or from foreign governments; copies of
interagency and intra-agency electronic communications; file and
attorney notes; supporting documents such as copies of court records
of the legal proceedings, including, but not limited to, charging
documents such as complaints or indictments, warrants, judgments or
conviction records, prosecutor and investigative affidavits, witness
statements, applicable legal statutes; and identification
information, including photos, fingerprints and identification
numbers; committal documents, such as the extradition order,
affidavit of waiver, legal briefs and hearing transcript, decision
memo to the Secretary of State or to his or her Deputy, and the
surrender warrant.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State); 18 U.S.C.
3181-3196 (Extradition); 22 U.S.C. 2651a (Organization of the
Department of State); 22 U.S.C. 3904 (Foreign Relations and
Intercourse, Functions of the Foreign Service); 22 U.S.C. 3921
(Management of the Foreign Service); and the U.S. Constitution, Art.
VI, sec. 2 (Supremacy of the Constitution, Laws and Treaties).
Purpose(s):
The information contained in this system of records is collected
and maintained by the Office of the Legal Adviser, Law Enforcement
and Intelligence in the administration of its responsibility to
facilitate U.S. and foreign requests for fugitives subject to
extradition requests in accordance with international treaty
obligations.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used exclusively to obtain the
arrest and extradition of a fugitive who has committed a felony or
extraditable crime and who is the subject of an outstanding domestic
or foreign warrant of arrest. Extradition requests and documents are
sent to the U.S. Embassy or U.S. Consulate resident in the
appropriate countries for transmission to the foreign government,
including the foreign ministry and law enforcement agencies.
Extradition requests received by the U.S. Department of State from a
foreign government are transmitted to the U.S. Department of Justice.
Also see the ``Routine Uses'' Paragraph of the Prefatory
Statement published in the Federal Register and on our web site at
www.foia.state.gov.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Assistant Legal Adviser for Law Enforcement and Intelligence,
Office of the Legal Adviser; Room 5419; Department of State; 2201 C
Street, NW; Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Office of the
Legal Adviser, Law Enforcement and Intelligence might have records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001. The individual must specify that he/
she wishes the Extradition Records to be checked. At a minimum, the
individual should include: name; date and place of birth; current
mailing address and zip code; signature; and preferably his/her
social security number; and a brief description of the circumstances
that caused the creation of the record.
Record access procedures:
Individuals who wish to gain access to the records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services (address above).
Record source categories:
These records contain information obtained primarily from the
U.S. Department of Justice, federal and state law enforcement
agencies, state and federal courts, offices of the state and federal
prosecutors and similar foreign and diplomatic sources, and attorneys
representing the individual.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a (k)(1) and (k)(2) records contained
within this system of records are exempted from 5 U.S.C. 552a (c)(3),
(d), (e)(1), (e)(4)(G), (H), and (I), and (f).
STATE-12
System name: Foreign Service Employee Locator/Notification
Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Foreign Service
employees.
Categories of records in the system: Employee's name; current post
of assignment; Washington area address and telephone number; other
address in the U.S.; instructions for forwarding mail; names of
dependents; names of contacts for employees for emergency purposes.
Authority for maintenance of the system: 22 U.S.C. 811a, 821.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
in these files is used for the forwarding of employee's mail and for
the notification of next of kin in the event of an emergency or death
of an employee. The information may also be released to other
government agencies on a need-to-know basis. Also see ``Routine
Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: The card is maintained until the employee
updates it because of a change in address or assignment. The card is
destroyed 2 years after the employee retires or resigns.
System manager(s) and address: Chief, Foreign Service Lounge, Room
1252, Department of State, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Employees Service Center might have records pertaining to them
should write to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520. The individual must specify that he/she wishes the records
of the Employees Services Center to be checked. At a minimum, the
individual must include: Name; date and place of birth; current
mailing address and zip code; signature.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual.
STATE-13
System name: Foreign Service Grievance Board Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Foreign Service
personnel of the Department of State, the Agency for International
Development (AID) and the U.S. Information Agency (USIA) who have
filed a formal grievance with the Foreign Service Grievance Board.
Categories of records in the system: Case files.
Authority for maintenance of the system: 3 FAM 660.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: This system of
records is maintained in order to settle grievances presented by
employees against the agencies which employ them. No one other than
the individual grievant, his representative(s), if any, the
representative(s), of the Agency against whom the grievance has been
filed, and the Foreign Service Grievance Board may have access to the
records of proceedings. However, when the Secretary of State, the
Administrator of AID, or the Director of USIA are acting on a
recommendation by the Board concerning promotion, assignment, or
disciplinary action submitted under 3 FAM 667.3 only, the record will
be made available to them alone upon request. A copy of the official
record is provided to the appropriate court whenever a grievant files
a court suit over his or her grievance. Also see ``Routine
Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name; by log numbers.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: These records are retained indefinitely.
More specific information may be obtained by writing to the Director,
Foreign Affairs Document and Reference Center, Room 1239, Department
of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Executive Secretary, Foreign
Service Grievance Board, Room 3418A, Department of State, 2201 C
Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Foreign Service Grievance Board might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street, NW,
Washington DC 20520. The individual must specify that he/she wishes
the records of the Foreign Service Grievance Board to be checked. At
a minimum, the individual must include: Name; date and place of
birth; current mailing address and zip code; signature; the
approximate date upon which the individual filed a formal grievance
with the Foreign Service Grievance Board.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; the agency which employs
the individual.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-14
System name: Foreign Service Institute Records.
System location: The Foreign Service Institute, 1400 Key
Boulevard, Arlington, Virginia, 22209; Department of State Annex 15,
1800 N. Kent Street, Arlington, Virginia 22209.
Categories of individuals covered by the system: Individuals who
requested and/or received training from the Foreign Service
Institute; individuals who have studied at universities through the
Institute; individuals who have served as Diplomats in Residence at
universities or colleges; individuals who provide professional
services; applicants for employment with the Foreign Service
Institute.
Categories of records in the system: Biographic information;
employment and educational history; security clearance data; general
correspondence; travel vouchers.
Authority for maintenance of the system: Requests for training; 22
U.S.C. 1041-1047.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
in this system is maintained to ensure efficient operation of the
Institute and to enable Foreign Service and Civil Service employees
to further their formal education. The principal users of this
information outside the Department of State are: Universities who,
with the consent of the individual, receive copies of transcripts
contained in the files; new students who read former students'
comments on housing, living conditions, and courses at universities.
Data may be sent to other government agencies whose employees are
receiving training from the Foreign Service Institute. Information
may also be released to other government agencies having statutory or
other lawful authority to maintain such information. Also see
``Routine Uses'' paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name; by social security number.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from 3
to 35 years, depending upon the specific kind of record involved.
They are retired or destroyed in accordance with published schedules
of the Department of State. More specific information may be obtained
by writing to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address: The Director, Foreign Service
Institute, Room 1200, Department of State Annex 3, 1400 Key
Boulevard, Arlington, Virginia 22209.
Notification procedure: Individuals who have cause to believe that
the Foreign Service Institute might have records pertaining to them
should write to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520. The individual must specify that he/she wishes the records
of the Foreign Service Institute to be 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, which give the
individual cause to believe that the Foreign Service Institute might
have records pertaining to him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; Personnel Office of the
agency which employs the individual; educational institutions; Office
of Security of the Department of State.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H),and (I), and (f), See
Department of State rules published in the Federal Register.
STATE-15
System name: Intelligence and Research Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Employees,
contractors, consultants, and persons detailed to the Department of
State, the Arms Control and Disarmament Agency, and Agency for
International Development who have or have had any special
intelligence clearance.
Categories of records in the system: Clearances held by the
individual; information relevant to special intelligence clearances.
Authority for maintenance of the system: 18 U.S.C. 798; 22 U.S.C.
811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
is used to control access to several highly sensitive categories of
intelligence materials. The principal users of this information
outside the Department of State are: Central Intelligence Agency;
National Security Agency; Defense Intelligence Agency; Department of
Defense; Energy Resources Development Agency; Federal Bureau of
Investigation; Department of the Treasury; Arms Control and
Disarmament Agency; Agency for International Development. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: These records are retained permanently.
They are retired in accordance with published schedules of the
Department of State. More specific information may be obtained by
writing the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520.
System manager(s) and address: Director, Bureau of Intelligence
and Research, Room 6531, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Bureau of Intelligence and Research might have records
pertaining to them should write to the Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify that he/
she wishes the records of the Bureau of Intelligence and Research to
be 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, which give the individual cause to believe that the Bureau of
Intelligence and Research might have records pertaining to him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (Address
above).
Contesting record procedures: (See above).
Record source categories: The individual; Office of Security of
the Department of State.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-16
System name: International Conference Delegates Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Individuals
serving as members or staff of a U.S. delegation to an international
conference.
Categories of records in the system: Delegation reports;
delegation lists; credentials; temporary hire contracts and vouchers,
including position title, salary rate, period of time worked and the
conference for which the contract was let; funding information;
copies of travel orders; certifications of security clearances.
Authority for maintenance of the system: 22 U.S.C. 811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
provides material for reference research regarding credentials and
support requirements of particular delegations. The principal users
of this information outside the Department of State are: Department
of Justice; Civil Service Commission; Congress; the individual. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name only if the travel or temporary
contract was funded by ICC appropriation; by name, site, and date of
conference.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records is indefinite.
They are retired or destroyed in accordance with published schedules
of the Department of State. More specific information may be obtained
by writing to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address: Director, Office of International
Conferences, Room 1517, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Office of International Conferences might have records pertaining
to them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Office of International Conferences to be checked.
At a minimum, the individual must include: Name; date and place of
birth; current mailing address and zip code; signature; the name,
location, and approximate date of the conference to which the
individual was a member of the staff or delegation.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individuals; public media sources;
former employers; Members of Congress; Federal agencies.
STATE-17
System name: International Organizations Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520; Department of State Annex 2, 515 22nd Street
NW, Washington, DC 20037.
Categories of individuals covered by the system: Individuals
employed by or seeking employment with international organizations;
members of Congress who have written to the Department of State in
connection with international organization employment matters;
applicants for employment with international organizations processed
under Executive Order 10422; members of the U.S. National Commission
for UNESCO, past, present, and prospective.
Categories of records in the system: Biographic information;
resumes and/or employment application forms; letters of
recommendation and reference checks; letters of referral; related
communications and notes, including copies of letters from members of
Congress; letters from individuals; requests for E.O.10422 processing
and results.
Authority for maintenance of the system: Executive Order 10422
(Loyalty Clearance Program), entitled ``Prescribing Procedures for
Making Available to the Secretary General of the United Nations
Certain Information Concerning United States Citizens Employed or
Being Considered for Employment on the Secretariat of the United
Nations''; 5 U.S.C. 3343 and 3581-3582; Executive Order 11552
entitled ``Providing for Details and Transfers of Federal Employees
to International Organizations''.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Records of
individuals employed by or seeking employment with international
organizations are used to determine qualifications of candidates for
specific jobs with international organizations, to correspond with
Missions and Embassies concerning candidates, to correspond with the
individual candidates, or to respond to a Congressional inquiry.
Records on applicants for employment with international organizations
processed under Executive Order 10422 are used to process the Loyalty
Clearance request and to maintain a record of the clearance status.
Information from this system is used to notify international
organizations of the status and results of E.O. 10422 processing.
Copies of resumes or applications are referred to international
organizations, private foundations, and Federal agencies involved in
the recruitment of candidates. In addition, information contained in
these records is released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Magnetic computer media; hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from
zero to 10 years, depending upon the specific kind of record
involved. They are retired or destroyed in accordance with published
schedules of the Department of State. More specific information may
be obtained by writing to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520.
System manager(s) and address: Executive Director, Bureau of
International Organization Affairs, Room 6327, Department of State,
2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Bureau of International Organization Affairs might have records
pertaining to them should write to the Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify that he/
she wishes the records of the Bureau of International Organization
Affairs to be checked. At a minimum, the individual must include:
Name; date and place of birth; current mailing address and zip code;
signature.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; public media sources;
previous employers; professional associations and educational
institutions; international and nongovernmental organizations; other
federal agencies.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c) (3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-18
System name: Labor Attaches Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Labor attaches;
applicants to be labor attaches; former labor attaches.
Categories of records in the system: Personnel audit reports;
applications; resumes; correspondence related to appointment,
training, assignment, or transfer of labor attaches.
Authority for maintenance of the system: 22 U.S.C. 811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The principal
user of this information outside the Department of State is the
Department of Labor. This information may also be released to other
government agencies having statutory or other lawful authority to
maintain such information. Also see ``Routine Uses''paragraphs of
Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State have
undergone a thorough 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 records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel.
Retention and disposal: Retention of these records varies from 2
to 5 years, depending upon the specific kind of record involved. More
specific information may be obtained by writing the Director, Foreign
Affairs Document and Reference Center, Room 1239, Department of
State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Special Assistant to the Secretary
and Coordinator, International Labor Affairs, Room 4232, Department
of State, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Office of the Special Assistant and Coordinator, International
Labor Affairs might have records pertaining to them should write to
the Director, Foreign Affairs Document and Reference Center, Room
1239, Department of State, 2201 C Street NW, Washington, DC 20520.
The individual must specify that he/she wishes the records of the
Office of International Labor to be checked. At a minimum, the
individual must include: Name; date and place of birth; current
mailing address and zip code; signature; approximate dates during
which he/she was a labor attache or applied to be a labor attache.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; officers within the
Department of State; Department of Labor.
STATE-19
System name: Law of the Sea Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Members of
Congress; members of the Advisory Committee on the Law of the Sea.
Categories of records in the system: Correspondence to and from
members of Congress relating to the Law of the Sea and their
participation in the Executive Branch's Law of the Sea program;
information pertaining to security clearances for members of the
Advisory Committee on the Law of the Sea; articles written by members
of the Advisory Committee; correspondence received from members of
the Advisory Committee; administrative papers regarding travel
expenses and funding for members of the Advisory Committee.
Authority for maintenance of the system: The records have been
maintained by the Office of the Law of the Sea Negotiations since its
establishment in 1973, under the authority granted to the Deputy
Secretary of State by the National Security Council as Chairman of
the National Security Council Interagency Task Force on the Law of
the Sea.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The records are
maintained for the efficient handling of matters dealing with the Law
of the Sea. Information may be released to other government agencies
having statutory or other lawful authority to maintain such
information. Also see ``Routine Uses''paragraphs of Prefatory
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies
depending upon the specific kind of record involved. They are retired
or destroyed in accordance with published schedules of the Department
of State. More specific information may be obtained by writing to the
Director, Foreign Affairs Document and Reference Center, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Deputy Special Representative of
the President to the Law of the Sea Conference and Chairman of the
International Task Force on the Law of the Sea, Room 4321, Department
of State, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of Law of the Sea might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Office of the Law of the Sea to be checked. At a
minimum, the individual must include: Name; place and date of birth;
current mailing address and zip code; signature; a brief description
of the circumstances, including the approximate dates, which give the
individual reason to believe that the Office of the Law of the Sea
might have records pertaining to him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center, (address
above).
Contesting record procedures: See above.
Record source categories: The individual; offices within the
Department of State.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)((G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-20
System name:
Legal Adviser Attorney Employment Application Records.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
All attorney applicants for employment with the Office of the
Legal Adviser (including unsuccessful applicants).
Categories of record in the system:
All categories of records may include identifying information,
such as but not limited to, name, date of birth, home address,
mailing and e-mail addresses, social security number, and home
telephone number. The recruitment and employment files may contain
any of the following documents as well as related documents not
otherwise stated: resumes, interview opinions, letters of
recommendation, applicant's writing samples, college transcripts,
academic/professional references, and applications for Federal
employment and associated attachments.
Authority for maintenance of the system:
5 CFR 213.3102(d)&(e)(Excepted service attorney positions); 5 CFR
213.3202(a)(Excepted service student positions); 5 U.S.C. 301
(Management of the Department of State); 22 U.S.C. 2581 (General
Authority of Secretary of State); and 22 U.S.C. 2651a (Organization
of the Department of State).
Purpose(s):
The information contained in this system of records is collected
and maintained by the Office of the Legal Adviser in order to fulfill
its limited delegation of authority from the Bureau of Human
Resources to facilitate the recruiting, processing and appointing of
attorneys in the Office of the Legal Adviser.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The information in the Legal Adviser Attorney Employment
Application Records is used primarily to fill vacancies in the Office
of the Legal Adviser. Information contained in the files is used:
By the Bureau's Attorney Recruitment Committee and
Executive Office Staff to screen and evaluate potential candidates;
By the selecting official(s) for possible consideration
and assessment; and
By the Bureau of Human Resources to eventually complete
the employment processing of selectees.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register and on our web site at
www.foia.state.gov.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Electronic media and hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
of State 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 records
containing personal information are maintained in secured file
cabinets or 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.
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 records 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 IRM Programs and Services; Department of State; SA-2; 515
22nd Street, NW; Washington, DC 20522-6001.
System manager(s) and address:
Executive Director; Office of the Legal Adviser; Department of
State; 2201 C Street, NW; Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Office of the
Legal Adviser might have records pertaining to themselves should
write to the Director, Office of IRM Programs and Services;
Department of State; SA-2; 515 22nd Street; NW; Washington, DC 20222-
6001. The individual must specify that he/she wishes the Legal
Adviser Attorney Employment Application Records 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 on which he/she applied for employment with the Office of the
Legal Adviser.
Records access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records, the Bureau of Human
Resources, educational institutions, the Office of the Legal Adviser,
and the references provided by the applicant.
System exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(k)(5), certain records contained within
this system of records are exempted from 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f).
STATE-21
System name: Legal Case Management Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520; Department of Justice, Washington, DC 20530,
and its ancillary U.S. Attorney's offices.
Categories of individuals covered by the system: Individuals who
have filed administrative grievances and Equal Employment Opportunity
complaints; individuals involved in disciplinary proceedings;
individuals involved in alleged criminal activity or activity in
violation of regulations; individuals who have sued the Department of
State or any officials, or who have raised administrative and
management questions which require legal analysis.
Categories of records in the system: Employment histories;
summaries of circumstances surrounding grievances, Equal Employment
Opportunity complaints, litigation, or disciplinary proceedings;
internal memoranda; copies of indictments and charges; criminal
records and reports of investigations; supporting documentation for a
case against an individual; related correspondence.
Authority for maintenance of the system: 5 U.S.C. 301; 22 U.S.C.
811a, 842, 846.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information in
the Legal Adviser's Name Case Management Records is used to provide
legal advice and opinion to the offices of the Department of State.
The principal users of this information outside the Department of
State are: The Department of Justice and the General Accounting
Office. The information may also be released to other government
agencies having statutory or other lawful authority to maintain such
information. Also see ``Routine Uses' paragraphs of Prefatory
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies
depending upon the specific kind of record involved. They are retired
or destroyed in accordance with published schedules of the Department
of State. More specific information may be obtained by writing the
Director, Foreign Affairs Document and Reference Center, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Executive Director, Office of the
Legal Adviser, Room 6421, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of the Legal Adviser might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Office of the Legal Adviser to be checked. At a
minimum, the individual must include: Name; date and place of birth;
present mailing address and zip code; signature; brief description of
the circumstances, including the approximate dates, which give the
individual cause to believe that the Office of the Legal Adviser
might have records pertaining to him or her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to them should write to the Director,
Foreign Affairs Document and Reference Center (address above).
Contesting record procedures: (See above).
Record source categories: The individual; offices of the
Department of State which are clients of the Office of the Legal
Adviser; other government agencies, particularly the Department of
Justice; previous employers; neighbors; security investigation
reports; other employees or individuals having knowledge of the issue
about which a legal opinion is requested.
STATE--22
System name:
Records of the Bureau of Public Affairs.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW., Washington, DC 20520 and
Annex 1; 2401 E Street, NW., Washington, DC 20037.
Categories of individuals covered by the system:
Media representatives* who: Request interviews with the Secretary
of State and Department Principals, or other inquiries; have been
contacted for media events, interviews, occasions, invitations,
travel opportunities or placement of articles; apply to accompany the
Secretary of State on official travel; request a building pass for
regular access to the Department of State (correspondents,
technicians, and/or producers); request information from a press
officer on a specific topic;
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*Media Representatives may include anyone who works for a
newspaper, magazine, radio or television station, wire service, or
any other form of media.
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Individuals on the mailing list for the Secretary's speeches;
Individuals who request the Secretary or a Department Principal
to accept a speaking engagement, accept an honor, attend a function,
or request information about the Department and its policies, etc.;
Representatives of nongovernmental organizations throughout the
U.S. (business, think tanks, media, ethnic, foreign affairs,
educational, environmental);
State and local government officials (e.g. governors and mayors),
state economic development staff, and representatives of
intergovernmental organizations (state/local entities);
State Department employees who have authorized the Bureau of
Public Affairs to place articles about their achievements in hometown
newspapers or have been interviewed by the media;
Present and past Secretaries of State (foreign travel);
Present and past Principal officers and Chiefs of Mission
(assignment history); and
Department Principals, officers and ambassadors who perform
domestic speaking/media engagements.
Categories of records in the system:
The Public Affairs Communication Electronically (PACE) database
is comprised of several tracking systems. Records may be automated
and/or hard copy. Those subject to the Privacy Act are listed below.
Automated and hard copy records usually contain names, titles,
addresses, organizations, telephone/fax/internet numbers and, when
necessary for travel documents, date of birth and Social Security
numbers of individuals covered by the system of records; previously
published and recently automated listings of all present and past
Secretaries of State's foreign travel including dates, places visited
and purpose of trip; previously published and recently automated
listings of all present and past Principal officers' and Chiefs of
Missions' assignment history, years of birth and death, and state of
residency; biographies of Department Principals, officers and
ambassadors who perform domestic speaking engagements; completed
Applications for Department of State Building Pass (DSP-97); copies
of Press Office memoranda to Diplomatic Security requesting issuance
of a building pass for a media representative; correspondents'
inquiries; correspondence, E-mail messages and facsimilies from a
media organization requesting a building pass for an employee;
correspondence, E-mail messages and facsimilies from an embassy
endorsing/requesting access to the Department of State for a specific
media representative; information about travel requests and trips
applied for and/or taken; copies of interview tapes of media
representatives' previous work and transcripts of the interview;
information on domestic speaking engagements, radio, television and
newspaper interviews, and organizations involved; press releases;
event schedules, comments and follow-up information; E-mail,
facsimiles and copies of logistical and administrative arrangements
for media representatives who accompany the Secretary of State on
trips; a list of local media organizations; information about
specific State Department employees who authorized the Department to
use information for publishing information/stories about them and
text or comments on the story itself; dates and places of speaking
engagements by the Secretary, Principals, and U.S. Ambassadors and
Department officers along with topics covered, media status and
audience size and composition; and information about invitations sent
to the Secretary, Deputy Secretary and Under Secretaries including
the name/organization of the requester, internal control number,
assigned action office and status.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of Executive agencies) and 22 U.S.C.
2651a (Organization of the Department of State); 22 U.S.C. 3921
(Management of the service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the Records of the Bureau of Public Affairs is
used:
--To contact members of the media to inform them about specific
events (briefings), occasions, invitations, travel opportunities, and
status of requests for building access;
--To track the progress of media events, placement of stores
and as a reference for future use;
--To generate reports on the status of events and number of
events, e.g., by category/topic/geographic area;
--To respond to media representatives' inquiries on specific
topics;
--To respond to inquiries on specific topics from the general
public;
--To provide the Department Spokesman with information
regarding the main issues of interest to media representatives and
the public;
--To prepare briefing materials for interviewees;
--To generate reports on previous interviews by organization,
journalist and subject;
--To prepare interview and briefing memoranda for the Secretary
of State for subsequent events;
--To provide the Public Affairs Bureau managers, appropriate
bureaus and posts abroad with information to facilitate travel
arrangements and to advise those selected and their organizations of
the itinerary, etc.;
--To coordinate the processing of applications for media
representatives for a building pass for regular access to the
Department and to prepare reports listing the members of the media/
organization who have been issued building passes;
--To promote the Department of State and its role in government
to the American public;
--To aid/assist the general public in its understanding of U.S.
foreign policy;
--To record trends of public opinions about foreign policy by
geographic regions, ethnic groups, and political groups;
--To respond to requests from the public regarding past travel
of a particular Secretary of State;
--To respond to requests from Bureaus within the Department
such as desk officers, Protocol and other appropriate offices when
information regarding travel of the Secretary of State is necessary
in carrying out their responsibilities;
--To build invitation lists for briefings and conferences in
the Department;
--To maintain internal reporting and tracking of domestic
speaking appearances by Department Principals, officers and
ambassadors; and
--For billing purposes for travel expenses to organizations
requesting speakers.
This information may be shared with other foreign affairs
agencies such as the Departments of Commerce and Defense and the
National Security Council. Also see ``Routine Uses'' paragraph of the
Prefatory Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Computer media, hard copy.
Retrievability:
By individual name, organization name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 specified
information may be obtained by writing to the Acting Director, Office
of Information Resources Management Programs and Services; Room 1239;
Department of State; 2201 C Street, NW; Washington, DC 20520-1239.
System manager(s) and address:
Deputy Assistant Secretary for Public Affairs and Deputy
Spokesman, Bureau of Public Affairs; Room 6800; Department of State;
2201 C Street, NW; Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of Public
Affairs has records pertaining to themselves should write to the
Acting Director, Office of Information Resources Management Programs
and Services; Room 1239; Department of State; 2201 C Street, NW;
Washington, DC 20520-1239. The individual must specify that he/she
wishes the Records of the Bureau of Public Affairs be checked. At a
minimum, the individual must include: name; date and place of birth;
current mailing address and zip code; name of his/her employing
agency and dates of assignment; a description of the circumstances
which may have caused the creation of the record; and signature.
Record access procedures:
Individuals who wish to gain access or amend records pertaining
to themselves should write to the Acting Director, Office of
Information Resources Management Programs and Services (address
above).
Record source categories:
These records contain information obtained directly from: the
individual who is the subject of these records, the agency or
organization that the individual represents, published directories
and/or other Bureaus in the Department.
Systems exempted from certain provisions of the act:
None.
STATE-23
System name:
Records of the Domestic Accounts Receivable Tracking System.
Security classification:
Unclassified and classified.
System location:
Department of State, Annex 15; 1800 N. Kent Street; Arlington, VA
22209.
Categories of individuals covered by the system:
Employees of the Department of State, employees of other federal
agencies, private U.S. citizens, and other individuals who have
incurred a debt to the Department of State or the U.S. Government.
Examples may include but are not limited to repatriation loans,
emergency medical/dietary assistance loans, employee medical
services, salary advances, and travel advances.
Categories of records in the system:
Documentation and related correspondence regarding the incurrence
of a debt, which may include, but are not limited to the following:
Fiscal irregularity accounts, installment and promissory agreements,
repatriation loan applications, emergency medical/dietary assistance
loan applications, transmittals from the Office of Medical Services
regarding employee medical services and insurance reimbursement to
the Department, salary advances, travel advances, unused tickets, and
other debtor accounts submitted to the Department of State by other
federal agencies for collection action.
Authority for maintenance of the system:
22 U.S.C. 2651a (Organization of the Department of State); 22
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the
Department of State); 31 U.S.C. 3701-3720A (Claims of the United
States Government).
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used for aging, reviewing,
collecting and updating the individual accounts of debts owed to the
Department of State or the U.S. Government, in accordance with the
Debt Collection Improvement Act of 1996. The principal user of this
information outside the Department of State is the Department of
Treasury for administrative offset collection. Also see the ``Routine
Uses'' paragraph of the Prefatory Statement published in the Federal
Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name, Social Security Number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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. Access to Annex 15 has security
access controls (code entrances) and/or security alarm systems. All
records containing personal information are maintained in secured
file cabinets or 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.
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 Resources Management Programs and Services, Room 1239,
Department of State; 2201 C Street, NW, Washington, DC 20520-1512.
System manager(s) and address:
Managing Director, Domestic Financial Services Directorate, Room
6604D, Department of State, Annex 15, 1800 N. Kent Street, Arlington,
VA 22209.
Notification procedure:
Individuals who have reason to believe that the Domestic
Financial Services Directorate might have records pertaining to
themselves should write to the Director; Office of Information
Resources Management Programs and Services, Room 1239, Department of
State, 2201 C Street, NW, Washington, DC 20520-1512. The individual
must specify that he/she wishes the Records of the Domestic Accounts
Receivable Tracking System to be checked. At a minimum, the
individual should include: Name; date and place of birth; Social
Security Number; current mailing address and zip code; signature; a
brief description of the circumstances that caused the creation of
the record, (including the city and/or country); and the approximate
dates which give the individual cause to believe that the Domestic
Financial Services Directorate has records pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of
Information Resources Management Programs and Services (address
above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records.
Systems exempted from certain provisions of the act:
None.
STATE-24
System name: Medical Records.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520 and
Health Units at Overseas Posts.
Categories of individuals covered by the system:
Employees and dependents of the Department of State, the Agency
for International Development, the U.S. Information Agency, ACTION,
and other agencies under the Medical Program.
Categories of records in the system:
Reports of medical examinations and related documents; reports of
treatments and other health services rendered to individuals;
narrative summaries of hospital treatments; personal medical
histories; reports of on-the-job injuries or illnesses; employee
assignment histories; and reports on medical evacuation.
Authority for maintenance of the system:
22 U.S.C. 911, 912; 22 U.S.C. 1156-1159; 42 U.S.C. 4561; 21
U.S.C. 1180; 22 U.S.C. 3926; 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information contained in these records is used to effectively
administer the Department of State's medical program. These records
are utilized and reviewed by medical and administrative personnel of
the Office of Medical services on a need-to-know basis in normal day-
to-day operations. These Medical files are not available to other
offices in the Department of State, the Agency for International
Development, the U.S. Information Agency, ACTION, or other
participating agencies. Records are released only with the written
permission of the subject individual to private physicians,
hospitals, legal representatives, congressional representatives, and
others under the premise of the ``Prudent Physician Rule.'' Also see
``Routine Uses'' paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy, microfiche; and computer media.
Retrievability:
By individual name.
Safeguards:
All employees of the Department of State 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 records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel.
Retention and disposal:
Retention of these records varies depending upon the specific
kind of record involved. They are retired or destroyed in accordance
with published schedules of the Department of State. More specific
information may be obtained by writing the Information and Privacy
Coordinator, Room 1239, Department of State, 2201 C Street, NW,
Washington, DC 20520.
System manager(s) and address:
Executive Officer, Medical Services, Room 2909, Department of
State, 2201 C Street, NW, Washington, DC 20520.
Notification procedure:
Individuals who have cause to believe that the Office of Medical
Services might have records pertaining to them should write to the
Information and Privacy Coordinator, Room 1239, Department of State,
2201 C Street, NW, Washington, DC 20520. The individual must specify
that she/he wishes the records of the Office of Medical Services to
be checked. At a minimum, the individual must include: Name; date and
place of birth; current mailing address and zip code; signature; the
agency served by the medical program with which the individual was or
is an employee or a dependent, and the approximate dates of such
employment or dependency.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to them should write to the Information and Privacy
Coordinator (Address above).
Contesting record procedures:
(See above).
Record source categories:
The individual; hospitals; clinics; private physicians, medical
professionals employed by the Department of State.
STATE-25
System name: Overseas Records.
System location: United States Embassies, Consulates, and Missions
overseas.
A list of overseas posts can be obtained by writing to the
Director, Foreign Affairs Document and Reference Center, Department
of State, 2201 C Street, NW, Washington, DC 20520.
Categories of individuals covered by the system: U.S. Government
employees assigned to the post; individuals seeking or obtaining
consular or passport services; individuals living or visiting abroad
who have registered their place of residence at the embassy or
consulate; businessmen who have had official contacts with embassy
economic and commerical sections; seamen; persons who are overseas on
U.S. cultural or educational grants; individuals working overseas
under U.S. government contracts; officials of Federal, state, or
local governments, members of their staff or delegation travelling
overseas on official business; individuals involved in the
discussion, establishment, execution, or definition of United States
foreign policy; military personnel; Members of legislative or
judicial branches of government; individuals employed by or seeking
employment with international organizations.
Categories of records in the system: The categories of records
maintained in the overseas records system are primarily information
of working copies of records already on file at the Department of
State and are described in the other system notices published in this
issue of the Federal Register. Among those categories of records
maintained at the Department's overseas establishments which may not
be on file in the Department of State are:
1. Consular records used in the protection and assistance of
individuals abroad including;
a. Address registration lists of U.S. citizens visiting or
residing overseas;
b. Visa applications;
c. Educational and Cultural Grantee Records;
d. Assistance to Americans Records;
2. Administrative records including;
a. Travel Records;
b. Shipment, importation, licensing, registration and sale of
property records;
c. Customs duties records;
d. Change of address records;
e. Blood donor lists;
f. Bad check records;
g. Accommodations exchange records;
h. Personnel locator records;
i. Individual work order requests;
j. Time and attendence cards;
k. W-2 forms;
l. Employment applications and related data;
m. Post diplomatic personnel lists;
n. Post administrators and technical personnel list;
o. Visual identification records;
p. Marriage records;
q. Allowance records;
r. General properties inventory records;
s. Commissary records;
t. Protection of property files (complaints regarding damage to
and seizure of property);
u. Restitution claims records;
v. Headstone records;
3. Commercial records including;
a. Procurement/Contract records;
b. Registration lists of U.S. businessmen;
c. Trade promotion records;
d. Trade complaint records;
e. Lists of American attorneys abroad;
f. Trust fund records;
4. Political records including;
a. Congressional delegation and important visitor recorders;
b. Registration cards for refugee and migration programs;
c. Mutual security records;
5. Ambassadorial records including;
a. Host government requests for jurisdiction in legal matters
involving U.S.;
b. Records involving other legal matters (deportation, letters
rogatory, subpoenas);
c. Clemency records;
d. Selective Service records;
Authority for maintenance of the system: The authorities for
maintaining this record system are the following: 8 USC 1101-1503;
Status of Forces Agreements; 28 USC 1781-1784; 50 App. USC 543;
Presidential Proclamation 4313, September 16, 1974; 22 USC 501, 811a,
1131-1159, 1431, 1621-1643, 2054-2057, 2451-2458, 2601-2605.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: These correspond
to the ``Routine Uses'' appearing in the other system notices
appearing in this issue of the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy, microfilm, magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State and of
overseas posts have undergone a background security investigation.
All records containing personal information are maintained in secured
file cabinets or in restricted areas, access to which is limited to
authorized personnel. All records containing personal information on
a computerized data base are accessible only through computer media
under Department of State jurisdiction and placed in restricted areas
access to which is limited to authorized personnel. Access to
computerized files is password protected and under the direct
responsibility of the system manager. The system manager has the
capability of printing audit trails of access from the computer media
thereby permitting regular or ad hoc monitoring of computer usage.
Retention and disposal: These records are retired or destroyed in
accordance with published schedules of the Department of State. More
specific information may be obtained by writing the Director, Foreign
Affairs Document and Reference Center, Room 1239, Department of
State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: The ambasssador, principal officer,
deputy principal officer, or consular officer at each overseas post.
Notification procedure: Individuals who have reason to believe
that an Overseas Record System might have information pertaining to
them should write to the Chief, Privacy Staff, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify which
embassy, consulate, or mission, he/she wishes to be checked. Or, the
individual may contact the verseas post(s) directly. At a minimum,
the individual must include: Name; date and place of birth; current
mailing address and zip code; signature; the specific post which the
individual believes might have a record of him/her; the approximate
dates when the record might have been created; a brief description of
the circumstances which would have led to the creation of a record.
Examples of the kinds of information which would assist the
Department of State in determining whether or not an overseas record
system contains a record on an individual are: The individual's
approximate dates of travel or residency in a foreign country or the
approximate dates and nature of an individual's contact with a U.S.
diplomatic or consular post.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to them should write to the specific
overseas post or to the Chief, Privacy Staff, Foreign Affairs
Document and Reference Center (address above). Access to routine
unclassified administrative records may be granted at the overseas
establishment. Requests involving other records will be referred to
the Chief, Privacy Staff, Foreign Affairs Document and Reference
Center (address above).
Contesting record procedures: (See above).
Record source categories: These correspond to the ``Sources''
described in the other system notices appearing in this issue of the
Federal Register.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f). See
Department of State rules published in the Federal Register.
STATE-26
System name:
Passport Records.
Security classification:
Classified.
System location:
Department of State, Passport Services, Annex 17, 1111 19th
Street, NW, Washington, DC 20522-1705.
Categories of individuals covered by the system:
(a) Individuals who have applied for the issuance, amendment,
extension or renewal of U.S. passports;
(b) Individuals who have been issued U.S. passports or had
passports amended, extended, renewed, limited, revoked or denied;
(c) Individuals who have applied to have births overseas reported
as births of U.S. citizens overseas;
(d) Individuals for whom Consular Reports of Birth Abroad of U.S.
citizens or Certifications of Birth have been issued;
(e) Individuals who have applied at American Diplomatic or
Consular posts for registration and have so registered;
(f) Individuals who have been issued Certificates of Identity or
Cards of Registration and Identity as U.S. citizens;
(g) Individuals for whom the Department of State has issued
Certificates of Loss of Nationality of the United States;
(h) Individuals who have applied at American Diplomatic or
Consular Posts for issuance of Certificates of Witness to Marriage,
and, individuals who have been issued Certificates of Witness to
Marriage;
(i) Deceased individuals for whom a Report of Death of an
American Citizen Abroad has been obtained;
(j) Individuals who although U.S. citizens are not or may not be
entitled under passport laws and regulations to the issuance or
possession of U.S. passports or other documentation or service;
(k) Individuals whose previous passport records must be reviewed
before further action can be taken;
(l) Individuals who requested passport records under FOIA or the
Privacy Act, whether successful or not;
(m) Individuals who have corresponded with Passport Services
concerning various aspects of the issuance or denial of U.S.
passports.
Categories of records in the system:
Applications for passports, or applications for amendment,
extension or renewal of passports; applications for registration at
American Diplomatic and Consular Posts as U.S. citizens or for
issuance of Certificates of Identity or Cards of Identity and
Registration as U.S. Citizens; Consular Reports of Birth Abroad of
United States citizens; Certificates of Witness to Marriage;
Certificates of Loss of United States Nationality; Certificates of
Expatriation; Oaths of Repatriation; and Reports of Death of an
American Citizen Abroad. Names of persons who have applied for, been
issued passports or related facilities; and, to the extent not
included in the Application for Vital Records or other category of
records maintained by this agency; the names of persons who have been
issued Consular Reports of Birth; Certificates of Birth; Consular
Certificates of Repatriation; Certificates of Witness to Marriage;
Certificates of Loss of United States Nationality; Reports of Death
of an American Citizen Abroad; or been registered or issued
Certificates of Identity or Cards of Identity and Registration as
U.S. citizens; Lookout files which identify those persons whose cases
require other than routine examination or action; Miscellaneous
materials--those documents/records maintained separately, if not in
the application, including but not limited to: Investigatory reports
compiled in connection with granting or denying passport and related
services or prosecuting violations of passport criminal statutes;
transcripts and opinions on administrative hearings, appeals and
civil actions in federal courts; legal briefs, memoranda, judicial
orders and opinions arising from administrative determinations
relating to passports and citizenship; birth and baptismal
certificates; court orders; arrest warrants; medical, personal and
financial reports; affidavits; inter-agency and intra-agency
memoranda, telegrams, letters and other miscellaneous correspondence;
an electronic index of all passport application records created since
1978 and some passport application records created between 1962 and
1978; a currently expanding electronic index of Department of State
Reports of Birth of American Citizens abroad which will eventually
include all such documents.
Authority for maintenance of the system:
(a) 8 U.S.C. 1401-1503 (Acquisition and Loss of U.S.
Citizenship's Use of U.S. Passports);
(b) 18 U.S.C. 911, 1001, 1541 thru 1546
(c) 22 U.S.C. 211a thru 218, 1172 (now repealed), 2658, 2662,
2705: Executive Order 11295, August 5, 1966, 31 FR 10603; (Authority
of the Secretary of State in granting and issuing U.S. passports);
(d) 8 U.S.C. 1185 (Travel documentation of Citizens).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information maintained in the Passport Services records is
used to establish the U.S. citizenship and identity of persons for a
variety of legal purposes including, but not limited to the
adjudication of passport applications and requests for related
services, social security benefits, employment applications, estate
settlements and federal and state law enforcement investigations. The
principal users of this information outside the Department of State
are: Internal Revenue Service for the current addresses of
specifically identified taxpayers in connection with pending actions
to collect taxes accrued, examinations, and/or other related tax
activities; Foreign governments, to permit such governments to
fulfill passport control and immigration duties; Federal, state,
local or other agencies having information on an individual's
history, nationality or identity; to the extent necessary to obtain
information from these agencies relevant to adjudicating an
application for a passport or related service or where there is
reason to believe that an individual has applied for or is in
possession of a U.S. passport fraudulently or has violated the law;
Immediate families when the information is required by the
individual's immediate family and may be released consistent with the
Privacy Act and/or the Freedom of Information Act; Private U.S.
citizen ``wardens'' designated by U.S. embassies and consulates to
serve, primarily in emergency and evacuation situations, as channels
of communication with other U.S. citizens in the local community;
Attorneys when the individual to whom the information pertains is the
client of the attorney making the request; Members of Congress when
the information is requested on behalf of the individual to whom
access is authorized under these rules. This information may also be
released on a need-to-know basis to other government agencies having
statutory or other lawful authority to maintain such information;
information is made available to routine users only for an
established routine use. Also see the ``Routine Uses'' paragraph of
the Prefatory Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy, electronic media.
Retrievability:
By individual name or passport number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation and contractors have
background investigations in accordance with their contracts. Access
to the Department of State 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. Access
to passport office annexes have security access controls (code
entrances) and/or security alarm systems. All records containing
personal information are maintained in secured file cabinets or in
restricted areas access to which is limited to authorized personnel.
Access to computerized data bases is password-protected and under the
responsibility of the system manager and persons who report to him or
her. The system manager has the capability of printing audit trails
of access from the electronic media, thereby permitting regular ad
hoc monitoring of computer usage.
Retention and disposal:
Retention of these records varies depending upon the specific
record involved. They are 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
Freedom of Information, Privacy and Classification Review, Room 1239,
Department of State, 2201 C Street, NW., Washington, DC 20520-1239.
System manager(s) and address:
Deputy Assistant Secretary of State for Passport Services, Room
5807; Department of State; 2201 C Street, NW., Washington, DC 20520-
4818.
Notification procedure:
Individuals who have reason to believe that Passport Services
might have records pertaining to themselves should write to the
Director, Office of Freedom of Information, Privacy and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW., Washington, DC 20520-1239. The individual must specify that he/
she wishes the Passport Services records checked. At a minimum, the
individual must include: Name, date and place of birth, current
mailing address, zip code, signature and passport number if known. A
request to search Passport Records, STATE-26, will be treated also as
a request to search Overseas Citizens Services Records, STATE-05,
when it pertains to passport, registration, citizenship, birth or
death records transferred from STATE-05 to STATE-26.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records; law enforcement
agencies; investigative intelligence sources, investigative security
sources and officials of foreign governments.
Systems exempted from certain provisions of the act:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552(a), (c)(3), (d), (e)(1), (e)(4) (G), (H),
and (I) and (f). See Department of State Rules published in the
Federal Register.
STATE-27
System name: Personal Property Claims.
System location: Department of State Annex 2, 515 22nd Street NW,
Washington, DC 20037.
Categories of individuals covered by the system: Employees of the
Department of State, the Agency for International Development, and
the United States Information Agency, who have filed claims for loss
of personal property.
Categories of records in the system: Claims; determinations of
claims.
Authority for maintenance of the system: 31 U.S.C. 240-242.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: This information
is used to settle claims for loss of personal property. The principal
users of this information outside the Department of State are the
Agency for International Development and the United States
Information Agency. Information is released to these agencies when
the individual who makes the claim is employed by such agency. This
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses' paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Generally these records are retained for 2
years. They are retired or destroyed in accordance with published
schedules of the Department of State. More specific information may
be obtained by writing the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520.
System manager(s) and address: Chief, Evacuation and Relocation
Staff, Room 1890, Department of State, 2201 C Street NW, Washington,
DC 20520.
Notification procedure: Individuals who have reason to believe
that the Office of Personal Property Claims might have records
pertaining to them should write to the Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify that he/
she wishes the records of the Office of Personal Property Claims to
be checked. At a minimum, the individual must include: Name; date and
place of birth; current mailing address and zip code; signature; the
approximate date of the claim.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; personnel of the
Department of State; insurance companies.
STATE-28
System name: Personality Cross-Reference Index to the
Secretariat Automated Data Index.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Government
officials; members of Congress; business, academic, and public
persons.
Categories of records in the system: Political-military
information; intelligence; medical information; legal information;
personnel matters connected with the Secretary's legal
responsibilities; political information; foreign economic policy
information; intra-office organization matters.
Authority for maintenance of the system: 22 U.S.C. 811a; 44 U.S.C.
3101-3107; Executive Order 11652.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: These records are
used as working or reference files by principal officers of the
Department of State in making decisions. The principal users of this
information outside the Department of State are the White House and
the National Security Council. The information may also be released
to other government agencies having statutory or other lawful
authority to maintain such information. Also see ``Routine Uses'
paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Magnetic computer media; hard copy; microform.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from 1
to 20 years, depending upon the specific kind of record involved.
They are retired or destroyed in accordance with published schedules
of the Department of State. More specific information may be obtained
by writing the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address: Director, Information Management
Section, Room 7241, Department of State, 2201 C Street NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Personality Cross-Reference Index to the Secretariat
Automated Data Index might have records pertaining to them should
write to the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520. The individual must specify that he/she wishes the records of
the Personality Cross-Reference Index to the Secretariat Automated
Data Index to be checked. At a minimum, the individual must include:
Name; date and place of birth; current mailing address and zip code;
signature; a brief discription of the circumstances, including the
approximate dates, which give the individual reason to believe that
the Personality Cross-Reference Index to the Secretariat Automated
Data Index might have records pertaining to him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center, (address
above).
Contesting record procedures: (See above).
Record source categories: Individual; Government agencies; private
citizens; private industry; international agencies; foreign leaders.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-29
System name: Personality Index to the Central Foreign Policy
Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Individuals who
are involved in the establishment, discussion, or definition of
foreign policy; individuals who utilize the services of the
Department of State.
Categories of records in the system: Official record copies of
incoming and outgoing communications; correspondence with the White
House, members of Congress, and other federal agencies; significant
correspondence with international, national, local, and private
organizations and individuals; management studies and surveys;
memoranda of conversation; instructions to U.S. representatives to
international conferences and organizations.
Authority for maintenance of the system: 22 U.S.C. 811a; 22 U.S.C.
2658; 44 U.S.C. 3301-3314; 44 U.S.C. 3101-3107.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information
contained in this system of records is maintained to ensure the
effective administration of the Department of State's foreign policy
requirements. It is to serve as a centralized index to those
individuals involved in all phases of foreign policy establishment,
discussion, and definition. This information also serves as an
accurate record of individuals utilizing the Department's services,
including those overseas.
The purposes for maintaining this information are to: Implement
the foreign policy of the United States; formulate foreign policy
recommendations; evaluate foreign policy performance; conduct
diplomatic and consular activities; administer the Department of
State Foreign Service, etc. The principal users of this information
outside the Department of State are: The Agency for International
Development; United States Information Agency; Arms Control and
Disarmament Agency; Central Intelligence Agency; Department of
Defense; National Security Council; Congress; Department of Treasury;
Department of Commerce; Department of Justice; White House. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses' paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Microform; hard copy; magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: These records are retired or destroyed in
accordance with published schedules of the Department of State. For
historical purposes, many of the records of the Central Foreign
Policy Files are transferred to the National Archives, where they are
preserved indefinitely. More specific information may be obtained by
writing to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address: Director, Foreign Affairs Document
and Reference Center, Room 1239, Department of State, 2201 C Street
NW, Washington, DC 20520.
Notification procedure: Individuals who wish to find out if the
Personality Index to the Central Foreign Policy Records has
information pertaining to them should write to the Director, Foreign
Affairs Document and Reference Center, Room 1239, Department of
State, 2201 C Street NW, Washington, DC 20520. At a minimum, the
individual must include: Name; date and place of birth; current
mailing address and zip code; signature.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; Department of State
employees; employees of foreign affairs agencies; members of
Congress; officials of foreign governments; U.S. and foreign
publications.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).
See Department of State rules published in the Federal Register.
STATE-30
System name:
Personnel Payroll Records.
Security classification:
Unclassified and classified.
System location:
Department of State, Room 1921, 2201 C Street, NW, Washington, DC
20520; Annex 15, 1800 N. Kent Street, Arlington, VA 22209; Charleston
Financial Service Center, Building 646A, 1969 Dyess Avenues,
Charleston, SC 29408; and overseas at U.S. embassies, U.S. consulates
general and consulates.
Categories of individuals covered by the system:
Current and former Civil Service and Foreign Service employees of
the Department of State including those serving under full-time,
part-time, intermittent, temporary, and limited appointments; Foreign
Service annuitants; and employees of other agencies for whom the
Department provides payroll service.
Categories of records in the system:
Personnel actions, payroll control records, allotment requests,
tax forms, death claims, bond requests, leave records, time and
attendance records, federal, state and city income tax withholding
statements, compensation records, health insurance forms,
reconciliation records, employee payroll authorizations from other
agencies, retirement/separation and transfer forms, and related
correspondence.
Authority for maintenance of the system:
22 U.S.C. 2651a (Organization of the Department of State; 22
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the
Department of State); 22 U.S.C. 4042 (Maintenance of the Foreign
Service Retirement and Disability Fund); 42 U.S.C. 653 (the Personal
Responsibility and Work Opportunity Reconciliation Act of 1996);
Executive Order 11491, as amended (Labor-management relations in the
Federal service); 5 U.S.C. 5501-5584 (Pay Administration); and 31
U.S.C. 901-903 (Agency Chief Financial Officers).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in this system is used to prepare accurate and
complete biweekly/monthly payroll and related reports which include:
Entering change data into the computerized personnel payroll system;
producing a variety of machine reports for use by allotment
accountants; issuing biweekly/monthly pay checks and statements;
computing and issuing lump-sum pay checks for personnel separating;
issuing terminal leave payments; confirming time and attendance and
leave data to assist in documenting claims for restored annual leave;
providing leave data to the Bureau of Personnel and the Office of
Personnel Management to facilitate computing retirement cases;
providing appropriate allotments for individuals; issuing salary
advances; reporting wages, compensation and allowances; reporting
federal, state, city and other related taxes; filing information
returns; processing debt collection actions; and processing other
related payroll documents.
Information consisting of the names, social security numbers,
home addresses, dates of birth, dates of hire, quarterly earnings,
employer identifying information, and State of hire of employees may
be disclosed: (1) To the Office of Child Support Enforcement,
Administration for Children and Families, Department of Health and
Human Services for the purpose of locating individuals to establish
paternity, establishing and modifying orders of child support,
identifying sources of income, and for other child support
enforcement actions as required by the Personal Responsibility and
Work Opportunity Reconciliation Act (Welfare Reform Law, 42 U.S.C.
653); (2) to the Office of Child Support Enforcement for release to
the Social Security Administration for verifying social security
numbers in connection with the operation of the Federal Parent
Locator System by the Office of Child Support Enforcement; and (3) to
the Office of Child Support Enforcement for release to the Department
of Treasury for purposes of administering the Earned Income Tax
Credit Program (Section 32, Internal Revenue Code of 1986) and
verifying a claim with respect to employment in a tax return.
The principal users of this information outside the Department of
state are: Federal, state, and city governments which are issued tax
reports; the Internal Revenue Service and the Social Security
Administration which are sent tax and withholding data; and the
Office of Personnel Management which receives the total record of the
Civil Service Retirement System and the Federal Employees Retirement
System benefit deductions including life and health insurance. A
record from this system of records may be disclosed to the Office of
Personnel Management in accordance with the agency's responsibility
for evaluation and oversight of federal personnel management. The
Department's Consolidated American Payroll Division (CAPD) of the
Office of Compensation and Pension provides employee payroll services
and data to other U.S. Government agencies pursuant to agreements,
Memoranda of Understanding or other documents authorizing services.
Those agencies include: American Institute in Taiwan; Department of
Agriculture; Department of Commerce; Department of Justice including
the Drug Enforcement Administration and Immigration and
Naturalization Service; Department of Defense; Department of Treasury
including the Customs Service and the Secret Service; Department of
Transportation including the Federal Aviation Administration and the
Maritime Administration; Department of Health and Human Services;
Department of Energy; U.S. Trade Representative; Nuclear Regulatory
Commission; Department of the Army; Federal Emergency Management
Agency; ACTION (Peace Corps); United States Information Agency;
Agency for International Development; Social Security Administration;
Center for Disease Control; United States Battle Monuments
Commission; National Aeronautics and Space Administration; and the
Board of International Broadcasting. Information is also made
available to officials of labor organizations recognized under E.O.
11491, as amended, concerning the identity of Department of State
employees contributing dues each pay period and the amount of dues
withheld from each contributor; to officers and employees of a
federal agency or public accounting firm for purposes of audit; to
the Department of Justice when representing the Department or another
U.S. Government agency in litigation; to an authorized appeal
grievance examiner, formal complaints examiner; equal employment
opportunity investigator, arbitrator or other duly authorized
official engaged in investigation or settlement of a grievance,
complaint, or appeal filed by an employee. Information may also be
released on a need-to-know basis to other government agencies having
statutory or other lawful authority to maintain such information.
Also see the ``Routine Uses'' paragraphs of the Prefatory Statement
published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy, microfiche, electronic media.
Retrievability:
Individual name, Social Security Number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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. Annex 15 has security access
controls (code entrances) and/or security alarm systems. All records
containing personal information are maintained in secured file
cabinets or 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.
Retention and disposal:
Retention of these records varies from 3 to 99 years, depending
upon the specific kind of record involved. They are retired or
destroyed in accordance with published records 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 Resources Management
Programs and Services; Room 1239; Department of State; 2201 C Street,
NW; Washington, DC 20520-1512.
System manager(s) and address:
Chief, Applications Programming Division, Systems and Integration
Office, Information Management, Bureau of Administration, Room 4428,
Department of State, Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of Finance
and Management Policy's Office of Compensation and Pension (Personnel
Payroll Records) might have records pertaining to themselves should
write to the Director; Office of Information Resources Management
Programs and Services; Room 1239; Department of State; 2201 C Street,
NW; Washington, DC 20520-1512. The individual must specify that he/
she wishes the Personnel Payroll Records to be checked. At a minimum,
the individual must include: Name; date and place of birth; Social
Security Number; approximate dates of employment with the Department
of State; current mailing address and zip code; and signature.
Record access procedure:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of
Information Resources Management Programs and Services (address
above).
Record source categories:
These records contain information obtained from the individual
who is the subject of these records, the Bureau of Personnel, and
other U.S. Government agencies where an employee was previously
employed.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(k)(4) certain records contained within
this system of records are exempted from 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f) in accordance with
Department of State rules published in the Federal Register.
STATE-31
System name:
Human Resources Records.
Security classification:
Classified and unclassified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520;
State Annex 01, 2401 E Street, NW, Washington, DC 29937; overseas at
U.S. embassies, U.S. consulates general, and U.S. consulates; U.S.
missions; and the National Personnel Records Center, 111 Winnebago
Street, St. Louis, MO 63118.
Categories of individuals covered by the system:
All applicants for employment with the Department of State
(including unsuccessful applicants); all current and former Civil
Service (CS) and Foreign Service (FS) employees of the Department of
State including members of the Senior Executive Service, Presidential
appointees, employees under full-time, part-time, intermittent,
temporary, and limited appointments; anyone serving in an advisory
capacity (compensated and uncompensated); other agency employees on
detail to the Department; former Foreign Service Reserve Officers;
student applicants for internships, Presidential Management Interns,
Foreign Affairs Fellowship Program Fellows, student interns and other
student summer hires, Stay-in-School student employees, and
Cooperative Education Program participants; employees who report
intent to marry or cohabitate with a foreign national; prospective
alien spouses of Department employees; employees who apply for their
spouses or children to be expeditiously naturalized; employees
detailed or seconded to international organizations; Foreign Service
personnel separated for cause; current and former Foreign Service
Generalists who were/are members of class action lawsuits; annuitants
under the Foreign Service Retirement and Disability System and the
Foreign Service Pension System as well as civil service annuitants.
Authority for maintenance of the system:
22 U.S.C. 2581 (General Authority of Secretary of State); 22
U.S.C. 2651a (Organization of the Department of State); 22 U.S.C.
3901 et seq. (Foreign Service Act of 1980); 22 U.S.C. 3921
(Management of the Foreign Service); 22 U.S.C. 4041 (Administration
of the Foreign Service Retirement and Disability System); 5 U.S.C.
301-302 (Management of the Department of State); Executive Order 9397
(Numbering System for Federal Accounts Relating to Individual
Persons); Executive Order 9830 (Amending the Civil Service Rules and
Providing for Federal Personnel Administration); and Executive Order
12107 (Relating to the Civil Service Commission and Labor-Management
in the Federal Service) and successor authorities.
Purpose(s):
The Official Personnel File and other general personnel records
files are the official repository of the records, reports of
personnel actions, and the documents and papers required in
connection with personnel actions effected during an employee's
Federal service. The information and documents collected and
maintained in this system are in keeping with the Bureau of Human
Resources' mission to determine the size and configuration of the
Department workforce in order to meet its goals of defending national
security and promoting national interests; to document all processes
associated with individual employment histories and career
progression; to ensure that all employees and potential employees
have equal opportunities and to make personnel management
determinations about employees throughout their Federal careers.
Categories of records in the system:
Records are kept in different offices within the Department
according to the status of the employee and/or the action being
taken. Most records are retained in the Bureau of Human Resources,
however, some records are held by Bureaus with partial or fully
delegated personnel authority for certain personnel functions.
Eventually, the records may be merged, retired or disposed of. All
categories of records may include identifying information, such as,
but not limited to, name, date of birth, home address, mailing and e-
mail address, social security number and home telephone number. The
primary record files are the official personnel files; merit
promotion files; recruitment and employment files; employee relations
files; technician files; career development and counseling files;
performance files; conduct, suitability, and discipline files;
Foreign Service promotion files; and retirement and annuitant files;
which may contain any of the following documents and various related
documents not otherwise stated: applications for Federal employment;
resumes; biographic information; college transcripts; crediting
plans; panel rating and summary sheets; rank order list of candidates
and Merit Promotion certificates of those eligible; fingerprint
charts; security clearance forms and related correspondence; requests
for personnel action and other related forms required for entry on
duty such as health and life insurance and other benefits;
questionnaires for National Security positions; correspondence
documenting eligibility for priority consideration and/or placement
and related documents; pre-appointment certification statements for
Selective Service registration; appointment affidavits; Declarations
of Appointee; Declarations of Federal Employment; Employment
Eligibility Verifications; letters of appointment offer; employment
confirmation letters; Statements of Understanding (employee-signed
agreement to conditions of employment); official personnel actions,
e.g., assignment, pay, promotion, leave and/or travel; Foreign
Service written and oral examination results; language proficiency
ratings; reports of other processes that impact the status of an
employee, e.g., investigations of the Office of the Inspector
General; documents related to issues raised in lawsuits; counseling
messages; correspondence with parties to litigation including class
actions, or their attorneys; documents regarding awarding of
monetary, promotion, award or assignment relief under consent
decrees, settlements, agreements, or court orders; Department letters
regarding separation for cause and responses by individuals;
transcripts of hearings; recommendations of hearing officers;
documents related to potential and/or formal disciplinary actions
such as reports of investigation from the Office of the Inspector
General and/or the Bureau of Diplomatic Security, warning letters,
reprimands, proposal letters, employee's written responses, summary
of the employee's oral response, and decision letters imposing
disciplinary action; performance evaluations and related
correspondence; career development and counseling records including
training and assignment records; bid lists; requests for and
notifications of changes in tours of duty and home leave eligibility;
grievance files; requests for medical clearance; medical clearance
waivers and medical clearances; processing records and card files;
promotion, upward mobility, and conversion files (Mustang and lateral
entry programs); retirement applications; forms and documents related
to benefits under the Federal Employees Compensation Act; documents
pertaining to disabled employees; designated beneficiary information
and estimated annuity calculations; records of health and life
insurance enrollments for annuitants and current and former spouses;
annuitant and external placement files; title and rank documents;
Presidential Commission records; Foreign Service Residence and
Dependency Reports; separate maintenance allowance forms;
applications for marriage to foreign nationals and notices of intent
of Foreign Service employees; service record cards; Personal Audit
Reports and abstracts; and forms and correspondence relating to
Foreign Service allowances.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the Human Resources Records may be used:
By Department personnel in the performance of their
official duties including, but not limited to, recruitment, position
classification, appointments, assignments, performance management/
appraisal and compensation, evaluations and promotions, awards,
training, staffing, counseling, disciplinary or adverse actions,
grievances, litigation, travel orders and operations of the automated
personnel/payroll and Foreign Service annuitant systems;
To provide the names of those Foreign Service employees
who are proposed for tenure, promotion or assignment requiring
special action to the Bureau of Diplomatic Security, the Office of
the Inspector General, and the Office of Employee Relations in the
Bureau of Human Resources for review and eventual submission to the
Director General of the Foreign Service;
To track security clearances for applicants;
To provide personnel trends and demographics for
resource management and analysis;
To administer the Department's disciplinary program for
both Civil Service and Foreign Service employees as well as the
programs for expeditious naturalization and marriage to and
cohabitation with foreign nationals;
To examine employee complaints regarding the validity of
specific documents in their files;
By consulting services who provide information about
available aids, devices and methods of accommodating employees with
disabilities;
To exchange information with the Office of Personnel
Management for its government-wide personnel management functions
such as pay, benefits, and retirement deductions;
To provide information to other Federal agencies, state
governments, foreign governments and international organizations
where employees are being considered for detail, assignment or
secondment;
To provide information to academic institutions to which
Department employees may be assigned for long-term training;
To disclose information to any member of an agency's
Performance Review Board or other panel when the member is not an
official of the employing agency; information would then be used for
approving or recommending selection of candidates for executive
development or SES candidate programs, issuing a performance rating
of record, issuing performance awards, nominating for meritorious and
distinguished executive ranks, and removal, reduction-in-grade, and
other personnel actions based on performance;
By attorneys, union representatives or other persons
designated by employees in writing to represent them in complaints,
grievance, appeal, or litigation cases;
To respond to requests in determining a former spouse's
entitlement to benefits and other inquiries related to retirement
benefits;
By the President of the United States, the Executive
Office of the President and legislative and appropriations committees
of the U.S. Congress charged with consideration of legislation and
appropriations for the Foreign Service, or representatives duly
authorized by such committees;
By labor organization officials when such information is
relevant to personnel policies affecting employment conditions and
necessary for exclusive representation by the labor organization;
To disclose information to officials of foreign
governments and other U.S. government agencies for clearance before a
Federal employee is assigned to that country as well as for the
procurement of necessary services for American personnel assigned
overseas, such as permits of free entry and identity cards;
To disclose information to the Department of Labor,
Department of Veterans Affairs, Social Security Administration,
Department of Defense, or any other Federal agencies that have
special civilian employee retirement and disability programs; or to a
national, state, county, municipal, or other publicly recognized
charitable or income security, administration agency (e.g., State
unemployment compensation agencies), when necessary to adjudicate a
claim under the retirement, insurance, unemployment or health
benefits programs of the Department or an agency cited above, or to
an agency to conduct an analytical study or audit of benefits being
paid under such programs;
To disclose to the Office of Federal Employees Group
Life Insurance, information necessary to verify election,
declination, or waiver of regular and/or optional life insurance
coverage, or eligibility for payment of a claim for life insurance;
To disclose, to health insurance carriers contracting
with the Federal government to provide a health benefits plan under
the Federal Employees Health Benefits Program, information necessary
to identify enrollment in a plan, to verify eligibility for payment
of a claim for health benefits, or to carry out the coordination or
audit of benefit provisions of such contracts;
When an individual to whom a record pertains is mentally
incompetent or under other legal disability, information in the
individual's record may be disclosed to any person who is responsible
for the care of the individual, to the extent necessary to assure
payment of benefits to which the individual is entitled;
To consider and select employees for incentive awards
and other honors and to publicize those granted--this may include
disclosure to other public and private organizations, including news
media, which grant or publicize employee recognition;
To disclose information to the Inspector General in
conducting an official investigation of the Department or any of its
personnel;
By the subject of the record to review his/her career
status and progress;
To disclose information to the Department of Justice or
in connection with proceedings before a court, adjudicative body, or
other administrative body when:
(1) The agency, or any component thereof; or
(2) Any employee of the agency in his or her official capacity;
or
(3) Any employee of the agency in his or her individual capacity
where the Department of Justice or the agency has agreed to represent
the employee; or
(4) The United States, when the agency determines that litigation
is likely to affect the agency or any of its components; is a party
to litigation or has an interest in such litigation, and the
Department of State determines that the use of such records is
arguably relevant and necessary to the litigation;
To implement court decisions and/or terms of settlement
agreements reached by the parties;
To prepare reports to the courts in compliance with
monitoring requirements;
In response to an order from a court or an
administrative body (including, but not limited to the Equal
Employment Opportunity Commission, the Foreign Service Grievance
Board and the Merit Systems Protection Board) directing the
production of personnel records;
By other government agencies and private organizations,
institutions or individuals to verify employment, to process security
clearances and to request record or credit checks;
To provide an official of another Federal agency
information needed in the performance of official duties in support
of the functions for which the records were collected and maintained;
To disclose information to Equal Employment Opportunity
(EEO) counselors and EEO investigators in connection with EEO
complaints and to the Equal Employment Opportunity Commission when
requested in connection with investigations of alleged or possible
discrimination practices in the Federal sector, examination of
Federal affirmative employment programs, compliance by Federal
agencies with the Uniform Guidelines on Employee Selection
Procedures, or other functions vested in the Commission;
By the Department of Labor's Office of Workers'
Compensation programs relating to benefits under the Federal
Employees Compensation Act; and
To disclose information to the news media and the public
when (1) a matter involving the Department of State has become public
knowledge, (2) the Under Secretary for Management determines that in
response to the matter in the public domain, disclosure is necessary
to provide an accurate factual record on the matter, and (3) the
Under Secretary determines that there exists a legitimate public
interest in the information disclosed.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media and hard copy.
Retrievability:
By individual name, social security number.
Safeguards:
All employees of the Department of State have undergone
background investigations. Access to the Department 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 records containing personal information are
maintained in secured file cabinets or 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.
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 records schedules of the Department of State and as
approved by the National Archives and Records Administration. More
specified information may be obtained by writing to the Director,
Office of IRM Programs and Services;
A/RPS/IPS; U.S. Department of State, SA-2; Washington, DC 20522-6001.
System manager(s) and address:
The Director General of the Foreign Service and Director of Human
Resources; Department of State; 2201 C Street, NW; Washington, DC
20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of Human
Resources might have records pertaining to themselves should write to
the Director, Office of IRM Programs and Services (address above).
The individual must specify that he/she wishes the Human Resources
Records to be checked. At a minimum, the individuals must include:
name; date and place of birth; approximate dates of employment with
the Department of State or when in process for a potential
appointment; current mailing address and zip code; signature and
preferably, his/her social security number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records, previous employers,
supervisors, Foreign Service inspectors, any/all offices within the
Bureau of Human Resources (counselors, placement officers, and
personnel technicians), other bureaus (administrative/executive
officers, personnel and payroll offices, security, medical, and
legal), reports of the Board of Examiners of the Foreign Service,
Foreign Service Employee Evaluation Reports and Selection Board
findings, the Foreign Service Institute, colleges, universities,
Armed Forces academic institutions, contractors responsible for
administration of the Foreign Service written examination, and other
authorized agencies administering pre-employment tests, Office of
Personnel Management and other federal agencies, prospective alien
spouses of Foreign Service employees; grievance staff and appeals
boards, affidavits and testimony of witnesses.
System exempted from certain provisions of the Privacy Act:
Pursuant to 5 U.S.C. 552a(k)(4), records contained within this
system that are maintained solely for statistical purposes are
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f). Pursuant to 5 U.S.C. 552a (k)(5) and (k)(7), certain
records contained within this system contain confidential source
information and are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1),
(e)(4)(G), (H) and (I), and (f). Pursuant to 5 U.S.C. 552a (k)(6),
records that contain testing or examination material the release of
which may compromise testing or examination procedures are also
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f). See Department of State Rules published in the Federal
Register.
STATE-32
System name:
Child Care Subsidy Program Records.
Security classification:
Unclassified.
System location:
Department of State, SA-14, 2401 E Street, NW; Washington, DC
20520; and the Federal Employees Education and Assistance Fund
(FEEA), 8441 W. Bowles Avenue, Suite 200, Littleton, CO 80123-9501.
Categories of individuals covered by the system:
Employees of the Department of State who voluntarily apply for a
child care subsidy, their spouses and children.
Categories of records in the system:
Application forms for a child care subsidy contain personal
information including employee's (parent/guardian) name, Social
Security Number, position grade, home phone number, home address,
total income, number of dependent children, and number of children on
whose behalf the parent is applying for a subsidy, information on any
tuition assistance received from state/county/local child care
subsidy, and information on child care providers used, including
their name, address, provider license number, and state of license
issued, tuition cost, provider tax identification number, and copies
of Internal Revenue Form 1040 for verification purposes.
Authority for maintenance of the system:
Consolidated Appropriations Act of 2001, Pub. L. 106-544.
Purpose(s):
Information contained in the Child Care Subsidy Program Records
is collected and maintained by the Bureau of Human Resources in the
administration of its responsibility for managing the Department's
Child Care Subsidy Program. The primary use of the records maintained
in this system is to establish and verify Department of State
employees' eligibility for child care subsidies in order to provide
monetary assistance to them. Other uses of the records in the system
include verifying the eligibility of child care centers and
compliance with regulations.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used by:
(1) Experts, consultants or contractors of the Department who
determine eligibility and/or payment of child care subsidies;
(2) Child care providers in order to verify a covered child's
dates of attendance at the provider's facility;
(3) The Bureau of Finance and Management Policy (FMP) of the
Department of State, responsible for wages, compensation and
allowances;
(4) The Department of Justice, or a court, adjudicative or other
administrative body, or a party in litigation before a court or
adjudicative or administrative body, when:
(a) One of the following is a party to the proceeding or has an
interest in the proceeding:
(1) The Department or any component of the Department;
(2) Any Departmental employee acting in his or her official
capacity;
(3) Any Departmental employee acting in his or her individual
capacity where the Department of Justice has agreed to represent the
employee, or
(4) The United States, when the Department determines that the
Department is likely to be affected by the proceeding; and
(b) The Department deems the disclosure to be relevant and
necessary to the proceedings.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name and Social Security Number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
and its annexes are controlled by security guards and admission is
limited to those individuals possessing a valid identification card
or individuals under proper escort. All records containing personal
information are maintained in secured file cabinets or in restricted
areas, access to which is limited to authorized personnel and
contractors; and Federal Employees Education and Assistance Fund
employees and contractors. 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.
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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
The Director General of the Foreign Service and Director of Human
Resources, Department of State; 2201 C Street, NW; Washington, DC
20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of Human
Resources might have records pertaining to themselves should write to
the Director; Office of IRM Programs and Services; SA-2; Department
of State; 515 22nd Street, NW; Washington, DC 20522-6001. The
individual must specify that he/she wishes the Child Care Subsidy
Program Records to be checked. At a minimum, the individual should
include: Name; date and place of birth; current mailing address and
zip code; signature; and preferably his/her Social Security Number; a
brief description of the circumstances that caused the creation of
the record, and the approximate dates which give the individual cause
to believe that the Bureau of Human Resources has records pertaining
to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
Information is provided by Department of State employees who
apply for child care subsidies.
Systems exempted from certain provisions of the act:
None.
STATE-35
System name: Public Affairs Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520; Department of State Annex 2, 515 22nd Street
NW, Washington, DC 20037.
Categories of individuals covered by the system: Individuals
receiving correspondence drafted by the Bureau of Public Affairs;
indviduals requesting access to Department of State records or to
information derived from these records; individuals requesting
information under the Freedom of Information Act.
Categories of records in the system: Correspondence between the
Department of State and the individual; correspondence between the
Department of State and other federal agencies concerning requests
for information; correspondence between the Bureau of Public Affairs
and other bureaus within the Department concerning requests for
information; correspondence between the Bureau of Public Affairs and
other offices within the Department or other federal agencies
regarding required security clearances of individual researchers or
concerning the clearance of classified and restricted material which
these researchers consulted.
Authority for maintenance of the system: 5 U.S.C. 552; 22 U.S.C
811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information
concerning individuals receiving letters drafted by the Bureau of
Public Affairs is used for reference in further correspondence with
the same individual on the same subjects. Information concerning
individuals requesting access to Department of State records is used
in dealing with requests for access to classified or restricted
material and in making appropriate arrangements for such access. This
information may also be used to coordinate decisions on access to
records with other Federal agencies which have custody of Department
of State records or which share with the Department responsibility
for deciding on access to certain categories of records. Information
concerning individuals requesting information under the Freedom of
Information Act is used to provide information on such requests as
required by Congress, to keep account of cases as they circulate
through the Department, and to write reports to Congress and the
Interagency Classification Review Committee. These records may also
be requested by the public. The principal users of this information
outside the Department of State are: Congress and the Interagency
Classification Review Committee. This information may also be
released to other government agencies having statutory or other
lawful authority to maintain such information. Also see ``Routine
Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name, social security number.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies
depending upon the specific kind of record involved. They are retired
or destroyed in accordance with published schedules of the Department
of State. More specific information may be obtained by writing the
Director, Foreign Affairs Document and Reference Center, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Director, Historical Office, Bureau
of Public Affairs, Room 619, Department of State Annex 2, 515 22nd
St. NW, Washington, DC 20037; Director, Freedom of Information Staff,
Bureau of Public Affairs, Room 5835, Department of State, 2201 C
Street NW, Washington, DC 20520.
Notification procedure: Individuals who have reason to believe
that the Bureau of Public Affairs might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Bureau of Public Affairs to be checked. At a
minimum, the individual must include: Name; date and place of birth;
current mailing address and zip code; signature; approximate dates on
which the individual requested information under the Freedom of
Information Act, requested access to Department of State records or
to information derived from these records, or received correspondence
from the Department of State.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; offices within the
Department of State; other federal agencies; individuals writing
letters of reference.
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:
Candidates who are being or would like to be 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 who have been selected for non-career
appointments within the Department and who are at various stages of
the employment approval and confirmation clearance processes.
Individuals who currently hold a non-career position within the
Department and some career ambassadors.
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
(Management of the Department of State).
Categories of records in the system:
The files contain documents pertaining to an individual's
prospective and/or confirmed Presidential appointment. Specifically,
they include: Candidate Information Summary; Acknowledgement and
Consent Regarding Intent to Appoint form; Declaration for Federal
Employment (OF-306); Optional Application for Federal Employment (OF-
612); and Public Financial Disclosure Report (SF-278), Confidential
Financial Disclosure Report (OGE-450); Office of the Legal Adviser's
Certification of Financial Disclosure Report; security clearance
forms including Consent to FBI Investigation form, FBI Name Check
Waiver form; White House Personal Data Statement; Questionnaire for
Sensitive Positions (SF-86); Disclosure and Authorization pertaining
to Consumer Reports pursuant to the Fair Credit Reporting Act form;
IRS Tax Check Waiver form; Congressional forms (Senate Foreign
Relations Committee questionnaire, competence statements for the
Senate Foreign Relations Committee, Federal Campaign Contribution
Report); memoranda to the Office of Legislative Affairs transmitting
Congressional documents; letters of recommendation; biographic
summary; White House draft press release; agrement telegrams (if
bilateral ambassadorial positions); employment documents for non-
career selectees; correspondence, memoranda and/or e-mail 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.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the Records of the White House Liaison Office
(WHLO) is used for the consideration, review, clearance and
appointment of an individual to a Presidential position/title.
Specifically,
--Background information such as resumes, applications, letters
of recommendation and Congressional Committee documents are reviewed
by WHLO, the Bureau of Personnel, and the Bureau of Legislative
Affairs for consideration of an appointment; released to or discussed
in consultation with Bureaus that have vacancies for which the
individual is being considered, and when appropriate released to the
White House Office of Presidential Personnel for approval/
disapproval.
--Responses to letters of recommendation are sent to the
individual offering the recommendation and correspondence are
forwarded to the Bureau of Legislative Affairs for tracking purposes.
--Background information is also used by WHLO to draft
documentation related to the appointment and in discussions with the
candidate; it may be provided to the Bureau of Personnel to determine
salary levels and to the appropriate Bureau Executive Office for
assignment processing.
--Competency statements for the Senate Foreign Relations
Committee are drafted by WHLO using the individual's resume and
biographical information and once approved by the Bureau of
Legislative Affairs, the statement is forwarded to the White House
Office of Presidential Personnel.
--Security forms are provided to the Bureau of Diplomatic
Security for appropriate processing.
--The Public Financial Disclosure Report and the Confidential
Financial Disclosure Report are provided to the Department's Office
of the Legal Adviser and to the Office of Government Ethics for a
conflict of interest analysis.
--Information regarding the accretion of duties is given to the
White House Office of Presidential Personnel for approval and to the
Bureau of Personnel for processing.
--Press releases drafted by WHLO are forwarded to the White House
Office of Presidential Personnel to be released to the press by the
White House Press Office when appropriate.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Computer media and hard copy.
Retrievability:
By individual name, country or position title.
Safeguards:
All employees of the Department of State have undergone a
thorough security background investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 specified
information may be obtained by writing to the Director, Office of IRM
Programs and Services; Room 1512; Department of State; 2201 C Street,
NW; Washington, D.C. 20520-1512.
System manager(s) and address:
Senior Adviser to the Secretary and White House Liaison; Room
6311; Department of State; 2201 C Street, NW; Washington, DC 20520.
Notification procedure:
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 IRM Programs and Services
(address above). The individual must specify that he/she wishes the
Records of the White House Liaison Office to be checked. At a
minimum, the individuals must include: name; date and place of birth;
Social Security number; 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 or amend records
pertaining to themselves should write to the Director, Office of IRM
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 Personnel; 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)(5), certain records in this system
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 in the Federal Register.
STATE-35
System name:
Information Access Programs Records.
Security classification:
Unclassified and classified.
System location:
Department of State; SA-2; 515 22nd Street, NW; Washington, DC
20522-6001.
Categories of individuals covered by the system:
Individuals requesting access to Department of State records
under the Freedom of Information Act, the Privacy Act, the Ethics in
Government Act, the access provisions of Executive Order 12958 or a
successor order on national security information, and Touhy
regulations. Also covered are individuals requesting access to
Department of State records pursuant to certain other authorities for
special documents requests and discovery and litigation support
requests.
Categories of records in the system:
These records contain information documenting the processing of
all requests pursuant to the Freedom of Information Act, the Privacy
Act, the Ethics in Government Act, and Executive Order 12958 or a
successor order on national security information, for access to State
Department records. This includes the request letter and Department
responses, a copy of responsive records (if applicable) and any other
correspondence, memoranda, interrogatories and declarations related
to the processing of the request from the initial receipt stage
through to completion, amendment, appeal and litigation. Hard copy
records, for example, could include correspondence between the
Department of State and the requester and other federal agencies
pertaining to the request. Electronic records may contain the date of
the request; requester's name and address; type of case; case number;
dates of acknowledgement; fee categories; search and review taskings;
number of documents/pages found, reviewed and released or denied;
date of response and, where applicable, the exemptions applied. These
files may contain names, addresses and phone numbers of attorneys,
law firms, judges and U.S. attorneys involved with the processing or
litigation of the case as well as separate but related court
decisions.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State); 5 U.S.C.
552 (Freedom of Information Act); 5 U.S.C. 552a (Privacy Act); 22
U.S.C. 2651a (Organization of the Department of State); 22 U.S.C.
3921 (Management of Foreign Service) and Executive Order 12958
(Classified National Security Information).
Purpose(s):
The information contained in the Information Access Programs
Records is created, collected, and maintained by the Office of IRM
Programs and Services in the administration of its responsibility as
the State Department's centralized authority for processing requests
for access; amendments; appeals; special projects for Congress, the
General Accounting Office, and the Department of Justice in support
of court orders and subpoenas; discovery, litigation support, and
litigation pursuant to the Freedom of Information Act, the Privacy
Act, the Ethics in Government Act, Executive Order 12958 or a
successor order on national security information, and Touhy
regulations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in the Information Access Programs Records is used or
disseminated as follows:
--To formulate a response to requests for access to Department of
State records and subsequent amendment requests, appeals and
litigation;
--By Department of State officials in the execution of their
responsibilities;
--By other government agencies that have custody of Department of
State records or that share with the Department responsibility for
granting access to certain categories of records, to coordinate
decisions on access to records;
--By other government agencies for concurrence reviews in
recommendations for access to classified or restricted material and
in making appropriate arrangements for such access;
--In a proceeding before a court or adjudicative body, when the
agency, or any component thereof, or any employee of the agency in
his or her official capacity, is a party to litigation or has an
interest in such litigation, and the agency determines that use of
such records is relevant and necessary to the litigation;
--To the Department of Justice for the purpose of obtaining its
advice on any aspect of the processing of any requests for
information under the access provisions of the laws or in connection
with litigation;
--To an actual or potential party to litigation or the party's
attorney for the purpose of negotiation or discussion on such matters
as settlement of the case or matter, plea bargaining or in formal or
informal discovery proceedings;
--By the Office of Management and Budget, National Archives and
Records Administration and the Interagency Security Oversight Office,
for the purpose of obtaining its advice regarding agency obligations
under the Privacy Act or other access provisions of law;
--By the Interagency Security Classification Appeals Panel and
member agencies for the purpose of obtaining its advice regarding
agency obligations under the Privacy Act or other access provisions
of law;
--In response to a properly issued subpoena; and
--By National Archives and Records Administration and the General
Services Administration in records management inspections conducted
under the authority of 44 U.S.C. 2904 and 2906.
Also see ``Routine Uses'' paragraphs of the Prefatory Statement
published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy, electronic media.
Retrievability:
Individual name, case number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired according to published
records 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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001. 0System manager(s) and address:
Director, Office of IRM Programs and Services, SA-2; Department
of State; 515 22nd Street, NW; Washington, DC 20522-6001.
Notification procedure:
Individuals who have reason to believe that the Office of IRM
Programs and Services might have records maintained under their name
or personal identifier should write to the Director, Office of IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001. The individual must specify that he/
she wishes the Information Access Programs Records to be checked. At
a minimum, the individual must include: name; date and place of
birth; current mailing address and zip code; signature; and case
number if available.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records may contain information obtained from the
requester, attorneys representing the requester and others authorized
to represent requesters, records systems searched, and officials of
other government agencies who may have provided/referred information
relative to the request including but not limited to documents,
advice, concurrence, recommendations and disclosure determinations.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a (j)(2), (k)(1), (k)(2), (k)(5), and
(k)(6) records in this system of records may be exempted from 5
U.S.C. 522a (c)(3) and (4), (d), (e)(1), (e)(4)(G), (H), and (I) and
(f).
STATE--36
System name:
Security Records.
Security classification:
Unclassified and classified.
System location:
Department of State, Bureau of Diplomatic Security, State Annex
1, 2401 E Street NW, Washington, DC 20037; State Annex 7, 7943-50
Cluny Court, Springfield, VA 22153; State Annex 10, 2121 Virginia
Avenue NW, Washington, DC 20522; State Annex-11, 2216 Gallows Road,
Dunn Loring, VA 22027; and overseas at some U.S. embassies, U.S.
consulates general and U.S. consulates.
Categories of individuals covered by the system:
Present and former employees of the Department of State including
Diplomatic Security Special Agents; applicants for Department
employment who have been or are presently being investigated for
security clearance; contractors working for the Department; interns
and detailees to the Department; individuals requiring access to the
official Department of State premises who have undergone or are
undergoing security clearance; some passport and visa applicants
concerning matters of adjudication; individuals involved in matters
of passport and visa fraud; individuals involved in unauthorized
access to classified information; prospective alien spouses of
American personnel of the Department of State; individuals or groups
whose activities have a potential bearing on the security of
Departmental or Foreign Service operations, including those involved
in criminal or terrorist activity. Others files include individuals
issued security violations or infrastructions; litigants in civil
suits and criminal prosecutions of interest to the Bureau of
Diplomatic Security; individuals who have Department building passes;
uniformed security officers; individuals named in congressional
inquires to the Bureau of Diplomatic Security; individuals subject to
investigations conducted abroad on behalf of other Federal agencies;
individuals whose activities other agencies believe may have a
bearing on U.S. foreign policy interests.
Authority for maintenance of the system:
(a) 5 U.S.C. 301, (Management of Executive Agencies);
(b) 5 U.S.C. 7311 (Suitability, Security, and Conduct);
(c) 5 U.S.C. 7531-33 (Adverse Actions, Suspension and Removal,
and Effect on Other Statutes);
(d) 8 U.S.C. 1104 (Aliens and Nationality--passport and visa
fraud investigations);
(e) 18 U.S.C. 111 (Crimes and Criminal Procedures) (Assaulting,
resisting, or impeding certain officers or employees);
(f) 18 U.S.C. 112 (Protection of foreign officials, official
guests, and internationally protected persons);
(g) 18 U.S.C. 201 (Bribery of public officials and witnesses);
(h) 18 U.S.C. 202 (Bribery, Graft, and Conflicts of Interest-
Definitions);
(i) 18 U.S.C. 1114 (Protection of officers and employees of the
U.S.);
(j) 18 U.S.C. 1116 (Murder or manslaughter of foreign officials,
official guests, or internationally protected persons);
(k) 18 U.S.C. 1117 (Conspiracy to murder);
(l) 18 U.S.C. 1541-1546 (Issuance without authority, false
statement in application and use of passport, forgery or false use of
passport, misuse of passport, safe conduct violation, fraud and
misuse of visas, permits, and other documents);
(m) 22 U.S.C. 211a (Foreign Relations and Intercourse) (Authority
to grant, issue, and verify passports);
(n) 22 U.S.C. 842, 846, 911--(Duties of Officers and Employees
and Foreign Service Officers) (Repealed, but applicable to past
records);
(o) 22 U.S.C. 2454 (Administration)
(p) 22 U.S.C. 2651a (Organization of the Department of State);
(q) 22 U.S.C. 2658 (Rules and regulations; promulgation by
Secretary; delegation of authority--applicable to past records);
(r) 22 U.S.C. 2267 Empowered security officers of the Department
of State and Foreign Service to make arrests without warrant)
(Repealed, but applicable to past records);
(s) 22 U.S.C. 2709 (Special Agents);
(t) 22 U.S.C. 2712 (Authority to control certain terrorism-
related services);
(u) 22 U.S.C. 3921 (Management of service);
(v) 22 U.S.C. 4802, 4804(3)(D)--(Diplomatic Security) (generally)
and (Responsibilities of Assistant Secretary for Diplomatic Security)
(generally) (Repealed, but applicable to past records);
(w) 22 U.S.C. 4831-4835 (Accountability review, accountability
review board, procedures, findings and recommendations by a board,
relation to other proceedings);
(x) 44 U.S.C. 3101 (Federal Records Act of 1950, Sec. 506(a) as
amended--applicable to past records);
(y) Executive Order 10450 (Security requirements for government
employment);
(z) Executive Order 12107, Title 5 (Relating to the Civil Service
Commission and Labor-Management in the Federal Service);
(aa) Executive Order 12958 and its predecessor orders (National
security information);
(bb) Executive Order 12968 (Access to classified information);
(cc) 22 CFR Subchapter M (International Traffic in Arms--
applicable to past records);
(dd) 40 U.S.C. Chapter 10 (Federal Property and Administrative
Services Act (1949));
(ee) 31 U.S.C. (Tax Code);
(ff) Pub. L. 99-399, 8/27/86; (Omnibus Diplomatic Security and
Antiterrorism Act of 1986, as amended);
(gg) Pub. L. 99-529, 10/24/86 (Special Foreign Assistance Act of
1986, concerns Haiti--applicable to past records);
(hh) Pub. L. 100-124, Section 155a (concerns special security
program for Department employees responsible for security at certain
posts--applicable to past records);
(ii) Pub. L. 100-202, 12/22/87 (Appropriations for Departments of
Commerce, Justice, and State--applicable to past records);
(jj) Pub. L. 100-461, 10/1/88 (Foreign Operations, Export
Financing, and Related Programs Appropriations Act);
(kk) Pub. L. 102-138, 10/28/91 (Foreign Relations Authorization
Act, Fiscal Years 1992 and 1993)--applicable to past records.
Categories of records in the system:
Investigatory material relating to any category of individual
described above, including case files containing items such as
applications for passports and employment, photographs, fingerprints,
birth certificates, credit checks, intelligence reports, security
evaluations and clearances, other agency reports and informant
reports; legal case pleadings and files; evidence materials collected
during investigations; security violation files; training reports;
weapons assignment data base; availability for special protective
assignments; intelligence reports; counterintelligence material;
counterterrorism material; internal Departmental memoranda; internal
personnel, fiscal, and other administrative documents. Additionally,
security files contain information needed to provide protective
services for the Secretary of State and visiting foreign dignitaries;
and to protect the Department's official facilities. There are also
information copies of investigations of individuals conducted abroad
on behalf of other Federal agencies.
Finally, security files contain documents and reports furnished
to the Department by other agencies concerning individuals whose
activities the other agencies believe may have a bearing on U.S.
foreign policy interests.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the Security Records is used by:
(a) Appropriate committees of the Congress in furtherance of
their respective oversight functions;
(b) Department of Treasury; U.S. Office of Personnel Management;
Agency for International Development; U.S. Information Agency;
Department of Commerce; Peace Corps; Arms Control and Disarmament
Agency; U.S. Secret Service; Immigration and Naturalization Service;
Department of Defense; Central Intelligence Agency; Department of
Justice; Federal Bureau of Investigation; National Security Agency;
Drug Enforcement Administration; and other Federal agencies inquiring
pursuant to law or Executive Order in order to make a determination
of general suitability for employment or retention in employment, to
grant a contract or issue a license, grant, or security clearance;
(c) Any Federal, state, municipal, or foreign law enforcement
agency for law enforcement purposes: threat alerts and analyses,
protective intelligence and counterintelligence information as needed
by appropriate agencies of the Federal government, states,
municipalities, or foreign governments;
(d) Any other agency or Department of the Federal government
pursuant to statutory intelligence responsibilities or other lawful
purposes;
(e) Any other agency or Department of the Executive Branch having
oversight or review authority with regard to its investigative
responsibilities;
(f) A federal, state, local, or foreign agency or other public
authority that investigates, prosecutes or assists in investigation,
prosecution or violation of criminal law; enforces, implements or
assists in enforcement or implementation of statute, rule, regulation
or order;
(g) A federal, state, local or foreign agency or other public
authority or professional organization maintaining civil, criminal,
and other relevant enforcement or pertinent records such as current
licenses; information may be given to a customer reporting agency:
(a) In order to obtain information, relevant enforcement records or
other pertinent records such as current licenses or (b) to obtain
information relevant to an agency investigation, a decision
concerning the hiring or retention of an employee or other personnel
action, the issuance of a security clearance or the initiation of
administrative, civil, or criminal action;
(h) Officials of the Department of other government agencies in
the letting of a contract, issuance of a license, grant or other
benefit, and the establishment of a claim;
(i) Any private or public source, witness, or subject from which
information is requested in the course of a legitimate agency
investigation or other inquiry to the extent necessary to identify an
individual; to inform a source, witness or subject of the nature and
purpose of the investigation or other inquiry; and to identify the
information requested;
(j) An attorney or other designated representative of any source,
witness or subject described in paragraph (i) only to the extent that
the information would be provided to that category of individual
itself in the course of an investigation or other inquiry;
(k) By a Federal agency following a response to its subpoena or
to a prosecution request that such record be released for the purpose
of its introduction to a grand jury.
Also see ``Routine Uses'' of Prefatory Statement published in the
Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy, microfilm, microfiche, tape recordings, electronic
media and photographs.
Retrievability:
The system is accessed by individual name, personal identifier or
case number; but the files may be grouped for the convenience of the
user by type, country code, group name, subject, contract number,
weapons serial number, or building pass number.
Safeguards:
All employees of the Department of State have undergone a
thorough personnel security background 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. Access to Annex 10 also has security access controls (code
entrances) and/or security alarm systems. All records containing
personal information are maintained in secured file cabinets or 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 ad hoc monitoring of computer
usage.
Retention and disposal:
Retention of those records varies depending upon the specific
kind of record involved. The records are retired or destroyed in
accordance with published 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 IRM Programs and Services (A/RPS/IPS), Room 1239,
Department of State, 2201 C Street, NW, Washington, DC 20520-1512.
System manager(s) and address:
Principal Deputy Assistant Secretary for Diplomatic Security and
Director for the Diplomatic Security Service; Department of State;
SA-10; 8th Floor; 2121 Virginia Avenue, NW; Washington, DC 20522-
1003.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Diplomatic Security may have security/investigative records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services; Room 1239; Department of State; 2201 C Street,
NW; Washington, DC 20520-1512. The individual must specify that he/
she wishes the Security Records to be checked. At a minimum, the
individual must include: Name; date and place of birth; current
mailing address and zip code; signature; and a brief description of
the circumstances which may have caused the creation of 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 IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained from the individual;
persons having knowledge of the individual; persons having knowledge
of incidents or other matters of investigative interest to the
Department; other U.S. law enforcement agencies and court systems;
pertinent records of other Federal, state, or local agencies or
foreign governments; pertinent records of private firms or
organizations; the intelligence community; and other public sources.
The records also contain information obtained from interviews, review
of records, and other authorized investigative techniques.
System exempted from certain provisions of the act:
Records originated by another agency when that agency has
determined that the record is exempt under 5 U.S.C. 552a(j). Also,
records contained within this system of records are exempted from 5
U.S.C. 552a(c)(3) and (4), (d), (e)(1), (2), (3), and (e)(4)(G), (H),
and (I), and (f) to the extent they meet the criteria of section
(j)(2) of the Act. See 22 CFR 171.32.
STATE-37
System name: Translators and Interpreters Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Individuals who
have contracted with the Department of State to provide various
linguistic and other services.
Categories of records in the system: Contract itself; biographical
sketches of the contractors; other information relating to contract
award and performance.
Authority for maintenance of the system: 22 U.S.C. 811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information in
these records is maintained to facilitate the procurement and
effective performance of translators and interpreters who serve a
vital function in the Department's foreign policy requirements. The
principal users of this information outside the Department of State
are potential employers, credit institutions, rental offices, etc.
requesting verification of employment and/or earnings. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Also see ``Routine Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from 5
to 6 years, depending upon the specific kind of record involved. They
are retired or destroyed in accordance with published schedules of
the Department of State. More specific information may be obtained by
writing the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520.
System manager(s) and address: Chief, Language Services Division,
Room 2214, Department of State, 2201 C Street NW, Washington, DC
20520.
Notification procedure: Individuals who have cause to believe that
the Language Services Division might have records pertaining to them
should write to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520. The individual must specify that he/she wishes the records
of the Language Services Division to be 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, which give the
individual cause to believe that Language Services Division 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,
Foreign Affairs Document and Reference Center (address above).
Contesting record procedures: See above.
Record source categories: The individual; end-users of the
contracted services; various employees of the contracting office.
STATE-38
System name: Vendor Records.
System location: Supply and Transportation Division, Room 532,
Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia
22209.
Categories of individuals covered by the system: Individuals who
have contracted with the Department of State to provide various
supplies and other services.
Categories of records in the system: The contract itself;
biographical sketches of the contractors; requisitions; invitations
to bid; specifications; bids; bid abstracts; contract provisions;
award documents; other information relating to contract award and
performance.
Authority for maintenance of the system: 31 U.S.C. 67(b); 41
U.S.C. 257.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The information
contained in these records is used primarily for auditing and
budgetary purposes. The principal users of this information outside
the Department of State are: The General Accounting Office and the
Armed Services Board of Contract Appeals. The information may also be
released to other government agencies having statutory or other
lawful authority to maintain such information. Also see ``Routine
Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy; magnetic computer media.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Retention of these records varies from 3
to 8 years, depending upon the specific kind of record involved. They
are retired or destroyed in accordance with published schedules of
the Department of State. More specific information may be obtained by
writing the Director, Foreign Affairs Document and Reference Center,
Room 1239, Department of State, 2201 C Street NW, Washington, DC
20520.
System manager(s) and address: Chief, Supply and Transportation
Division, Room 532, Department of State, Annex 6, 1700 Lynn Street,
Arlington, VA 22209.
Notification procedure: Individuals who have reason to believe
that the Supply and Transportation Division might have records
pertaining to them should write to the Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. He/she individual must specify that
he wishes the records of the Supply and Transportation Division to be
checked. At a minimum, the individual must include: Name; date and
place of birth; current mailing address and zip code; signature; the
type of supply/service contracted to the Department of State and the
approximate dates during which contractual arrangement was effective.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: (See above).
Record source categories: The individual; end-users of the
contracted services; various employees of the contracting office.
STATE-39
System name:
Visa Records.
Security classification:
Classified.
System location:
Visa Office, Department of State, Annex 1, 2401 E Street NW,
Washington, DC 20522-0113; Department of State, 2201 C Street NW,
Washington, DC 20520-4818; National Visa Center, 32 Rochester Avenue,
Portsmouth, NH 63801; U.S. embassies, consulates general and
consulates.
Categories of individuals covered by the system:
Individuals who have applied for visas; aliens who may be
ineligible to receive visas including certain dual national U.S.
nationals who aside from their U.S. nationality may otherwise be
ineligible to receive visas.
Authority for maintenance of the system:
8 U.S.C. 1101-1503 (Immigration and Nationality Act of 1952, as
amended).
Categories of records in the system:
Visa applications and related forms; fingerprints; birth,
marriage, death and divorce certificates; documents of identity;
interview worksheets; biographic information sheets; affidavits of
relationship; medical examinations and immunization reports; police
records; educational and employment records; bank statements;
communications between the Visa Office, the National Visa Center and
U.S. embassies, U.S. consulates general and U.S. consulates, other
U.S. government agencies, international organizations, foreign
missions, members of Congress, attorneys, relatives of visa
applicants and other interested parties; and internal Department of
State correspondence relating to visa adjudication.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used to assist consular
officers in the Department and overseas in dealing with problems of a
legal, technical or procedural nature that may arise in considering
an application for a U.S. visa. The principal users of this
information outside the Department of State (and its embassies,
consulates general and consulates) are: the Immigration and
Naturalization Service of the Department of Justice, to coordinate
the approval of petitions and the issuance of visas; the Department
of Justice including the Federal Bureau of Investigation (and its
National Crime Information Center) and the Drug Enforcement
Administration; Department of the Treasury, including the Customs
Service; Department of Labor; Central Intelligence Agency; Department
of Defense; and Congress. Limited unclassified information is
released to interested persons inquiring as to the status of a
particular visa case. The information may also be released to other
government agencies having statutory or other lawful authority to use
such information. It is used to produce statistical information for
management purposes and to compile reports required by statute. Also
see the ``Routine Uses'' paragraph of the Prefatory Statement
published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy, microfilm.
Retrievability:
Individual name, case number.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation and contractors have had
background investigations in accordance with the scope of their
contract. Access to the Department 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel and authorized contractors of the
Department of State. 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.
Retention and disposal:
Retention of these records varies depending upon the specific
kind of record involved. Files of closed cases are 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 Freedom of Information, Privacy,
and Classification Review, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520-1239.
System manager(s) and address:
Deputy Assistant Secretary for Visa Services, Room 6811,
Department of State, 2201 C Street, NW, Washington, DC 20520-4818;
Director, National Visa Center, 32 Rochester Avenue, Portsmouth, NH
63801. At specific overseas locations the one-site manager is the
consular officer responsible for visa processing.
Notification procedure:
Individuals who have reason to believe the Department of State
might have visa records pertaining to themselves should write to the
Director, Office of Freedom of Information, Privacy and
Classification Review, Room 1239, Department of State, 2201 C Street
NW, Washington, DC 20520-1239. The individual must specify that he/
she wishes the visa records for his/her application at a specific
post/posts or in the United States to be checked. At a minimum, the
individual must include: Name (and any aliases); date and place of
birth; date and place of application; current mailing address and zip
code; and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records; from attorneys/agents
representing these individuals; and from relatives; sponsors; members
of Congress; U.S. government agencies; international organizations;
and local sources at posts.
Systems exempted from certain provisions of the act:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f). See Department of State Rules published in the Federal
Register.
STATE-40
System name:
Electronic Telephone Directory (e*Phone).
Security classification:
Sensitive but Unclassified (SBU).
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
All current Civil Service (CS) and Foreign Service (FS) direct
hire employees of the Department of State, domestic and overseas,
regardless of employee type (i.e., full-time, part-time); direct hire
overseas employees of other foreign affairs agencies who receive
payroll services from the Department, regardless of employee type;
direct hire personal service contractors, domestic and overseas; and
all other contractor staff, domestic and overseas.
Categories of records in the system:
The information in this system contains employees' and
contractors' public and private contact information. Information,
deemed part of the public domain, includes employee name,
organization, office room number and building, and office phone
number. Private information includes supervisor's name, e-mail
address, date of birth, gender, marital status, category of employee,
home address and home phone number for the individual, as well as
emergency contact information, including name, home and work phone
numbers of the contact, and the contact's relationship to the
individual.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State);
22 U.S.C. 2581 (General Authority of Secretary of State); 22
U.S.C. 2651a (Organization of the Department of State).
Purpose(s):
The information contained in this system of records is collected
and maintained by the Bureau of Information Resources Management in
the administration of its responsibility for maintaining the
Department's centralized database of official, publicly accessible
locator information for all personnel, both domestic and overseas, as
well as contractors. Further, home and designated emergency contact
information, not publicly accessible, is maintained for emergency use
only.
Routine uses of records maintained in the system, including
categories of users and the purposes purposes of such uses:
The information in this system may be used by any Department
employee or contractor who needs an office address, including room
number and building location as applicable, or office phone number
for any other employee or contractor. Home and designated emergency
contact information is provided on a need-to-know basis to specific,
authorized Department of State officials in the event of an
individual or general emergency, where such contact needs to be
notified of the well-being of said employee(s) or contractor(s).
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation and contractors have
background investigations in accordance with their contracts. Access
to the Department 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. The database
server is located in a restricted area, 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.
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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street
NW., Washington, DC 20522-6001 or by fax at 202-261-8571.
System manager(s) and address:
Executive Director; Bureau of Information Resources Management;
Department of State; 2201 C Street NW., Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Information Resources Management might have records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services; SA-2; Department of State; 515 22nd Street NW., Washington,
DC 20522-6001 or send by fax at 202-261-8571. The individual must
specify that he/she wishes the Electronic Telephone Directory
(e*Phone) to be checked. At a minimum, the individual should include:
name; date and place of birth; current mailing address and zip code;
signature; and preferably his/her social security number; a brief
description of the circumstances that caused the creation of the
record, and the approximate dates which give the individual cause to
believe that he/she is/was listed in the Electronic Telephone
Directory (e*Phone).
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should log on to e*Phone using their user-id
and password to make updates/amendments. You may also request access
or amendments by writing to the Director; Office of IRM Programs and
Services (address above).
Record source categories:
These records contain information about employees that is
automatically fed into e*Phone via a weekly interface with the
Department's Human Resources System (Global Employment Management
System). Information not publicly available is provided by the
individual who is the subject of these records. Information regarding
contractors and any other direct hire information is added by request
of the individual, by the Post Administrative Office or the IRM
Executive Office.
Systems exempted from certain provisions of the act:
None.
STATE-41
System name:
Rover Records.
Security classification:
Unclassified and classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520; and
the Miami Regional Center, 4000 N. Andrews Street, Ft. Lauderdale, FL
33309.
Categories of individuals covered by the system:
Foreign Service professional full-time officers and specialists,
(communicators, secretaries, personnelists, administrative officers,
and budget and fiscal officers) who are assigned as rovers for a tour
of duty or in temporary duty status; WAE re-employed annuitants
assigned as rovers in designated positions; and individuals
previously in the above two categories whose reassignments are
pending or who have resigned from the rover program or been
reassigned outside of the program.
Authority for maintenance of the system:
22 U.S.C. 3921 (Management of service); 22 U.S.C. 2656 and 2658
(Management of foreign affairs; Delegation of authority); 5 U.S.C.
301 (Management of the Department of State).
Categories of records in the system:
Communications between the Bureau of Personnel (PER) and the
employee regarding assignments, extensions and curtailments;
communications between PER and the bureau of assignment;
communications between the employee and the office responsible for
the employee's rating regarding issues and problems encountered and
self-evaluation of performance and accomplishments; memoranda and
telegrams regarding performance prepared at posts where employee
served; employee trip reports; employee's assignment history;
passports and copies of passport applications; photographs of
employee for passport and visa purposes; profile sheets for visa
applications; blanket travel authorizations and amendments; training
records; medical clearance notifications; signed work requirements;
copies of SF-50 personnel actions, arrival/departure communications;
information regarding allowances, housing, and household effects; and
time and attendance information. For WAE re-employed annuitants:
Copies of W-4 tax withholding forms, SF-1190 foreign allowance forms,
earnings and leave statements, salary checks and transfer of labor
charges are also kept when routed through the appropriate Executive
Office.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used to provide performance
evaluation information for the employee's rating and reviewing
officers who are not the on-site supervisors, to provide necessary
information for visa requests for foreign travel, for applications
for U.S. passports, for recommendation and authorization of training,
for assisting the employee and posts in travel arrangements and
assignment and administrative processing, for assignment processing
in considering reappointments for re-employed annuitants, and by
foreign missions when visas are requested. Also see the ``Routine
Uses'' paragraph of the Prefatory Statement published in the Federal
Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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. Access to the Miami Regional
Center is controlled by camera and motion detection devices. All
records containing personal information are maintained in secured
file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired according to 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
Freedom of Information, Privacy and Classification Review, Room 1239;
Department of State, 2201 C Street, NW, Washington, DC 20520-1239.
System manager(s) and address:
Executive Director for African Affairs, Room 3517; Executive
Director for East Asian and Pacific Affairs, Room 4313A; Executive
Director for European and Canadian Affairs, Room 5428; Executive
Director for Near Eastern and South Asian Affairs, Room 4245; or the
Managing Director for Systems Operations for Information Management,
Room 4422; Department of State, 2201 C Street, NW, Washington, DC
20520; or the Director of Miami Regional Center; 4000 N. Andrews
Street, Ft. Lauderdale, FL 33309.
Notification procedure:
Individuals who have reason to believe the Department of State
might have records pertaining to themselves when they were rovers
should write to the Director, Office of Freedom of Information,
Privacy and Classification Review, Room 1239, Department of State,
1201 C Street NW, Washington, DC 20520-1239. The individual must
specify that he/she wishes the Rover Records applicable to his/her
assignment to that program to be checked. At a minimum, the
individual must include: Name; date and place of birth; current
mailing address and zip code; signature; bureau to which he/she was
assigned and dates of assignment.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records, from supervisors and
officers who benefited from the individual's performance at posts
where the individual served, from the office of the Regional
Executive Director, from the Office of Medical Services, and from the
Bureau of Personnel.
Systems exempted from certain provisions of the act:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f). See Department of State Rules published in the Federal
Register.
STATE-42
System name:
Munitions Control Records.
Security classification:
Unclassified and classified.
System location:
Department of State, Annex 6; Room 200; 1700 Lynn St.; Arlington,
VA 22209.
Categories of individuals covered by the system:
Exporters of defense articles and defense services with or
without Department of State authorization; individuals who are
applicants for export licenses; individuals who are registered as
exporters; and individuals who are brokers for sales of defense
articles or defense services who completed registration statements or
submitted requests for approval of a brokering activity.
Authority for maintenance of the system:
22 U.S.C. 2651A (Organization of the Department of State); 22
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the
Department of State); 22 U.S.C. 2778 (Arms Export Control Act).
Categories of records in the system:
Correspondence, registration statements when a principal
executive officer or owner is the same as the applicant, and checks
for registration fees sent to the Department of State (Department)
when an individual registers as a manufacturer, exporter and/or
broker of defense articles or defense services; copies of letters to
individuals and businesses from the Department pertaining to their
registration; Proposed Charging Letters and Orders and Consent
Agreements pertaining to the Department's administrative cases;
correspondence, memoranda, federal court documents, telegrams, other
government agency reports, and E-Mail messages between the Department
and other federal agencies regarding law enforcement and intelligence
information about defense trade activities pertaining to the subject
of the record.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses::
The information in this system is used primarily by the Office of
Defense Trade Controls when making determinations regarding:
(a) Individuals who have been authorized to export or retransfer
a defense article, defense service or related technical data;
(b) Which commodities, quantities, and dollar values were
authorized for export and the extent of any export violations;
(c) Administrative charges imposed on an individual for violating
the export regulations; and
(d) The removal of export privileges.
The information may also be used to send required reports to
Congress about certain defense trade transactions. The principal
users of this information outside the Department of State are the
U.S. Customs Service and the Department of Justice for their
investigations of violations of the Arms Export Control Act. This
information may also be released to other federal intelligence and
law enforcement agencies pursuant to statutory intelligence and law
enforcement responsibilities or for other lawful purposes.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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. Access to Annex 6 has security
access controls (code entrances) and/or security alarm systems. All
records containing personal information are maintained in secured
file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired to the Federal Records
Center according to published records schedules of the Department of
State and as approved by the National Archives and Records
Administration. Licenses and license applications will be destroyed
after fifteen years. More specific information may be obtained by
writing to the Director; Office of IRM Programs and Services; Room
1239; Department of State; 2201 C Street, NW; Washington, DC 20520-
1512.
System manager(s) and address:
Director, Office of Defense Trade Controls, Bureau of Political-
Military Affairs, SA-6, Room 200, Department of State, Washington, DC
20522-0602.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Political-Military Affairs (Office of defense Trade Controls) might
have information pertaining to themselves should write to the
Director; Office of IRM Programs and Services; Room 1239; Department
of State; 2201 C Street, NW; Washington, DC 20520-1512. The
individual must specify that he/she wishes the Office of Defense
Trade Controls to be checked. At minimum, the individual must
include: name; date and place of birth; current mailing address and
zip code; signature; and a brief description of the circumstances
which may have caused the creation of the record including the
approximate dates of the circumstances which give the individual
cause to believe that the Office of Defense Trade Controls may have
records pertaining to him/her.
Record access procedure:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained from the individual,
from the organization the individual represents and intelligence and
law enforcement agencies.
Systems exempted from certain provisions of the act:
Portions of certain records contained within this system of
records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1),
(3)(4)(G), (H) and (I), and (f). See Department of States rules
published in the Federal Register.
STATE-43
System name:
Congressional Correspondence Records.
Security classification:
Unclassified and classified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
Members of Congress and their constituents who request
Congressional assistance in obtaining information or services from
the Department of State.
Categories of records in the system:
Correspondence, memoranda and E-mail messages between Members of
Congress, Congressional Committees, and the Department including our
posts abroad pertaining to Congressional and constituents' requests
for information or services from the Department.
Authority for maintenance of the system:
22 U.S.C. 2651a (Organization of the Department of State); 22
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the
Department of State).
Purpose(s):
The information in this system of records is collected and
maintained by the Bureau of Legislative Affairs to fulfill its
responsibility to the Congress in tracking Members' correspondence
and providing appropriate responses.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used:
--to respond to requests from Congress, Congressional Committees
or constituents of Members of Congress for information or services
from the Department; and
--to provide Department principals with information regarding
trends or particular interests of Members of Congress or their
constituents.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 records 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 IRM Programs and Services; SA-2; Department of State; 515
22nd Street, NW.; Washington, DC 20522-6001.
System manager(s) and address:
Director, Office of Legislative Operations; Department of State;
2201 C Street, NW; Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Legislative Affairs might have records pertaining to themselves
should write to the Director; Office of IRM Programs and Services;
SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-
6001. The individual must specify that he/she wishes the
Congressional Correspondence Records to be checked. At a minimum, the
individual should include: name; date and place of birth; a brief
description of the circumstances that caused the creation of the
record and the approximate dates; current mailing address and zip
code; signature and preferably, his/her social security number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained from Members of
Congress, constituents who requested assistance, and substantive
responding offices.
Systems exempted from certain provisions of the act:
None.
STATE-44
System name:
Congressional Travel Records.
Security classification:
Unclassified and classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520.
Categories of individuals covered by the system:
Members of Congress, Congressional staffers, Executive Branch
invitees and Department of Defense escorts.
Authority for maintenance of the system:
22 U.S.C. 2651a (Organization of the Department of State); 22
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the
Department of State).
Categories of records in the system:
Correspondence, memoranda, telegrams, and E-mail messages between
the Department of State, Congress and the overseas post pertaining to
the arrangements and expenses of the individual's trip including non-
government funded trips as requested by Members of Congress; letters
of authorization from the Committee Chairman or the authorizing
member of Congress regarding funds for the trip; facsimiles between
Congressional offices and the Department regarding itineraries;
itineraries to and from the Combined Airlines Ticket Office; copies
of Government Travel Requests; copies of logistical and
administrative arrangements such as meeting and appointment
schedules; hotel and transportation provisions; copies of substantive
reporting of topic/purpose of trip; financial data sheets showing
expenses anticipated; receipts of travelers checks; per diem
worksheets; memoranda to the Cashier from the Bureau of Legislative
Affairs requesting advances; classified receipt forms; and passport
information sheets.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used primarily by the current
and former travelers when they express need or desire or any
information relative to their particular travel. The records are also
used to provide: The Office of Legislative Operations (Congressional
Correspondence/Legislative Reference Units) and posts abroad with
information to facilitate the travel arrangements requested, and
information about travel of Members of Congress for the purpose of
identifying their areas of interests; desk officers with information
regarding previous and current travel to their region; Legislative
Management Officers with information for determining current and
previous travel to particular regions when requested by Congressional
offices; and Department principals and Ambassadors-designate with
information regarding particular interests of Members of Congress to
specific posts or regions. Also see ``Routine Uses'' paragraphs of
Prefatory Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media, hard copy.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired according to 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 Acting Director; Office
of Information Resources Management Programs and Services, Room 1239,
Department of State; 2201 C Street, NW, Washington, DC 20520-1239.
System manager(s) and address:
Director, Office of Legislative Operations, Bureau of Legislative
Affairs, Room 7261, Department of State; 2201 C Street, NW,
Washington, DC 20520-7261.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Legislative Affairs (Congressional Travel Unit) might have travel
records pertaining to themselves should write to the Acting Director,
Office of Information Resources Management Programs and Services,
Room 1239, Department of State, 2201 C Street, NW, Washington, DC
20520-1239. The individual must specify that he/she wishes the
Congressional Travel Records to be checked. At a minimum, the
individual must include: name; date and place of birth; current
mailing address and zip code; signature; dates of travel and the name
of the head of the delegation.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Acting Director, Office
of Information Resources Management Programs and Services (address
above).
Record source categories:
These records contain information obtained from the individual,
overseas posts, the Bureau of Legislative Affairs, and Congressional
Committee staffers.
Systems exempted from certain provisions of the act:
None.
STATE-45
System name: Contractors Records.
System location: Department of State Annex 6, 1700 N. Lynn Street,
Arlington, Virginia 22209.
Categories of individuals covered by the system: Architects;
engineers; construction contractors; landscape architects; real
estate appraisers.
Categories of records in the system: Architect, Engineer, and
Related Services Questionnaire; brochures from firms on recently
completed projects; routine correspondence with the firm.
Authority for maintenance of the system: Foreign Service Buildings
Act of 1926, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The principal
users of this information outside the Department of State are
Architectural Advisory Consultants who are under contract to the
Office of Foreign Buildings for limited periods of time. See also
``Routine Uses''paragraphs of Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By name of business firm.
Safeguards: None. The Office of Foreign Buildings and the
individual contractors involved have determined that the information
submitted by firms is public knowledge, and is in no need of special
security.
Retention and disposal: These records are retained for
approximately ten years. They are then destroyed or returned to the
individual firm, if it so wishes and requests.
System manager(s) and address: Deputy Assistant Secretary for
Foreign Buildings, Room 335, Department of State Annex 6, 1700 N.
Lynn Street, Arlington, Virginia 22209.
Notification procedure: Individuals who have reason to believe
that the Office of Foreign Buildings might have records pertaining to
them should write to the Director, Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that he/she wishes
the records of the Office of Foreign Buildings to be checked. At a
minimum, the individual must include: Name; date and place of birth;
current mailing address and zip code; signature.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center, (address
above).
Contesting record procedures: See above.
Record source categories: The individual firm.
STATE-46
System name: Fine Arts Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Donors, lenders,
contributors and possible contributors to Fine Arts projects; museum
curators and dealers with whom the Fine Arts Office corresponds.
Categories of records in the system: Correspondence between donors
and lenders; research material on objects.
Authority for maintenance of the system: 22 U.S.C. 811a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information is
made available upon request to other government agencies having
statutory or other lawful authority to maintain such information See
also ``Routine Uses''paragraphs of the Prefatory Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized peronnel.
Retention and disposal: These records are continuously maintained
and never destroyed, as they do not go out of date.
System manager(s) and address: Curator, Diplomatic Receptions,
Room 8213, Department of State, 2201 C Street NW, Washington, DC
20520.
Notification procedure: Individuals who have reason to believe
that the Fine Arts Office might have records pertaining to them
should write to the Director, Foreign Affairs Document and Reference
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520. The individual must specify that he/she wishes the records
of the Fine Arts Office to be 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
which give the individual cause to believe that the fine Arts Office
might have records on him/her.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to themselves should write to the
Director, Foreign Affairs Document and Reference Center (address
above).
Contesting record procedures: See above.
Record source categories: The individual.
STATE-47
System name:
Senior Personnel Appointments Records.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
Individuals--career members of the Foreign Service and non-career
persons from outside the Department of State--who have been selected
for a Presidential appointment or title. Appointments/titles include:
Chiefs of mission, ranks and personal ranks of ambassador, principal
officers of the Department of State, representatives and alternate
representatives to the annual United Nations (UN) General Assembly
and to the annual General Conference of the International Atomic
Energy Agency. In addition, selectees who serve in Presidential
appointed positions as representatives or alternate representatives
on various UN boards and commissions such as the UN Human Rights
Commission, the UN Commission on the Status of Women and UNICEF, and
commissioners of the various international fisheries commissions are
covered.
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); and 5 U.S.C. 301
(Management of the Department of State).
Categories of records in the system:
Appointment documents are maintained first in a working file and,
once appointed, the individual's material is moved to a country or
position file. At the completion of the appointment, the documents
are moved to a name-retrievable file.
The files contain documents pertaining to an individual's
Presidential appointment. Specifically, they include: Director
General welcome/congratulatory letter; Candidate Information Summary;
security clearance forms; a White House Personal Data Statement;
Questionnaire for Sensitive Positions; Consumer Credit Check form;
Financial Disclosure Report; Office of the Legal Adviser's
certification of financial disclosure report; Congressional forms
(Senate Foreign Relations Committee form, Federal Campaign
Contribution Report); biographic summary; White House press release;
agreement telegrams (if bilateral ambassadorial positions); memoranda
to the Office of Legislative Affairs transmitting Congressional
documents; copies of letters to home State Senators and to members of
the Senate Foreign Relations Committee; nomination papers for the
White House (transmittal memorandum, biographic summary, nomination,
and a competence statement required under section 304(a)(4) of the
Foreign Service Act); correspondence and/or e-mail exchanges with the
individual regarding appointment processing; memoranda to the
regional bureaus concerning selection and nomination; memoranda and
appointment documents concerning federal employment for non-career
selectees; resignation letters and responses from the President;
official appointment notice prepared following Presidential
attestation of an appointment; copies of memoranda, if applicable,
concerning recall to the Foreign Service, waiver of the mandatory
Foreign Service retirement age requirement, and termination of Chief
of Mission services pursuant to section 401(b) of the Foreign Service
Act.
Accreditation documents are maintained in the country files for
bilateral and multilateral chiefs of mission. These documents consist
of: A Presidential letter of responsibility, a Secretary of State
administrative letter of instruction; copies of the Letters of
Credence and Recall which are presented to the host government or
secretariat of a multilateral organization.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The documents noted above that are contained in the appointment
files are used for the clearance and appointment of an individual to
a Presidential position/title. Specifically,
--The original of the White House Personal Data Statement is sent
to the White House Counsel's office for processing. Originals of a
Tax Check Waiver, Acknowledgment/Consent memorandum, a FBI name check
form and a FBI full field security form when the appointment is at
the Assistant Secretary-level or above, are also sent to the White
House Counsel's office. (Copies of these security release forms are
not maintained in the files of Presidential appointments requiring
Senate confirmation). A copy of the Candidate Information Summary is
sent to the White House Presidential Personnel Office and to the
Department's White House Liaison Office.
--Security forms--Questionnaire for Sensitive Positions, and the
Consumer Credit Check forms are sent to the Bureau of Diplomatic
Security under cover of a memorandum requesting a security clearance.
Original fingerprint charts (if appropriate) are also sent to the
Bureau of Diplomatic Security where they are retained.
--The Ethics Division of the Office of the Legal Adviser reviews
and certifies the financial disclosure documents to ensure that there
is no conflict of interest. As part of the review and certification,
that office also receives copies of the Personal Data Statement; the
Senate Foreign Relations Committee form; and, if a chief of mission
position, the Federal Campaign Contribution Report. In addition, it
may be necessary to share this information with the Office of
Government Ethics.
--Agreement telegrams document the initial request for a host
government approval of a bilateral chief of mission and subsequent
responses from overseas posts.
--Biographic summaries, cleared by appointees, are sent to the
White House and the Senate Foreign Relations Committee.
--Nomination papers, including accreditation documents for
bilateral chiefs of mission, are sent to the Office of the Executive
Clerk in the White House who reviews the documents and obtains
Presidential signature at the appropriate time. The nomination paper
and the competence statement for chiefs of mission are sent to the
U.S. Senate once White House final clearance is forthcoming.
--Congressional documentation is prepared and transmitted to the
Office of Legislative Affairs and that office then submits the
material to the U.S. Senate at the appropriate time.
--Memoranda sent to the regional bureaus serve as notification
documents of the status of an appointment and transmit any needed
appointment briefing materials.
--Official notification memoranda of an appointment are addressed
to the appropriate Bureau Executive Director, with copies to various
administrative and personnel offices in order to advise such offices
of a Presidential appointment.
--The original letter of resignation of a Presidential appointee
is sent under cover of a transmittal memorandum to the Office of
White House Correspondence. That office sends back a Presidential
response which is forwarded to the appointee.
--The original accreditation documents for a bilateral chief of
mission are hand-carried to post by the chief of mission for
presentation to the host government.
--Employment documents for non-career selectees are processed and
forwarded to the appropriate offices in the Bureau of Personnel.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Computer media and hard copy.
Retrievability:
By individual name, country or position title.
Safeguards:
All employees of the Department of State have undergone a
thorough security background investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 specified
information may be obtained by writing to the Director, Office of IRM
Programs and Services; Room 1512; Department of State; 2201 C Street,
NW; Washington, DC 20520-1512.
System manager(s) and address:
The Director General of the Foreign Service and Director of
Personnel; Department of State; 2201 C Street, NW; Washington, DC
20520.
Notification procedure:
Individuals who have reason to believe that the Bureau of
Personnel's Presidential Appointments Staff Office might have records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above). The individual must specify
that he/she wishes the Senior Personnel Appointments Records to be
checked. At a minimum, the individuals must include: Name; date and
place of birth; Social Security number; approximate dates of
employment with the Department of State particularly the time during
which the individual held a Presidential appointment or was in
process for a Presidential appointment; current mailing address and
zip code; and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records, the Bureau of
Personnel, Office of the Legal Adviser, the Bureau of Diplomatic
Security, U.S. embassies (in the case of agreement telegrams), and/or
the White House.
System exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(k)(5), certain records in this system
contain confidential source information and are exempted from 5
U.S.C. 522a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). See
Department of State Rules published in the Federal Register.
STATE-48
System name: Foreign Assistance Inspection Records.
System location: Department of State, 2201 C Street NW,
Washington, DC 20520.
Categories of individuals covered by the system: Members of
Congress who have corresponded with the Office of the Inspector
General of Foreign Assistance (IGA) or received reports or memoranda
from IGA; present and former employees or contractors of the Agency
for International Development, Overseas Private Investment
Corporation, Inter-American Foundation, Peace Corps, Department of
State, Department of Defense, or the Department of Agriculture
alleged to have violated laws or agency regulations in connection
with programs for which IGA has oversight responsibility.
Categories of records in the system: Routine correspondence with
individuals in categories named above; correspondence, working papers
and reports of investigation concerning alleged violations of laws
and agency regulations in connection with programs for which IGA has
oversight responsibility.
Authority for maintenance of the system: Subsection 624(d) of the
Foreign Assistance Act of 1961 (Pub. L. 97-195, as amended).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Correspondence
with Members of Congress constitutes working files for IGA management
and is made available to officials of the Department of State and of
other governmental agencies when it is considered to be in the
furtherance of IGA's statutory mission. Records concerning
individuals alleged to have violated laws or agency regulations in
connection with programs for which IGA has oversight responsibility
may be referred, as a routine use, to the appropriate agency, whether
Federal, state, local or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, rule, regulation or order issued
pursuant thereto.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy.
Retrievability: By individual name.
Safeguards: All employees of the Department of State 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 records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel.
Retention and disposal: Records are retained one year after the
last entry in the file. They are retired or destroyed in accordance
with published schedules of the Department of State. More specific
information may be obtained by writing to the Director, Foreign
Affairs Document and Reference Center, Room 1239, Department of
State, 2201 C Street NW, Washington, DC 20520.
System manager(s) and address: Director, Office of Reports and
Management, Office of the Inspector General of Foreign Assistance,
Room 6825, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have cause to believe that
the Office of the Inspector General of Foreign Assistance might have
records pertaining to them should write to Director, Foreign Affairs
Document and Reference Center, Room 1239, Department of State, 2201 C
Street NW, Washington, DC 20520. The individual must specify that he/
she wishes the records of the Office of the Inspector General of
Foreign Assistance to be 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 circumstances, including
approximate dates, which give the individual cause to believe that
the Office of the Inspector General of Foreign Assistance might have
records pertaining to him.
Record access procedures: Individuals who wish to gain access to
or amend records pertaining to them should write to the Director,
Foreign Affairs Document and Reference Center (address above).
Contesting record procedures: See above.
Record source categories: The individual; Federal agencies;
Members of Congress; international, state, and local governmental
organizations; nongovernmental organizations; and individuals.
Systems exempted from certain provisions of the act: Certain
records contained within this system of records are exempted from 5
USC 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See
Department of State rules published in the Federal Register.
STATE-49
System name: Skills Catalogue Records.
System location: Department of State, 2201 C Street NW, Washington,
DC 20520.
Categories of individuals covered by the system: Family members of
U.S. Government employees (specifically family members of Department
of State, Agency for International Development, and International
Communications Agency personnel).
Categories of records in the system: Biographic data, including
educational background, language skills, special skills, work
experience, availability for employment.
Authority for maintenance of the system: 22 U.S.C. 2693.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The Family Liaison
Office will use this record system to assist family members of U.S.
Government employees in acquiring employment and other services.
Information from this system will be made available to personnel
offices of other government agencies having employment opportunities.
Information may also be disclosed to multinational corporations,
international organizations, business firms, foundations, foreign
governments, and families at overseas posts who are interested in
hiring Foreign Service family members to perform a task commensurate
with their work experience or to utilize their services in performing
voluntary work.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy, computer media.
Retrievability: By individual name, education, work experience,
language facility, overseas experience, current address, Foreign
Service post, country, regional bureau.
Safeguards: All employees of the Department of State have undergone
a thorough background 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 records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel.
Retention and disposal: These records will be maintained for two
years and then retired or destroyed in accordance with published
schedules of the Department of State. More specific information may
be obtained by writing to Director of Foreign Affairs Document and
Reference Center, Room 1239, Department of State, 2201 C Street NW,
Washington, 20520.
System manager(s) and address: Director, Family Liaison Office,
Department of State, 2201 C Street NW, Washington, DC 20520.
Notification procedure: Individuals who have reason to believe that
the Skills Catalogue Records might have records pertaining to them
should write to the Chief of the Privacy Staff, Room 1239, Department
of State, 2201 C Street NW, Washington, DC 20520. The individual must
specifically request that the Skills Catalogue Records be checked. At
a minimum, the individual must include name, date and place of birth,
current mailing address and ZIP code, and signature.
Record access procedures: Individuals who wish to gain access to or
amend records pertaining to them should write to the Chief of the
Privacy Staff (address above).
Contesting record procedures: See above.
Record source categories: The individual; Who's Who and other such
reference publications; newspapers and periodicals; testimony and
comments from other persons having knowledge of the individual;
pertinent records of other Federal, State, or local agencies and
foreign governments; pertinent records of private firms or
organizations; other public sources.
STATE-50
System name: Family Liaison Office Centralized Data Bank of
Family Member Skills and Direct Communication Network Records.
Security classification: Unclassified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520.
Categories of individuals covered by the system:
Family members of employees of U.S. foreign affairs agencies
covered by the Foreign Service Act of 1980 and their sponsors.
Categories of records in the system:
Family member's name, Social Security Account Number, country of
birth, citizenship, level and date of security clearance, GS/FS
rating code, work preference code, current mailing address, location
code of assignment, and other biographic data including educational
background, language skills, specialized training, area of expertise,
and work experience; sponsor's name, Social Security Account Number,
transfer eligibility date, and foreign affairs agency name and code.
Authority for maintenance of the system:
22 U.S.C 2693 and 4026.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Family Liaison Office will use this record system to assist
family members of employees of U.S. foreign affairs agencies in
acquiring employment and other services. Information from this system
will be made available to personnel offices of other Government
agencies having employment opportunities. Information may also be
disclosed to multinational corporations, international organizations,
business firms, foundations, foreign governments, and families at
overseas posts who are interested in hiring family members to perform
a task commensurate with their work experience or to utilize their
services in performing voluntary work.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy, computer media.
Retrievability:
By individual name of family member or sponsors, as well as by
each of the data items listed as a category in this description.
Safeguards:
All employees of the Department of State have undergone a
background security investigation. Access to the Department of State
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 records containing personal
information are maintained in secured file cabinets or in restricted
areas, access to which is limited to authorized personnel. All
records containing personal information on a computerized data base
are accessible only through computer media under Department of State
jurisdiction and placed in restricted areas access to which is
limited to authorized personnel. Access to computerized files is
password-protected and under the direct responsibility of the system
manager. The system manager has the capability of printing audit
trails of access from the computer media, thereby permitting regular
ad hoc monitoring of computer usage.
Retention and disposal:
These records will be maintained in the system for as long as the
individual is interested in participating in the employment services
and/or the Direct Communication Network provided by the Family
Liaison Office. More specific information may be obtained by writing
to Director, Foreign Affairs Information Management Center, Room
1239, Department of State, 2201 C Street, NW, Washington, DC 20520.
System manager(s) and address:
Director, Family Liaison Office, and Chief, Personnel Management,
Operating Systems Division, Department of State, 2201 C Street, NW,
Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the FLO Centralized
Data Bank of Family Member Skills and Direct Communication Network
Records might contain records pertaining to them should write to the
Information and Privacy Coordinator, Foreign Affairs Information
Management Center, Room 1239, Department of State, 2201 C Street NW,
Washington, DC 20520. The individual must specify that she/he wishes
the records of the FLO Centralized Data Bank of Family Member Skills
and Direct Communication Network to be checked At a minimum, the
individual must include: Date and place of birth; current mailing
address and zip code; signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Information and Privacy
Coordinator, Foreign Affairs Information Management Center (address
above).
Contesting record procedures:
See above.
Record source categories:
The individual family member for all data elements with the
exception of the current mailing address, location code of
assignment, and sponsors's transfer eligibility date, all of which
will be transferred automatically from the sponsor's Official
Personnel File.
Systems exempted from certain provisions of the act:
None.
STATE-51
System name:
Office of Freedom of Information, Privacy and Classification
Review WAE Re-employed Annuitants and Contractor Records.
Security classification:
Unclassified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520-
1239.
Categories of individuals covered by the system:
Retired Foreign Service and Civil Service officers and contract
employees who serve as re-employed annuitants or contractors, and
those eligible for such re-employment, but whose assignments/
contracts are pending with the Office of Freedom of Information,
Privacy and Classification Review.
Categories of records in the system:
Manual files, maintained by name of re-employed annuitant,
prospective employee or contractor, contain administrative
information, such as, full name, home address, home telephone number,
bureau endorsements, results of pre-employment panel meetings, annual
work schedule preferences, annual work schedules, Social Security
Number, date of birth, date and period of appointment, position title
and number, and salary at time of retirement.
Computer records, maintained primarily by name of the annuitant,
include information of area (bureau) specialties, agency from which
annuitant retired, approximate number of days that annuitant can work
each year, assignment by division, hours worked by pay period, hourly
pay rate, grade, and hours worked on special projects or in areas
outside of the assigned division.
Computer records are also maintained by Freedom of Information
Act, Privacy Act and Executive Order request case number which
includes information on specific cases assigned to annuitants showing
case number, type and size of case, and dates the case was assigned
and completed.
Authority for maintenance of the system:
22 U.S.C. 2658 (Rules and Regulations; Promulgation by Secretary;
Delegation of Authority); 22 U.S.C. 3921 (Secretary of State).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this system is used for scheduling the work of re-
employed annuitants and contractors, monitoring and controlling
expenditures, tracking and controlling cases, and for accountability
and payment of contractors. The information is used primarily by the
staff of the Office of Freedom of Information, Privacy and
Classification Review; however, some information concerning hours
worked and salary costs of annuitants is provided on a need-to-know
basis to support other offices when requested.
Also see ``Routine Uses'' paragraphs of Prefatory Statement
published in the Federal Register (42 FR 49699, September 27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy, electronic media.
Retrievability:
By individual name and Freedom of Information Act or Privacy Act
case number.
Safeguards:
All employees and contractors of the Department of State have
undergone a thorough background security investigation. Access to the
Department 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 records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel. The Office of Freedom of Information, Privacy
and Classification Review is located within a secure area of the
Department. 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 ad hoc montioring of
computer usage.
Retention and disposal:
Retention of records of re-employed annuitants, prospective
employees and contractors is indefinite because of a need to maintain
a record of work availability over an extended period of time. The
record is destroyed five years after the re-employed annuitant or
contractor who is the subject of the record is no longer employed or
under contract by the Office of Freedom of Information, Privacy and
Classification Review. More specific information may be obtained by
writing the Director, Office of Freedom of Information, Privacy, and
Classification Review, Room 1239, Department of State, 2201 C Street
NW, Washington, DC 20520-1239.
System manager(s) and address:
Director, Office of Freedom of Information, Privacy, and
Classification Review, Room 1239, Department of State, 2201 C Street
NW, Washington, DC 20520-1239.
Notification procedure:
Individuals who have reason to believe that the Office of Freedom
of Information, Privacy, and Classification Review might have records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review, Room 1239,
Department of State, 2201 C Street NW, Washington, DC 20520-1239. The
individual must specify that he/she wishes the Office of Freedom of
Information, Privacy and Classification Review WAE Re-employed
Annuitants and Contractor Records to be checked. At a minimum, the
individual must include: Name, date and place of birth, current
mailing address and zip code, and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
The individual, Department of State Personnel Records and
Department officials who endorse the nomination of an annuitant.
Exemptions claimed for the system:
None.
STATE-52
System name: Parking Permit and Car Pool Records.
Security classification: Unclassified.
System location: Department of State, 2201 C Street, NW,
Washington, DC 20520.
Categories of individuals covered by the system: Department of
State, AID and ACDA employees, and full time employees of private
organizations located in the building who have permits for State
Department parking facilities; individuals who car pool with
employees holding such permits; persons interested in joining a car
pool.
Categories of records in the system: Parking Permit Information:
Title and grade of the employee issued a parking permit, home
address, year and make of car, license number, bureau, office, room
and telephone number, arrival time, departure time, and type of
parking permit. Car Pool Information: Name of member of car pool,
office address and phone number, make of car, license number and
state, home address, and work hours.
Authority for maintenance of the system: 22 U.S.C. 811a; 22 U.S.C.
2658, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The purpose of the
information in this system is to facilitate control over and issuance
of parking permits for the Department of State, AID, ACDA personnel
and full time employees of private organizations located in the
Department's buildings. The information will be used to facilitate
the formation of car pools with employees who have been issued
parking permits. Principal users of this information outside the
Department of State are employees of other Federal agencies and
private businesses in the Washington, DC area who would be interested
in forming car pools. Also see the ``Routine Uses'' paragraph of the
Prefatory Statement published in the Federal Register (42 FR 49699,
September 27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Computer media, hard copy, IBM Office System 6.
Retrievability: By the individual's name, bureau, office, zip code,
or handicap (if applicable).
Safeguards: All employees of the Department of State and the
Foreign Affairs Recreation Association have undergone a thorough
background security investigation. Access to the Department of State
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 records containing personal
information are maintained in secure file cabinets or in restricted
areas, access to which is limited to authorized personnel.
Retention and disposal: This information is maintained until the
permit is revoked or reissued, or if the holder of the permit leaves
the Department, transfers to another organizational unit of the
Department, or is transferred out of the Washington, DC area.
System manager(s) and address: Chief, General Services Division,
OPR/GS, Room 1493, Department of State, 2201 C Street, NW,
Washington, DC 20520.
Notification procedure: Individuals who have reason to believe that
the Parking Permit and Car Pool Records might have information
pertaining to them, should write to the Information and Privacy
Coordinator, Foreign Affairs Document and Reference Center, Room
1239, Department of State, 2201 C Street, NW, Washington, DC 20520.
The individual must specify that he/she wishes the Parking Permit and
Car Pool Records to be checked. At a minimum, the individual should
includes: Name, date and place of birth, current mailing address and
zip code, signature.
Record access procedures: Individuals who wish to gain access to or
amend records pertaining to themselves should write to the
Information and Privacy Coordinator, Foreign Affairs Document and
Reference Center (address above).
Record source categories: By the individual.
Systems exempted from certain provisions of the act: None.
STATE-53
System name: Records of the Inspector General and Automated
Individual Cross-Reference System.
Security classification:
Classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520, and
Department annexes.
Categories of individuals covered by the system:
Present and former employees of the Department of State
(including foreign nationals); individuals (or firms) doing business
with State, including contractors, grantees or others funded by the
Department; individuals who have purchased USG employees' property
overseas; members of the foreign affairs community who come under the
direction, coordination and supervision of chiefs of missions; other
individuals whose association with the Department relates to the
alleged violations of the Department's rules of conduct, the Civil
Service merit system, or to any other criminal or civil misconduct
which affects the integrity or facilities of the Department of State;
witnesses, complainants, confidential or nonconfidential informants,
suspected defendants; or parties who have been identified by the
Office of the Inspector General or by other agencies, constituent
units of State, and members of the general public in connection with
the authorized functions of the Inspector General.
Authority for maintenance of the system:
The Foreign Service Act of 1980 (22 U.S.C. 3901) in accordance
with the Department of State Authorization Act for Fiscal year 1986;
and the Inspector General Act of 1978 (5 U.S.C. Appendix 3).
Categories of records in the system:
Investigatory material. The Automated Individual Cross-Reference
System summarizes results of investigations, inspections, audits, or
other inquiries conducted by the Office of the Inspector General and
its recommendations as they pertain to individuals, as well as
Inspectors' Evaluation Reports. Reports of investigations conducted
by other Departmental, Federal, State and local investigative
agencies under the direction of, or on behalf of, the Inspector
General. Inspectors' Evaluation Reports on chiefs of missions, deputy
chiefs of missions, principal officers at posts, assistant
secretaries, and deputy assistant secretaries.
Routine uses of records maintained in this system, including
categories of users and the purposes of such uses:
The information contained in the Records of the Inspector General
and the Automated Individual Cross-Reference System is collected and
maintained in the administration of the Department of State, Federal
Criminal Statutes, Uniform Code of Military Justice, Executive
Orders, and the Code of Federal Regulations to oversee and enforce
Federal laws and regulations. Material gathered is used in the
enforcement of the aforementioned laws and regulations. These records
may be disseminated, depending on jurisdiction to Department on
jurisdiction to the following:
(1) Department of State officials in the administration of their
responsibilities;
(2) Appropriate committees of the Congress in furtherance of
their respective oversight functions;
(3) Private international or other organizations having any
source from which information is requested in the course of
investigation to the extent necessary to identify the individual or
individuals, to inform the source of the nature and purpose of the
investigation, and to identify the type of information requested;
(4) A Federal, State, local, or foreign agency or other public
authority that investigates or prosecutes or assists in investigation
or prosecution of such violation, or enforces or implements or
assists in enforcement or implementation of the statute, rule,
regulation or order;
(5) A Federal, State, local or foreign agency or other public
authority, or professional organization, maintaining civil, criminal,
or other relevant enforcement records or other pertinent records,
such as current licenses, or to a consumer reporting agency, in order
to obtain information relevant to an agency investigation, audit, or
other inquiry, or relevant to a decision concerning the hiring or
retention of an employee or other personnel action, the issuance of a
security clearance, the establishment of a claim, or the initiation
of administrative, civil, or criminal action;
(6) A Federal, State, local, or foreign agency or other public
authority, or professional organization, if relevant to the
recipient's hiring or retention of an employee or other personnel
action, the issuance of a security clearance, the letting of a
contract, the issuance of a license, grant or other benefit, the
establishment of a claim, or the initiation of administrative, civil,
or criminal action;
(7) Any private or public source, witness, or subject from which
information is requested in the course of a legitimate agency
investigation, audit, or other inquiry to the extent necessary: To
identify an individual; to inform the source, witness, or subject of
the nature and purpose of the investigation, audit or other inquiry;
and to identify the information requested;
(8) An attorney or other designated representative of any source,
witness, or subject described in paragraph 7 only to the extent that
the information would be provided to that category of individuals
themselves in the course of an investigation, audit, or other
inquiry;
(9) The Department of Justice when the Department of State or any
component thereof, or any employee of the Department in his or her
official capacity, or any employee of the Department in his or her
individual capacity where the Department of Justice has agreed to
represent the employee, or the United States, where the Department of
State determines that litigation is likely to affect the Department
or any of its components, is a party to litigation or has an interest
in such litigation, and the use of such records by the Department of
Justice is deemed by the Department of State to be relevant and
necessary to the litigation;
(10) In a proceeding before a court or adjudicative body, when
the agency, or any component thereof, or any employee of the agency
in his or her official capacity, or any employee of the agency in his
or her individual capacity where the agency has agreed to represent
the employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation, and
the agency determines that use of such records is relevant and
necessary to the litigation;
(11) To a member of Congress at the sole discretion of the
Inspector General upon a determination of the propriety of such a
disclosure and only for such purposes as authorized by the statutory
mandate of the Inspector General;
(12) The Department of Justice for the purpose of obtaining its
advice;
(13) The Office of Management and Budget for the purpose of
obtaining its advice regarding agency obligations under the Privacy
Act, or in connection with the review of private relief legislation;
(14) In response to a subpoena issued by a Federal agency having
the power to subpoena records of other Federal agencies;
(15) A grand jury agent pursuant either to a Federal or State
grand jury subpoena, or to a prosecution request that such record be
released for the purpose of its introduction to a grand jury;
(16) A Federal agency responsible for considering suspension or
debarment action where such record would be relevant to such action;
(17) An entity or person, public or private, where disclosure of
the record is needed to enable the recipient of the record to take
action to recover money or property of the United States Department
of State, where such recovery will accrue to the benefit of the
United States, or where disclosure of the record is needed to enable
the recipient of the record to take appropriate disciplinary action
to maintain the integrity of the program or operations of the
Department of State;
(18) A Federal, State, local, or foreign agency, or other public
authority, for use in computer matching programs to prevent and
detect fraud and abuse in benefit programs administered by any
agency, to support civil and criminal law enforcement activities of
any agency and its components, and to collect debts and overpayments
owed to any agency and its components;
(19) A public or professional licensing organization when such
record indicates, either by itself or in combination with other
information, a violation or potential violation of professional
standards, or reflects on the moral, educational, or professional
qualifications of an individual who is licensed or who is seeking to
become licensed and,
(20) Debt collection contractors for the purpose of collecting
delinquent debts as authorized by law.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register (42 FR 49699, September
27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy, electronic media.
Retrievability:
Investigatory case files and Inspectors' Evaluation Reports are
retrievable by an individual's name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
of State 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 records
containing personal information are maintained in secure file
cabinets or in restricted areas, access to which is limited to
authorized personnel. Access to computerized files is passwork
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 ad hoc monitoring
of computer usage. Inspector General reports and investigative files
are disseminated only by the Inspector General and only to the
Department of Justice, Congressional oversight committees, and/or the
immediate Department principals or offices with a clear need-to-know
the matter being reported. No secondary distribution is permitted
without the expressed written permission of the Inspector General.
Retention and disposal:
Rentention of these records varies depending upon the specific
kind of record involved in accordance with published schedules of the
Department of State. More specified information may be obtained by
writing to the Director, Office of Freedom of Information, Privacy,
and Classification Review, Room 1239, Department of State, 2201 C
Street, NW, Washington, DC 20520.
System manager(s) and address:
The Inspector General, Office of the Inspector General, Room
6817, Department of State, 2201 C Street, NW, Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Records of the
Inspector General and Automated Individual Cross-Reference System
might have information pertaining to them, should write to the
Director, Office of Freedom of Information, Privacy, and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW, Washington, DC 20520. The individual must specify that he/she
wishes the Records of the Inspector General and Automated Individual
Cross-Reference System to be checked. At a minimum, the individual
should include: Name, date and place of birth, current mailing
address and zip code, and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy, and Classification Review (address
above).
Record source categories:
These records contain information obtained from interviews,
review of records, and authorized investigative techniques.
Systems exempted from certain provisions of the act:
Certain records contained within this system of records may be
exempted from the requirements of any part of the Act except
subsections (b), (c) (1) and (2), (e)(4) (A) through (F), (e)(6),
(7), (9), (10), and (11), and (i) to the extent necessary to protect
properly classified information and to assure the effective
completion of the investigative and judicial processes. See 22 CFR
171.32.
STATE-54
System name: Records of the Office of the Assistant Legal
Adviser for International Claims and Investment Disputes.
Security classification:
Classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520 and
2100 K Street, NW, Washington, DC 20037.
Categories of individuals covered by the system:
U.S. nationals or residents, including businesses, with claims
against foreign governments. Foreign nationals with claims against
the United States. Claims of U.S. citizens pursuant to 22 U.S.C.
1971, et seq. (``Fisherman's Protective Act''); 22 U.S.C. 2669(f)
(``The Act of August 1956''); 28 U.S.C. 1346, 2671-80 (``The Federal
Tort Claim Act''); 50 U.S.C. 1701 note.
Categories of records in the system:
Information relating to claims described above, including the
names and addresses of parties to the claims, the category and nature
of the claims, their procedural history, correspondence, memoranda,
and data which will enable U.S. Government attorneys to identify and
process common legal issues in the claims.
Authority for maintenance of the system:
22 U.S.C. sec. 1971, et seq. (``Fisherman's Protective Act''); 22
U.S.C. 2669(f) (``The Act of August 1956''); 28 U.S.C. 1346, 2671-80
(``The Federal Tort Claim Act''); 50 U.S.C. 1701 note; 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The Office of the Assistant Secretary for International Claims
and Investment Disputes in the Office of the Legal Adviser will use
this record system to organize information concerning the claims
described above and to facilitate processing such claims. Certain
information may also be made available to other government agencies
involved in the processing of the claim, principally the Departments
of Justice, Treasury, Commerce, Defense and the Office of the United
States Trade Representative, as well as relevant international
tribunals and foreign governments. The information may also be
released to other government agencies having statutory or other
lawful authority to maintain such information. Also see ``Routine
Uses'' paragraph of the Prefatory Statement published in the Federal
Register (42 FR 49699, September 27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining, and dispsing of records in the system:
Storage:
Electronic media; hard copy.
Retrievability:
By claim number or individual claimant name; by nature or
category of claim; by other descriptive features of the claim such as
the country involved or applicable statute.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
of State and its annexes is controlled by security guards, and
admission is limited to those individuals possessing a valid
identification card and individuals under proper escort. All records
containing personal information are maintained in secure file
cabinets or 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 ad hoc monitoring
of computer usage.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be retired or destroyed according to published
record schedules of the Department of State and as approved by the
National Archives and Records Administration. More specified
information may be obtained by writing to the Director, Office of
Freedom of Information, Privacy, and Classification Review, room
1239, Department of State, 2201 C Street, NW, Washington, DC 20520-
1239.
System manager(s) and address:
Assistant Legal Adviser for International Claims and Investment
Disputes, Office of the Legal Adviser, room 402, SA-9, Department of
State, 2100 K Street, NW, Washington, DC 20037.
Notification procedure:
Individuals who have reason to believe the Office of the
Assistant Legal Adviser for International Claims and Investment
Disputes might have records pertaining to them should write to the
Director, Office of Freedom of Information, Privacy and
Classification Review, room 1239, Department of State, 2201 C Street,
NW, Washington, DC 20520-1239. The individual must specify that he/
she wishes the records of the Office of the Assistant Legal Adviser
for International Claims and Investment Disputes to be checked. At a
minimum, the individual must include: Name, date and place of birth;
current mailing address and zip code; and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records or his/her legal
representative, the U.S.-Iran Claims Tribunal, the United Nations
Compensation Commission, other international tribunals, and the
Office of the Legal Adviser.
Systems exempted from certain provisions of the act:
Portions of certain documents contained within this system of
records are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1),
(e)(4)(G), (H) and (I) and (f). See 22 CFR 171.32.
STATE-55
System name:
World Military Expenditures and Arms Transfers Mailing List.
Security classification:
Unclassified.
System location:
Department of State; 2201 C Street, NW; Washington, DC 20520.
Categories of individuals covered by the system:
Requesters of the publication ``World Military Expenditures and
Arms Transfers'' (WMEAT).
Categories of records in the system:
Names and addresses of requestors of the publication ``World
Military Expenditures and Arms Transfers.''
Authority for maintenance of the system:
22 U.S.C. 2581 (Arms Control and Disarmament); 22 U.S.C. 2651a
(Organization of the Department of State); 22 U.S.C. 3921 (Management
of service); 5 U.S.C. 301 (Management of the Department of State);
and Pub. L. 105-277 (Foreign Affairs Agencies Consolidation Act of
1998).
Purpose(s):
The information in this system of records is collected and
maintained by the Bureau of Verification and Compliance to facilitate
its responsibility for providing individuals with copies of WMEAT as
requested.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in this system is used to disseminate current
editions of the publication WMEAT to individuals who have submitted a
request for current and subsequent editions.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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. 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.
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 records schedules of the Department of State and as
approved by the NationalArchives and Records Administration. More
specific information may be obtained by writing to the Director;
Office of IRM Programs and Services; SA-2; Department of State; 515
22nd Street, NW; Washington, DC 20522-6001.
System manager(s) and address:
Project Officer for WMEAT; Bureau of Verification and Compliance;
Department of State; 2201 C Street, NW; Washington, DC 20520.
Notification procedure:
Individuals wanting to request information about themselves and
having reason to believe that the Bureau of Verification and
Compliance might have records pertaining to them should write to the
Director; Office of IRMPrograms and Services; SA-2; Department of
State; 515 22ndStreet, NW; Washington, DC 20522-6001. The individual
must specify that he/she wishes the ``World Military Expenditures and
Arms Transfers'' Mailing List to be checked. At a minimum, the
individual should include: name; date and place of birth; current
mailing address and zip code; signature and preferably his/her social
security number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records.
Systems exempted from certain provisions of the act:
None.
STATE-57
System name: Communications Personnel Training Records.
Security classification:
Unclassified.
System location:
Office of Communications, Resource Management Training Division,
2201 C Street, NW, Washington, DC 20520; and Warrenton Training
Center, Bear Wallow Road, Warrenton, Virginia 22186.
Categories of individuals covered by the system:
All Foreign Service professional communications personnel,
Foreign Service officer and secretary back-up communications
personnel, and Civil Service communications personnel employed by the
Department of State.
Categories of records in the system:
Employee's name, social security account number, grade, date and
place of birth, current and previous assignments, Continuing
Education Units (CEU'S) awarded, previous experience and educational
backgrounds, and technical training provided by the Office of
Communications.
Authority for maintenance of the system:
Foreign Service Act of 1980, as amended, (22 U.S.C. 3901), and
the Civil Service Reform Act of 1978 (5 U.S.C. 1101).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office of Communications will use this record system in
determining current and future training requirements of those
individuals who are professional communications personnel and who
have been tasked to perform additional back-up communications duties
at Foreign Service posts.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy, computer media.
Retrievability:
By individual name, social security account number, assignment/
posts and types of training.
Safeguards:
All employees of the Department of State have undergone a
background security investigation. Access to the Department of State
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 records containing personal
information on a computerized data base are accessible only through
computer media under Department of State jurisdiction and placed in
restricted areas, access to which is limited to authorized personnel.
Access to computerized files is password-protected and under the
direct responsibility of the system manager. The system manager has
the capability of printing audit trails of access from the computer
media, thereby permitting regular ad hoc monitoring of computer
usage.
Retention and disposal:
Biographic training data may be maintained in the system for as
long as the individual is employed by the Department of State. More
specific information regarding retention and disposal may be obtained
by writing to the Director, Foreign Affairs Information Management
Center, Room 1239, Department of State, 2201 C Street NW, Washington,
DC 20520.
System manager(s) and address:
Chief of Training Division, Warrenton Training Center, Box 3050,
B-47, Warrenton, Virginia 22186.
Notification procedure:
Individuals who have reason to believe that the Communications
Personnel Training Records might contain records pertaining to
themselves should write to the Information and Privacy Coordinator,
Foreign Affairs Information Management Center, Room 1239, Department
of State, 2201 C Street NW, Washington, DC 20520. The individual must
specify that he/she wishes the records of the Communications
Personnel Training Records to be checked. At a minimum, the
individual must include: Date and place of birth; current mailing
address and zip code; signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Information and Privacy
Coordinator, Foreign Affairs Information Management Center (address
above).
Contesting record procedures:
See above.
Record source categories:
The individual employee and the Department's central personnel
database.
Systems exempted from certain provisions of the act:
None.
STATE-58
System name: Procurement Career Management Information System.
Security classification:
Unclassified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520.
Categories of individuals covered by the system:
Present employees performing procurement activities in the
Department of State.
Authority for maintenance of the system:
5 U.S.C. 4101 (Employee Performance--Training) et. seq.; 41
U.S.C. 414 (Executive Agency Responsibilities); Executive Order 12352
(Government Procurement Reforms); and Office of Federal Procurement
Policy Letter 92-3.
Categories of records in the system:
Employee's name, grade level (GS, GM, or FS, step level and date
of last step or grade increase) and positions held within the
procurement activity by title, dates and office symbol. Education:
Starting with college degree, the type of degree obtained, in what
field, when and where the education was conducted, trade schools,
union apprenticeship, or military school experience.
Membership/Certification: The type of professional membership and
date received, and the type of professional certification and date
received. Training Completed: For all training that one already has
by course title, dates, location, number of hours, degree, if any,
and major field of study. Training elements are to be coded as
mandatory, formal classroom, correspondence, acceptable substitute,
equivalency test or other. Training planned/approved should be coded
the same as training completed. On-the job development: By title,
period of time, description, FAI units of instruction covered, method
(work assignment, rotational assignment, practicum, or other), as
well as dates; training planned/approved should be coded as training
completed. Individual Development Plan and most recent date.
Contracting Officer Warrant level: The dollar level of warrant and
type of warrant, date issued, and any subject restrictions. Quarterly
Review Data: Including the date of employee's last performance
review, the date of his/her last performance rating, all awards
received by title and date, monetary increases received, and any
promotion information by step and/or grade level.
Routine uses of records maintained in this system, including
categories of users and the purpose of such uses:
The information contained in the Procurement Career Management
Information System will be used by the Office of the Procurement
Executive and each contracting activity's training officer within the
affected Bureau, as well as to each individual in order to update
information. The information contained in this system will be used
to:
(a) Profile the Department's procurement workforce;
(b) Determine current and future training requirements of
individuals;
(c) Determine qualifications for issuance of Contracting Officer
warrants;
(d) Monitor individual career development plans;
(e) Assess program effectiveness in achieving compliance with the
training requirements of OFPP Policy Letter 92-3 and related policies
and procedures; and
(f) Ensure that proper recognition is given to an employee for
his/her performance record.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy, electronic media.
Retrievability:
By individual name or a sequential number, as well as by each of
the data items listed as a category in this description.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
of State 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 records
containing personal information are maintained in secure file
cabinets or 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 ad hoc monitoring
of computer usage.
Retention and disposal:
Data may be maintained in the system for as long as the
individual is employed by the Department of State. Records are
destroyed in accordance with published schedules of the Department of
State.
System manager(s) and address:
The Procurement Executive, Department of State, Room 603, 1701 N.
Ft. Myer Drive, Arlington, Virginia 22201.
Notification procedure:
Individuals who have reason to believe that the Procurement
Career Management Information System might have information
pertaining to them should write to the Director, Office of Freedom of
Information, Privacy and Classification Review, Room 1239, Department
of State, 2201 C Street, NW, Washington, DC 20520. The individual
must specify that he/she wishes the Procurement Career Management
Information System to be checked. At a minimum, the individual should
include: Name, date and place of birth, current mailing address, zip
code and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records. This information will
be verified by the individual employee on a yearly basis.
Systems exempted from certain provisions of the act:
None.
STATE-59
System name:
Refugee Case Records.
Security classification:
Unclassified.
System location:
Refugee processing posts, i.e., designated U.S. embassies, U.S.
consulates general and consulates, and offices of voluntary agencies
(i.e., voluntary agencies that assist in the processing of applicants
under cooperative agreements with the Department of State), and the
Washington Processing Center (for Moscow), 1401 Wilson Blvd.,
Arlington, VA 22209. Locations may change at the discretion and
depending on the needs of the U.S. Department of State. (A list of
refugee processing posts is available from the Bureau of Population,
Refugees, and Migration, Room 5824, Department of State, Washington,
DC 20520.)
Categories of individuals covered by the system:
Individuals who have applied for admission to the United States
under the U.S. refugee program, including individuals who seek and
may be denied admission as refugees but are ultimately approved for
admission as non-refugees (e.g., immigrants or parolees).
Categories of records in the system:
Registration logbooks/cards; refugee applications and related
forms and interview worksheets; letters of approval/denial;
fingerprint cards; biographic and demographic information such as
family trees and documents of identity; affidavits of relationship;
sponsorship assurance forms; medical examination and immunization
reports; communications from U.S. embassies, U.S. consulates general
and consulates, voluntary agencies, U.S. Government agencies,
international organizations, foreign missions, members of Congress,
relatives and other interested parties; and International
Organization for Migration (IOM) loan notes.
Authority for maintenance of the system:
8 U.S.C. 1522(b) (Authorization for Programs for Initial Domestic
Resettlement of and Assistance to Refugees); 22 U.S.C. 1157 (Annual
Admission of Refugees and Admission of Emergency Situation Refugees);
Letter of President Carter of January 13, 1981, 17 Weekly Compilation
of Presidential Documents, Pg. 2880 (Refugee Resettlement Grants
Program).
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The Bureau of Population, Refugees, and Migration, the
Immigration and Naturalization Service (INS), overseas voluntary
agencies' employees and contractors; participating domestic voluntary
agencies; international organizations that assist applicants;
consumer reporting agencies (31 U.S.C. 7311(f)) and debt collection
contractors (31 U.S.C. 3718); members of Congress; and other federal,
state, and local government agencies having statutory or other lawful
authority will use this information to:
(1) Provide necessary background information to the INS and the
Department of State refugee and consular officers to determine the
eligibility of an applicant for admission to the United States;
(2) Provide selected information to participating voluntary
agencies to ensure appropriate resettlement in the United States;
(3) Collect case status and processing statistics concerning such
individuals; and
(4) Assist in the collection of indebtedness owed to IOM and/or
the United States Government. Also see ``Routine Uses'' paragraph of
the Prefatory Statement published in the Federal Register (42 FR
49699, September 27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media; hard copy; microfilm.
Retrievability:
By case number, alien number, and applicant name.
Safeguards:
All records containing personal information are maintained in
secured file cabinets or in restricted areas, access to which is
limited to authorized personnel of the Department of State, voluntary
agencies, INS and its contractors, and others specifically authorized
under the ``Guidelines for the Treatment of Refugee Records
Maintained by Joint Voluntary Agencies.'' Where the records are
computerized, access it under the direct supervision of the system
manager.
Retention and disposal:
Retention of these records varies depending upon the specific
kind of record involved. Files of closed and unprocessed cases are
retired or destroyed in accordance with published record schedules of
the Department of State and as approved by the National Archives and
Records Administration. Files of approved refugees and denied
applicants are transferred to the INS, and subject to its disposition
schedules. More specified information may be obtained by writing to
the Director, Office of Freedom of Information, Privacy, and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW., Washington, DC 20520-1239.
System manager(s) and address:
Executive Director, Bureau of Population, Refugees, and
Migration, SA-1, Room 1251, Department of State, 2401 E Street NW.,
Washington, DC 20522. At specific overseas locations, the on-site
system manager may be the Refugee Coordinator, the Consular Officer
responsible for refugee processing or the voluntary agency
representative.
Notification procedure:
Individuals who have reason to believe the Department of State
might have Refugee Case Records pertaining to themselves should write
to the Director, Office of Freedom of Information, Privacy and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW., Washington, DC 20520-1239. The individual must specify that he/
she wishes the Refugee Case Records of a specific processing post to
be checked. At a minimum, the individual must include: Name, date and
place of birth, the approximate date of arrival in the U.S., his/her
INS ``A'' number; current mailing address and zip code, and
signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from the
individual who is the subject of these records and relatives,
sponsors, members of Congress, U.S. Government agencies, voluntary
agencies, international organizations, and local sources at overseas
posts.
Systems exempted from certain provisions of the act:
None.
STATE-60
System name:
Refugee Data Center Processing Records.
Security classification:
Unclassified.
System location:
Refugee Data Center, 200 Park Avenue South, Room 801, New York,
NY 10003. (The Refugee Data Center is a project of the International
Catholic Migration Commission (ICMC) authorized under a cooperative
agreement with the Department of State.)
Categories of individuals covered by the system:
Individuals who have been approved for admission to the United
States under the U.S. refugee program. Also included may be certain
individuals who sought and were denied admission as refugees but were
ultimately approved for admission as non-refugees (e.g., immigrants
or parolees).
Categories of records in the system:
Refugee biographic registration forms; interest cards;
sponsorship assurance forms; change of status forms; International
Organization for Migration (IOM) arrival information; and
communications from U.S. embassies, U.S. consulates general
consulates; voluntary agencies, U.S. Government agencies,
international organizations, foreign missions, members of Congress,
relatives and other interested parties.
Authority for maintenance of the system:
8 U.S.C. 1522(b) (Authorization for Programs for Initial Domestic
Resettlement of and Assistance to Refugees); 22 U.S.C. 1157 (Annual
Admission of Refugees and Admission of Emergency Situation Refugees);
Letter of President Carter of January 13, 1981, 17 Weekly Compilation
of Presidential Documents, Pg. 2880 (Refugee Resettlement Grants
Program).
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The Bureau of Population, Refugees, and Migration; Refugee Data
Center employees and contractors; participating voluntary agencies
and international organizations that assist applicants; consumer
reporting agencies (31 U.S.C. 7311(f)) and debt collection
contractors (31 U.S.C. 3718); members of Congress; private
individuals or companies requesting general statistical data on
applicants; relatives seeking information about a particular
applicant; and other federal, state, and local government agencies
having statutory or other lawful authority will use or maintain such
information to:
(1) Locate relatives or friends of applicants as potential backup
sponsors;
(2) Track an applicant from the time of Immigration and
Naturalization Service (INS) approval until arrival in the United
States;
(3) Achieve initial reception and placement of individuals
admitted into the U.S. as refugees;
(4) Collect statistics concerning applicants; and
(5) Assist in the collection of indebtedness owed to IOM and/or
the United States Government.
Also see ``Routine Uses'' paragraph of the Prefatory Statement
published in the Federal Register (42 FR 49699, September 27, 1977).
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media; hard copy; microfilm.
Retrievability:
By case number, alien number, and applicant name.
Safeguards:
All records containing personal information are maintained in
secured file cabinets or in restricted areas access to which is
limited to Department of State personnel and contractors; Refugee
Data Center personnel and contractors; participating voluntary agency
representatives; and others specifically authorized under the
``Guidelines for the Treatment of Refugee Records Maintained by
Refugee Data Center'' which are incorporated in the cooperative
agreement between the International Catholic Migration Commission and
the Department of State. 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.
Retention and disposal:
Retention of these records varies depending upon the specific
kind of record involved. They are 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
specified information may be obtained by writing to the Director,
Office of Freedom of Information, Privacy, and Classification Review,
Room 1239, Department of State, 2201 C Street, NW, Washington, DC
20520-1239.
System manager(s) and address:
Executive Director, Bureau of Population, Refugees, and
Migration, SA-1, Room 1251, Department of State, 2401 E Street NW.,
Washington, DC 20522. The on-site system manager is the Systems
Manager, Refugee Data Center, 200 Park Avenue South, Room 801, New
York, NY 10003.
Notification procedure:
Individuals who have reason to believe that the Refugee Data
Center might have records pertaining to themselves should write to
the Director, Office of Freedom of Information, Privacy and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW, Washington, DC 20520-1239. The individual must specify that he/
she wishes the records of the Refugee Data Center to be checked. At a
minimum, the individual must include: Name, date and place of birth,
the approximate date of arrival in the U.S., his/her INS ``A''
number; current mailing address and zip code, and signature.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of
Freedom of Information, Privacy and Classification Review (address
above).
Record source categories:
These records contain information obtained directly from
individual who is the subject of these records and relatives,
sponsors, members of Congress, U.S. Government agencies, voluntary
agencies, international organizations, and local sources at overseas
posts.
Systems exempted from certain provisions of the act:
None.
STATE-61
System name:
Garnishment of Wages Records.
Security classification:
Unclassified and classified.
System location:
Department of State, 2201 C Street, NW, Washington, DC 20520.
Categories of individuals covered by the system:
Department of State employees (current and retired); employees of
the Agency for International Development, United States Information
Agency and the U.S. Arms Control and Disarmament Agency; and other
employees and personal services contractors listed on the
Department's payroll and/or Foreign Service retirement records who
have been the subject of court orders to garnish the employee's wages
or retirement benefits.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 2651a
(Organization of the Department of State); 22 U.S.C. 3921 (Management
of service); 42 U.S.C. (Child support and alimony garnishment); 5
U.S.C. 5520a (Commercial garnishment).
Categories of records in the system:
Communications between the Office of the Legal Adviser and the
Bureau of Finance and Management Policy regarding the employee's
garnishment; communications between the Office of the Legal Adviser
and the employee who is the subject of the garnishment;
communications between the Office of the Legal Adviser and courts or
agencies regarding the employee's garnishment proceeding;
communications between the Office of the Legal Adviser and a party
named in or affected by the garnishment action; and court or agency
orders, summons and other documents related to the garnishment action
against the employee.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Information in the records system is used by the Office of the
Legal Adviser to provide advice and services to the Bureau of Finance
and Management Policy and other bureaus and offices in order to
comply with court or agency ordered garnishments. The principal users
of this information outside the Department of State are: Federal,
state and local courts; state and local tax collection and child
enforcement offices; the Internal Revenue Service; private collection
agencies, law firms and/or other individuals authorized to receive
garnished wages or benefits by court or agency order or otherwise
involved in a garnishment proceeding. The information may also be
released to other federal, state and local government agencies having
statutory or other lawful authority to maintain such information.
Also see the ``Routine Uses'' paragraph of the Prefatory Statement
published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic media; hard copy.
Retrievability:
By individual name and Social Security Number.
Safeguards:
All employees of the Department of State have undergone
background investigations. Access to the Department 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 records containing personal information are
maintained in secured file cabinets or 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.
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 specified
information may be obtained by writing to the Director, Office of
Freedom of Information, Privacy, and Classification Review, Room
1239, Department of State, 2201 C Street, NW., Washington, DC 20520-
1239.
System manager(s) and address:
Executive Director, Office of the Legal Adviser, Room 5519A,
Department of State, 2201 C Street, NW, Washington, DC 20520.
Notification procedure:
Individuals who have reason to believe that the Office of the
Legal Adviser might have records pertaining to them should write to
the Director, Office of Freedom of Information, Privacy and
Classification Review, Room 1239, Department of State, 2201 C Street,
NW, Washington, DC 20520-1239. The individual must specify that he/
she wishes the Garnishment of Wages Records to be checked. At a
minimum, the individual must include: Name; date and place of birth;
current mailing address and zip code; bureau/agency to which he/she
is or was assigned and dates of assignment; retirement system (if
applicable); approximate date of when garnishment began; and
signature.
Record access procedures:
Individuals who wish to gain access or amend records pertaining
to them should write to the Director, Office of Freedom of
Information, Privacy and Classification Review (address above).
Record source categories:
These records contain information obtained directly from: The
individual who is the subject of these records; his/her legal
representative; federal, state or local courts or agencies; other
parties named in or affected by the individual's garnishment
proceedings; the Bureau of Personnel; the Bureau of Finance and
Management Policy and the Office of the Legal Adviser.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(k)(2), certain records contained within
this system of records are exempted from 5 U.S.C. 552a (c)(3), (d),
(e)(1), e(4)(G), (H) and (I) and (f) in accordance with Department of
State rules published in the Federal Register.
Note:Under the Foreign Affairs Agencies Consolidation Act of
1998, Public Law 105-277, the Department of State assumed custody and
control of the system of records maintained by the Arms Control and
Disarmament Agency, effective April 1, 1999. The existence and
distinct character of these systems will not change except for the
following:
1. The agency's official who is responsible for access to the
systems of records is Margaret P. Grafeld, Information and Privacy
Coordinator and Director of the Office of Information Resources
Management Programs Services, Room 1239, Department of State, 2201 C
Street, NW, Washington DC 20520-1512, (202) 647-6620.
2. The procedures whereby an individual can be notificed if the
system of records contains a record pertaining to him or her may now
be found at 22 CFR part 171, subpart C. These regulations are also
available at the Department's website located at http://
foia.state.gov.
3. The procedures whereby an individual can be notified at his or
her request how he or she can gain access to any records pertaining
to him or her contained in the system of records, and how he or she
can contest its content may now be found at 22 CFR part 171, subpart
C. These regulations are also available at the Department's website
located at http://foia.state.gov.
STATE-62
System name:
Records of the Office of Citizen Exchanges.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Categories of individuals covered by the system:
Individuals who have traveled at U.S. Government expense under
Department of State grants for cultural exchange in the performance
of grant requirements.
Categories of records in the system:
Applications for grants that may include applicant's name,
address, telephone number, date and place of birth, citizenship,
biographic data, education, current position held by grantee,
organizational affiliation, grantee organization, grant number, date,
destination, and purpose of travel. Other information may include
social security number, bank enrollment information, visa
applications with passport number, travel itineraries and grantee/
post final program reports.
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
(Management of the Department of State); and 22 U.S.C. 2451-58
(Mutual Educational and Cultural Exchange Act of 1961).
Purpose(s):
The information contained in the Records of the Office of Citizen
Exchanges is collected and maintained by the Office of Citizen
Exchanges for the implementation of grants for cultural exchange
programs.
Routine uses of records maintained in the system, including
Categories of Users and purposes of such uses:
The information relating to American travelers in the Records of
the Office of Citizen Exchanges is used:
--For general reference for future programming purposes;
--By judges for the Jazz Ambassador Program to record findings on
the technical and artistic ability of the artist;
--For administrative purposes such as requesting visas, enrolling
grantee in government health insurance, authorization for deposit of
funds to bank accounts and notification of travel arrangements; and
--To disclose information to officials of foreign governments and
organizations before a participant is sent to that country in order
to facilitate participation in programs and events.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Director, Cultural Programs Division; Bureau of Educational and
Cultural Affairs; Department of State; 301 Fourth Street, SW;
Washington, DC 20547.
Notification procedure:
Individuals who have reason to believe that the Office of Citizen
Exchanges might have records pertaining to themselves should write to
the Director; Office of IRM Programs and Services; Department of
State; SA-2; 515 22nd Street, NW; Washington, DC 20522-6001. The
individual must specify that he/she wishes the Records of the Office
of Citizen Exchanges to be checked. At a minimum, the individual
should include: Name; date and place of birth; social security
number; current mailing address and zip code; signature; a brief
description of the circumstances that caused the creation of the
record, and the approximate dates which give the individual cause to
believe that the Office of Citizen Exchanges has records pertaining
to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director; Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records.
Systems exempted from certain provisions of the act:
None.
STATE-63
System name:
Cultural Property Advisory Committee Records.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Categories of individuals covered by the system:
Current and former members of the Cultural Property Advisory
Committee who are private citizens appointed by the President to
three year terms. Members may be experts in archaeology,
anthropology, ethnology or related fields, representatives of
museums, or representatives of the general public.
Categories of records in the system:
These records contain curriculum vitae, appointment affidavits,
Notification of Personnel Actions, Automated Clearinghouse Payment
System forms, locator cards, confidential clearance memoranda, travel
orders and travel vouchers.
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
(Management of the Department of State); and 10 U.S.C. 2601, et seq.,
(Convention on Cultural Implementation Act).
Purpose(s):
The information contained in the Records of the Cultural Property
Advisory Committee is collected and maintained by the State
Department in connection with its responsibility for administration
of the Committee.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Information in the Records of the Cultural Property Advisory
Committee is used in the administration of the Committee and its
members including, but not limited to maintaining addresses and phone
numbers, processing security clearances, issuing travel
authorizations and vouchers. The information may also be used to
disclose information to officials of foreign governments and
organizations before a member is sent to that country in order to
facilitate participation in programs and events.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired 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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Assistant Secretary for Education and Cultural Affairs;
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Notification procedure:
Individuals who have reason to believe that the Cultural Property
Advisory Committee might have records pertaining to themselves should
write to the Director; Office of IRM Programs and Services;
Department of State; 515 22nd Street NW; SA-2; Street, NW;
Washington, DC 20522-6001. The individual must specify that he/she
wishes the Cultural Property Advisory Committee Records to be
checked. At a minimum, the individual should include: Name; date and
place of birth; social security number; current mailing address and
zip code; signature; a brief description of the circumstances that
caused the creation of the record, and the approximate dates which
give the individual cause to believe that the Cultural Property
Advisory Committee has records pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records.
Systems exempted from certain provisions of the act:
None.
STATE-64
System name:
Service Contributors Records.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW.; Washington,
DC 20547.
Categories of individuals covered by the system:
Freelance writers and photo-editors who are available to the
Office of International Information Programs (IIP) on an
intermittent, fixed-fee basis to perform services for the Office of
International Information Programs, and authors of newspaper and
magazine articles dealing with U.S. policies and practices in five
thematic areas: Economic Security, Political Security, Democracy and
Human Rights, Global Issues and Communications, and U.S. Society and
Values.
Categories of records in the system:
Copies of purchase orders issued to the contributors, addresses,
phone numbers, specialties of contributors, data on number of times
contributors have been used and fees paid for services.
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); and 5 U.S.C. 301
(Management of the Department of State).
Purpose(s):
The information contained in the Records of the Office of
International Information Programs is collected and maintained to
identify possible freelance contributors with the subject-matter
expertise the Office of International Information Programs requires
for its publications.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
The information in the Service Contributors Records is used:
--To select freelance writers and photo-editors to produce texts
and research photos for IIP publications; and
--For office reference in identifying articles and locating
authors.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
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 IRM
Programs and Services; SA-2; Department of State; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Copyright and Print Publications Team, IIP/T/CP; Office of
International Information Programs; Department of State; SA-44; 301
Fourth Street, SW; Washington, DC 20547.
Notification procedure:
Individuals who have reason to believe that the Office of
International Information Programs might have records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services; Department of State; SA-2; 515 22nd Street, NW; Washington,
DC 20522-6001. The individual must specify that he/she wishes the
Service Contributors Records to be checked. At a minimum, the
individual should include: Name; date and place of birth; social
security number; current mailing address and zip code; signature; a
brief description of the circumstances that caused the creation of
the record, and the approximate dates which give the individual cause
to believe that the Office of Information Programs has records
pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records, referrals of other
freelance and photo-editor contributors, published material and other
reference sources.
Systems exempted from certain provisions of the act:
None
STATE-65
System name:
Speaker/Specialist Program Records.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Categories of individuals covered by the system:
American specialists and experts who have participated or been
considered for participation in the Speaker/Specialist Program
sponsored by the Office of International Information Programs.
Specialists are recruited for their expertise in addressing foreign
audiences in U.S. policies and practices in any of five thematic
areas: Economic Security, Political Security, Democracy and Human
Rights, Global Issues and Communications, and U.S. Society and
Values.
Categories of records in the system:
These records contain biographic information about the speaker/
specialist including education and professional experience;
correspondence between the individual, the Department and overseas
posts regarding the speaker's participation in the program; travel
itineraries and visa documentation; grant authorization numbers and
types; copies of the grant documents; cost and fiscal data; payment
vouchers; Automated Clearing House (ACH) payment enrollment forms;
country clearance telegrams; and where applicable, program
evaluations and speaker reports.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State); 22 U.S.C.
1431 et seq. (Smith-Mundt United States Information and Educational
Exchange Act of 1948, as amended; 22 U.S.C. 2451-58 Fulbright-Hays
Mutual Educational and Cultural Exchange Act of 1961, as amended; 22
U.S.C. 2651a (Organization of the Department of State); and 22 U.S.C.
3921 (Management of the Foreign Service).
Purpose(s):
The information contained in the Speaker/Specialist Program
Records is collected and maintained by the Office of International
Information Programs in the administration of its responsibility to
manage the Department's Speaker/Specialist Program as provided for in
the Smith-Mundt Act.
Routine uses of records maintained in the system, including
Categories of Users and purposes of such uses:
Information in the Speaker/Specialist Program Records is used or
disseminated as follows:
--By program officers and assistants in implementing and managing
the Speaker/Specialist Program;
--To generate grant documents and payment vouchers;
--For internal reporting and tracking of international speaking
appearances;
--To generate periodic and ad hoc statistical reports in response
to requests from Congress, the White House and other U.S. Government
entities, e.g., the number of speakers addressing a specific issue;
or the number of speakers from historically ethnic colleges and
universities, and
---To disclose information to officials of foreign governments
and organizations before a participant is sent to that country in
order to facilitate participation in programs and events.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired 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 IRM
Programs and Services; Department of State; SA-2; 515 22nd Street,
NW; Washington, DC 20522-6001.
System manager(s) and address:
Director, Office of International Information Programs;
Department of State; SA-44; 301 Fourth Street, SW; Washington, DC
20547.
Notification procedure:
Individuals who have reason to believe that the Office of
International Information Programs might have records pertaining to
themselves should write to the Director; Office of IRM Programs and
Services; Department of State; SA-2; 515 22nd Street NW; Washington,
DC 20522-6001. The individual must specify that he/she wishes the
Cultural Property Advisory Committee Records to be checked. At a
minimum, the individual should include: Name; date and place of
birth; social security number; current mailing address and zip code;
signature; a brief description of the circumstances that caused the
creation of the record, and the approximate dates which give the
individual cause to believe that the Office of International
Information Programs has records pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records.
Systems exempted from certain provisions of the act:
None.
STATE-66
System name:
Electronic Media Photographers Records.
Security classification:
Unclassified.
System location:
Department of State; SA-44; 301 Fourth Street, SW.; Washington,
DC 20547.
Categories of individuals covered by the system:
Freelance photographers who have applied/expressed interest in
supplying photos or providing photo coverage of events of interest to
the Department. Representatives of photo agencies that have contracts
with the Department for providing photos and photo services.
Categories of records in the system:
These records contain personal information about the
photographers/picture agents including name, address, telephone
number, fees for services and products, specialties, nature of
assignment, availability of rights, deadlines and other scheduling
information and usage of the photos and other visual materials by our
posts abroad. Records occasionally include evaluations of assignments
and products by the program coordinator/manager of the photo services
in the Department.
Authority for maintenance of the system:
5 U.S.C. 301 (Management of the Department of State); 22 U.S.C.
1431 et seq. (Smith-Mundt United States Information and Educational
Exchange Act of 1948, as amended); 22 U.S.C. 2651a (Organization of
the Department of State); 22 U.S.C. 3921 (Management of the Foreign
Service).
Purpose(s):
The information contained in the Electronic Media Photographers
Records is collected and maintained by the Electronic Media/Visual
Services Division of the Office of Thematic Programs whose staff
includes photo editors responsible for providing photos and other
graphic images for U.S. embassies, U.S. consulates general and
consulates, as well as meeting the photo needs of elements in the
Office of International Information Programs. Many of these images
appear on the International Information Programs web site, which is
designed exclusively for foreign audiences and U.S. posts abroad.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Information in the Electronic Media Photographers Records is used
or disseminated as follows:
--To administer contracts with photo agencies, picture archives
and other institutional sources;
--To assign and coordinate the work of freelance photographers
chosen to cover special events;
--To provide contract photos;
--To contact certain media, corporations and news organizations
to obtain photographs and rights for distribution and reproduction to
our posts abroad;
--For internal reporting, cost accounting and billing; and
--To assess the nature and distribution of demands for photo
resources in the Office of International Information Programs.
Also see the ``Routine Uses'' paragraph of the Prefatory
Statement published in the Federal Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Hard copy; electronic media.
Retrievability:
Individual name.
Safeguards:
All employees of the Department of State have undergone a
thorough background security investigation. Access to the Department
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 records containing personal
information are maintained in secured file cabinets or 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.
Retention and disposal:
These records will be maintained until they become inactive, at
which time they will be destroyed or retired 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 IRM
Programs and Services; Department of State; SA-2; 515 22nd Street,
NW.; Washington, DC 20522-6001.
System manager(s) and address:
Director, Office of Thematic Programs; Department of State; SA-
44; 301 Fourth Street, SW.; Washington, DC 20547.
Notification procedure:
Individuals who have reason to believe that the Office of
Information Programs might have records pertaining to themselves
should write to the Director; Office of IRM Programs and Services;
Department of State; SA-2; 515 22nd Street, NW.; Washington, DC
20522-6001. The individual must specify that he/she wishes the
Electronic Media Photographers Records to be checked. At a minimum,
the individual should include: name; date and place of birth; social
security number; current mailing address and zip code; signature; a
brief description of the circumstances that caused the creation of
the record, and the approximate dates which give the individual cause
to believe that the Office of International Information Programs has
records pertaining to him/her.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Director, Office of IRM
Programs and Services (address above).
Record source categories:
These records contain information obtained primarily from the
individual who is the subject of these records, from recommendations
by third parties, directories of photo resources, and related
organizations in the private sector.
Systems exempted from certain provisions of the act:
None.
STATE-67
System name:
Office of Inspector General (OIG) Timesheet System.
Security classification:
Unclassified.
System location:
Office of Inspector General (OIG), U.S. Department of State, 2201
C Street, NW., Washington, DC 20520, SA-39 1700 N. Lynn Street,
Rosslyn, Virginia 22209.
Categories of individuals covered by the system:
All OIG employees of the Department of State, including the
Inspector General and Deputy Inspector General.
Categories of records in the system:
Employee's name; annual salary; hourly rate; leave use; employee
timesheets; employment tenure; employee grade and series;
occupational series.
Authority for maintenance of the system:
Inspector General Act of 1978, 5 U.S.C. App. 3; Foreign Service
Act of 1980, as amended (22 U.S.C. 3901).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the OIG Timesheet System may be used: (a) By
the subject of the record to review time spent by the subject on
projects, training, and other activities; (b) By OIG management to
generate reports and analysis of the time and costs spent on
projects, training, and management. Also see the ``Routine Uses''
paragraph of the Prefatory Statement published in the Federal
Register.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Electronic Media.
Retrievability:
By individual name or by project, as well as by each of the data
items listed as a category of record in this description.
Safeguards:
All employees of the Department of State have undergone
background investigations. Access to the Department and its annexes
is controlled and limited to those individuals possessing a valid
identity card or individuals with a proper escort. All records
containing personal information are maintained in secured file
cabinets or in restricted areas, access to which is limited to
authorized personnel. Access to computerized files is password
protected 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.
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 records 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 Director, Office
of IRM Programs and Services; A/RPS/IPS; U.S. Department of State,
SA-2; Washington, DC 20522-6001.
System manager(s) and address:
Director of Administration, U.S. Department of State, Office of
Inspector General, 1700 North Moore St., Suite 720,
Rosslyn, VA 22209.
Notification procedure:
Individuals who have reason to believe that the OIG Timesheet
System might contain records pertaining to them should write to the
Information and Privacy Coordinator, Office of Inspector General,
Department of State, Room 6817, 2201 C Street, NW., Washington, DC
20520. The individual must specify that he/she wishes the records of
the OIG Timesheet System to be checked. At a minimum, the individual
must include: Date and place of birth; approximate dates of
employment with Department of State's OIG; current mailing address
and zip code; signature; and, preferably, his/her social security
number.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should write to the Information and Privacy
Coordinator, Office of Inspector General, Department of State
(address above).
Record source categories:
These records contain employee information obtained directly from
the individual who is the subject of these records. The records also
contain grade, position, and salary information from the OIG's Office
of Human Resources that is generated using the employee's
identification number from the Global Employee Management System
(GEMS).
Systems exempted from certain provisions of the act:
None.
STATE DEPARTMENT
Title 22-Foreign Relations
SUBCHAPTER R--ACCESS TO INFORMATION
PART 171--AVAILABILITY OF INFORMATION AND RECORDS TO THE PUBLIC
Subpart A--General Policy and Provisions
Sec.
171.1 Availability of information.
171.2 Requests for information.
171.3 Public reading room.
171.4 Extension of time limits.
171.5 Archival records.
171.6 Fees-general.
* * * * *
Subpart D--Privacy Provisions
171.30 Definitions.
171.31 Identifying information.
171.32 Exemptions.
171.33 Time limits.
171.34 Access to records.
171.35 Requests for amending records.
* * * * *
Subpart F--Denial Procedures
171.50 Denials of access or of amendment.
Subpart G--Appeals Procedures
171.60 Appeal of denial of access to records.
171.61 Appeal of refusal to amend records.
Subpart H--Other Agency Material
171.70 Referral.
171.71 Concurrence.
Source: Reg.108.794, 45 FR 58108, Sep. 2, 1980, unless otherwise
noted.
Authority: Section 3 of the Administrative Procedure Act, as amended
(Pub. L. 89-478, 80 Stat. 250); the Freedom of Information Act, as
amended (5 U.S.C. 552); the Privacy Act (5 U.S.C. 552a); Executive Order
12065; and the Ethics in Government Act of 1978 (Pub. L. 95-521).
Subpart A--General Policy and Procedures
Sec. 171.1 Availability of information.
(a) Unclassified information, documents, and forms which have
previously been provided to the public as part of the normal services of
the Department of State will continue to be made available on the same
basis as before. Any Departmental officer who receives a request for
records through normal channels of contact with the public, media, or
the Congress which would not normally be made available shall advise the
requester that the request will be referred to the Information and
Privacy Coordinator, Foreign Affairs Information Management Center, for
processing under the appropriate statute or executive order as provided
in these regulations.
(b) All identifiable records of the Department of State shall be made
available to the public upon compliance with the procedures established
in this subchapter, except to the extent that a determination is made to
withhold a record in accordance with an appropriate exemption as
provided herein.
Sec. 171.2 Requests for information.
(a) Requests for identifiable records in accordance with this
subchapter may be made by the public in person during regular business
hours from the Department of State, 2201 C Street, NW, Washington, DC,
where the receptionist will refer the requester to the proper office for
service and the necessary forms for making a request.
(b) Requests by mail and referrals from other agencies should be
addressed to the Information and Privacy Coordinator, Foreign Affairs
Information Management Center, Room 1239, Department of State,
Washington, DC 20520, who will coordinate action as specified in this
request. In addition, requests may be directed to the Department's field
offices and overseas posts; routine, unclassified, administrative
records may be released to the individual if it is determined that such
release is authorized. Any unfilled request shall be submitted to the
Information and Privacy Coordinator. Individuals are urged to clearly
indicate on their requests the statute under which they are requesting
access to information; this notation will facilitate the processing of
the request by the Department.
(c) While every effort is made to guarantee the greatest possible
access to all requesters, regardless of the specific statute under which
the information is requested, the following guidance is provided for
individuals in requesting records:
(1) Freedom of Information Act. Requests for documents concerning the
general activities of government and of the Department of State in
particular (see subpart B).
(2) E. O. 12065. Requests for mandatory review and declassification of
Department records and requests for access by former Presidential
appointees (see subpart C).
(3) Privacy Act. Requests from U.S. citizens or resident aliens for
records pertaining to themselves and maintained by the Department under
the individual's name (see subpart D).
(4) Ethics in Government Act. Requests for the financial Disclosure
Statements of Department Employees covered by this Act (see subpart E).
(d) The burden of adequately identifying the record so requested lies
with the requester. Individuals may seek assistance regarding any facet
of their requests from the Information and Privacy Coordinator.
Sec. 171.3 Public reading room.
A public reading room or area where records may be made available is
located in the Department of State, 2201 C Street, NW, Washington, DC
20520. The receptionist will refer the applicant to the proper room. All
those statutes, regulations, and guidelines pertaining to access to
information required to be made available to the public shall be located
in the reading room. Fees will not be charged for access by the public
to this room or the indexes and regulations contained therein, but fees,
in accordance with Sec. 171.6, will be charged for furnishing copies
thereof. Persons desiring to utilize their own portable copying
equipment should request approval in advance from the Information and
Privacy Coordinator. Any arrangements for the use of such equipment must
be consistent with security regulations of the Department of State and
are subject to the availability of personnel to monitor such copying.
Sec. 171.4 Extension of time limits.
While every effort is made to meet the time limits cited in each
section of this Subchapter, unusual circumstances may arise which would
necessitate the extension of these time limits. Extensions shall be
granted in those instances where it is necessary, in order to guarantee
proper processing of the request, to:
(a) Search for and collect the requested records from overseas posts
or other establishments that are separate from the office processing the
request;
(b) Search for, collect, and appropriately examine a voluminous amount
of separate and distinct records which are demanded in a single request;
or
(c) Consult with another agency having a substantial interest in the
determination of the request or among two or more components of the
Department of State having substantial subject matter interest therein.
Such consultation shall be conducted with all practicable speed. In such
instances the requester shall be given written notification by the
Information and Privacy Coordinator of the extension of the time limit
and the reason for such extension.
Sec. 171.5 Archival records.
The Department ordinarily transfers custody of records as soon as
practicable after they become twenty (20) years old to the National
Archives and Records Administrative. These records are generally
transferred in large blocks defined by years and/or major subject
categories. Correspondence regarding access to these records should be
addressed to the Chief, Diplomatic Branch, Civil Records Divisions,
National Archives and Record Administration, Washington, DC 20400.
Sec. 171.6 Fees-general.
(a) The Department will charge a fee of $.10 per page for copies of
documents which are identified by an individual and reproduced at the
individual's request for retention, except that there will be no charge
for requests involving costs of $1.00 or less.
(b) Remittances shall be in the form of either a personal check or
bank draft drawn on a bank in the United States, a postal money order,
or cash. Remittance shall be made payable to the order of the Treasurer
of the United States and delivered or mailed to the Information and
Privacy Coordinator, Foreign Affairs Information Management Center, Room
1239, Department of State, 2201 C Street, NW, Washington, DC 20520. The
Department will assume no responsibility for cash sent by mail.
(c) A receipt for fees paid will be given only upon request.
(d) See section 171.13 for additional fees chargeable for Freedom of
Information requests.
Subpart D--Privacy Provisions
Sec. 171.30 Definitions.
As used in this subpart, the following definitions shall apply:
(a) The term Department means the Department of State, its offices,
bureaus, divisions, field offices, and its overseas posts.
(b) The term individual means a citizen of the United States or an
alien lawfully admitted for permanent residence.
(c) The term maintain includes maintain, collect, use or disseminate.
(d) The term record means any item, collection, or grouping of
information about an individual that is maintained by the Department,
including, but not limited to education, financial transactions, medical
history, and criminal or employment history that contains the
individual's name, or the identifying number, symbol, or other
identifying particular assigned to the individual, such as a finger or
voice print or photograph.
(e) The term system of records means a group of any records under the
control of the Department from which information is retrieved by the
name of the individual or by some identifying number, symbol, or other
identifying particular assigned to an individual.
(f) The term statistical record means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual, except as provided in 13 U.S.C. 8.
(g) The term routine use means, with respect to the disclosure of a
record, the use of such record for a purpose which is compatible with
the purpose for which it was collected.
(h) The term amend means to make any correction to any portion of the
record which the individual believes is not accurate, relevant, timely,
or complete.
(i) The term personnel record means any personal information
maintained in a system of records as defined in paragraph (e) of this
section that is needed for personnel management programs or processes
such as staffing, employee development, retirement, grievances, and
appeals.
Rules and procedures promulgated by the Office of Personnel Management
under the Privacy Act for personal records for which it has
responsibility will be followed by the Department with regard to such
records except when inconsistent with provisions of the Foreign Service
Act.
Sec. 171.31 Identifying information.
All requests for access to a record or records must reasonably
describe the system of records and the individual's record within the
system in sufficient detail to permit identification of the requested
record(s). System names, descriptions, and the identifying information
required for each system are published in the Department's public notice
of systems of records appearing in the Federal Register. As a minimum,
requests should include the individual's full name (maiden name, if
appropriate), present mailing address (including zip code), date and
place of birth, and other information helpful in identifying the record.
Helpful data includes circumstances which give the individual reason to
believe that the Department of State maintains records under her/his
name, as well as the approximate time period of the records. This
information will facilitate the timely search of record systems and
assist the Department in locating those records which actually pertain
to the individual requester. In certain instances, it may be necessary
for the Department to request additional information from the requester,
either to ensure a full search or to ensure that a record retrieved does
in fact pertain to the individual.
Sec. 171.32 Exemptions.
Portions of systems of records maintained by the Department are
authorized to be exempted from a limited number of provisions of the
Privacy Act. In utilizing these exemptions, however, the Department
contemplates exempting only those portions of systems necessary for the
proper functioning of the Department and which are consistent with the
Privacy Act and these regulations. The following exemptions are
authorized under 5 U.S.C. 552a(j) and (k):
(a) Records specifically authorized under criteria established by an
Executive Order to be kept secret in the interest of national defense or
foreign policy and in fact, properly classified pursuant to such
Executive Order (k)(1);
(b) Investigatory material compiled for law enforcement purposes,
other than material within the scope of 5 U.S.C. 552a(j)(2): Provided,
however, that if any individual is denied any right, privilege, or
benefit for which she or he would otherwise be eligible as a result of
the maintenance of such material, such material shall be provided to
such individual, except to the extent that the disclosure of such
material would reveal the identity of a source who furnished information
to the Government under an express promise that the identity of the
source would be held in confidence, or, prior to the effective date of
the regulations, under an implied promise that the identity of the
source would be held in confidence (k)(2);
(c) Records maintained in connection with providing protective
services to the President of the United States or other individuals,
pursuant to 18 U.S.C. 3056 and 22 U.S.C. 2666 (k)(3);
(d) Records required by statute to be maintained and used solely as
statistical records (k)(4);
(e) Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, nominations or
referrals to international organizations, or access to classified
information, but only to the extent that the disclosure of such material
would reveal the identity of a source who furnished information to the
Government under an express promise that the identity of the source
would be held in confidence, or, prior to the effective date of these
regulations, under an implied promise that the identity of the source
would be held in confidence (k)(5);
(f) Testing or examination material used solely to determine
individual qualification for appointment or promotion to the Federal
service which would compromise the objectivity or fairness of the
testing or examinations process if disclosed (k)(6); or
(g) Evaluation material used to determine potential of an individual
for promotion in the armed services, but only to the extent that the
disclosure of such material would reveal the identity of a source who
furnished information to the Government under an express promise that
the identity of the source would be held in confidence, or, prior to the
effective date of these regulations, under an implied promise that the
identity of the source would be held in confidence (k)(7); or
(h) Records originated by another agency when that agency has
determined that the record is exempt under 5 U.S.C. 552a (j). Also,
pursuant to Section (j)(2) of the Act, records compiled by the Special
Assignment Staff, the Command Center, and the Passport and Visa Fraud
Branch of the Office of Security and by the Inspector General may be
exempted from the requirements of any part of the Act except subsections
(b), (c)(1) and (2), (e)(4) (A) through (F), (e)(6), (7), (9), (10), and
(11), and (i) to the extent necessary to assure the effective completion
of the investigative and judicial processes.
(i) Portions of the following systems of records are exempted under 5
U.S.C 552a(j) to the extent authorized and determined by the agency
originating the records. The names of the systems correspond to those
published in the Federal Register by the Department.
System Name: STATE DEPT.
Consular Service and Assistance Records. STATE-5.
Coordinator for Combatting Terrorism Records. STATE-6.
External Research Records. STATE-10.
Extradition Records. STATE-11.
Intelligence and Research Records. STATE-15.
International Organizations Records. STATE-17.
Law of the Sea Records. STATE-19.
Overseas Records. STATE-25.
Passport Records. STATE-26.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personality Index to the Central Foreign Policy Records. STATE-29.
Security Records. STATE-36.
Visa Records. STATE-39.
Munitions Control Records. STATE-42.
Records of the Inspector General and Automated Individual Cross-
Reference System, STATE-53.
(j) Portions of the following systems of records are exempted from 5
U.S.C. 552a(c)(3), (d), (e)(1), (3) and (4), (G), (H), and (I), and (f).
The names of the systems correspond to those published in the Federal
Register by the Department.
(1) Exempt under 5 U.S.C. 552a(k)(1). The reason for invoking the
exemption is to protect the material required to be kept secret in the
interest of national defense and foreign policy.
Board of Appellate Review Records. STATE-2.
Consular Service and Assistance Records. STATE-5.
Coordinator for Combatting Terrorism Records. STATE-6.
External Research Records. STATE-10.
Extradition Records. STATE-11.
Foreign Assistance Inspection Records. STATE-48.
Intelligence and Research Records. STATE-15.
International Organizations Records. STATE-17.
Law of the Sea Records. STATE-19.
Overseas Records. STATE-25.
Passport Records. STATE-26.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personality Index to the Central Foreign Policy Records. STATE-29.
Security Records. STATE-36.
Visa Records. STATE-39.
Berlin Document Center. STATE-41.
Munitions Control Records. STATE-42.
Records of the Inspector General and Automated Individual Cross-
Reference System. STATE-53.
Records of the Office of the Assistant Legal Adviser for International
Claims and Investment Disputes. STATE-54.
Statements by Principals during the Strategic Arms Limitation Talks,
Mutual Balanced Force Reduction Negotiations, and the Standing
Consultative Committee, ACDA-4.
(2) Exempt under 5 U.S.C. 552(a)(k)(2). The reasons for invoking the
exemptions are to prevent individuals the subject of investigation from
frustrating the investigatory process, to insure the integrity of law
enforcement activities, to prevent disclosure of investigative
techniques, to maintain the confidence of foreign governments in the
integrity of the procedures under which privileged or confidential
information may be provided; and to protect the confidentiality of
sources of information.
Board of Appellae Review Records. STATE-2.
Consular Service and Assistance Records. STATE-5.
Coordinator for Combatting Terrorism Records. STATE-6.
Extradition Records. STATE-11.
Foreign Assistance Inspection Records. STATE-48.
Intelligence and Research Records. STATE-15.
Overseas Records. STATE-25.
Passport Records. STATE-26.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personality Index to the Central Foreign Policy Records. STATE-29.
Security Records. STATE-39.
Visa Records. STATE-39.
Munitions Control Records. STATE-42.
Records of the Inspector General and Automated Individual Cross-
Reference System. STATE-53.
Records of the Office of White House Liaison. STATE-34.
Garnishment of Wages Records. STATE-61.
Security Records. ACDA-3. Provided, however, that if any individual is
denied any right, privilege, or benefits to which the individual
would otherwise be entitled by Federal law, or for which the
individual would otherwise be eligible, as a result of the
maintenance of such material, such material would reveal the
identity of a source who furnished information to the Government
under an express promise that the identity of the source wouod be
held in confidence, or, if furnished to the Government prior to
September 27, 1975, under an implied promise that the identity of
the source would be held in confidence.
(3) Exempt under 5 U.S.C. 552(a)(k)(3). The reason for invoking this
exemption is to preclude impairment of the Department's effective
performance in carrying out its lawful protective responsibilities under
18 U.S.C. 3056 and 22 U.S.C. 1666.
Consular Service and Assistance Records. STATE-5.
Extradition Records. STATE-11.
Intelligence and Research Records. STATE-15.
Overseas Records. STATE-25.
Passport Records. STATE-26.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personality Index to the Central Foreign Policy Records. STATE-29.
Security Records. STATE-36.
Visa Records. STATE-39.
(4) Exempt under 5 U.S.C. 552a(k)(4). The reason for invoking this
exemption is to avoid needless consideration of records which are used
solely for statistical purposes and from which no individual
determinations are made.
Foreign Service Institute Records. STATE-14.
Personnel Payroll Records. STATE-30.
Personnel Records. STATE-31.
(5) Exempt under 5 U.S.C. 552a(k)(5). The reasons for invoking this
exemption are to insure the proper functioning of the investigatory
process, to insure effective determination of stability, eligibility and
qualification for employment and to protect the confidentiality of
sources of information.
Board of the Foreign Service Records. STATE-3.
Equal Employment Opportunity Records. STATE-9.
Foreign Assistance Inspection Records. STATE-48.
Foreign Service Grievance Board Records. STATE-13.
Legal Adviser Personnel Records. STATE-20.
Overseas Records. STATE-25.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personnel Records. STATE-31.
Security Records. STATE-36.
Senior Personnel Appointment Records. STATE-47.
Records of the Inspector General and Automated Individual Cross-
Reference System. STATE-53.
(6) Exempt under 5 U.S.C. 552(k)(6). The reasons for invoking this
exemption are to prevent the compromise of testing or evaluation
material used solely to determine individual qualifications for
employment or promotion, and to avoid giving unfair advantage to
individuals by virtue of their having access to such material.
Foreign Service Institute Records. STATE-14.
Personnel Records. STATE-31.
(7) Exempt under 5 U.S.C. 552a(k)(7). The reason for invoking this
exemption is to prevent access to such material maintained from time to
time by the Department in connection with various military personnel
exchange programs.
Overseas Records. STATE-25.
Personality Cross Reference Index to the Secretariat Automated Data
Index. STATE-28.
Personality Index to the Central Foreign Policy Records. STATE-29.
Personnel Records. STATE-31.
Security Records. ACDA-3. This system contains investigatory materials
complied solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment,
military service, Federal contracts, or access to classified
information which is exempt from disclosure by the Act (5 U.S.C.
552a(k)(5)), but only to the extent that disclosure of such material
would reveal the identity of a source who furnished information to
the Government under an express promise that the identity of the
source would be held in confidence, or if furnished to the
Government pior to September 27, 1975, under an implied promise that
the identity of the source would be held in confidence.
(k) Portions of certain documents in the following systems of records
are exempted pursuant to the provisions of 5 U.S.C. 552a (j) and (k)
from subsections (c) (3) and (4); (d); (e)(4), (G), (H), and (f) of 5
U.S.C. 552a.
Public Affairs Records. STATE-35.
Privacy Act Requests Records. STATE-40.
[45 FR 58108, Sep. 2, 1980; 45 FR 62426, Sep. 19, 1980; as amended at 56
FR 6969, Feb. 21, 1991; 59 FR 2521, Jan. 18, 1994; 61 FR 68148, Dec. 27,
1996; 64 FR 10949, Mar. 8, 1999; 64 FR 13808, Apr. 16, 1999]
Sec. 171.33 Time limits.
Whenever possible, the Department will acknowledge the request within
10 days (excluding Saturdays, Sundays, and legal public holidays) of
receipt of the request and furnish the requester information as soon as
possible thereafter.
Sec. 171.34 Access to records.
(a) Verification of personal identity. The Department will require
reasonable identification of individuals to assure that records are
disclosed only to the proper person(s).
(1) Access in person. When access to a record is granted in person,
the Department will require a verification of identity by the
individual; employee identification card, driver's license, medicare
card, annuitant identification, or passport are examples of acceptable
identification.
(2) Access by mail. For individuals who seek access by mail, the
Department will require verification of identity; comparison of
signature of the requester and those in the record, if any, will be used
to determine identity.
(3) Statement verifying identity. If an individual can provide no
suitable documents for identification or a signature is not on record,
the Department will require a signed statement from the individual
asserting her or his identity and stipulating that the individual
understands that knowingly or willingly seeking or obtaining access to
records about another individual under false pretenses is punishable by
a fine of up to $5,000.
(b) Sensitive records. In certain cases where the Department
determines that the requested record is of sufficient sensitivity, it
may require the individual to furnish a signed notarized statement
verifying the requester's identity. The Department will inform the
individual at the time the record is retrieved whether or not such a
statement is necessary.
(c) Accompanying individual. If, when exercising physical access to a
record, the requester is accompanied by any other person, the Department
will require the requester to sign a statement authorizing disclosure of
the contents of record in the presence of the accompanying individual.
(d) Authorized representatives or designees. When an individual wishes
to authorize another person or persons access to her or his records
other than as provided in paragraph (e) of this section, the individual
shall submit a signed, notarized statement authorizing and consenting to
access by a designated person or persons.
(e) Guardians. The parent(s) of any minor, or the legal guardian of an
individual who has been declared to be incompetent due to physical or
mental incapacity or age by a court of competent jurisdiction, may act
for and on behalf of said individual upon presentation of appropriate
documentation of such relationship.
(f) Medical records. If, in the judgment of the Deputy Assistant
Secretary of State for Medical Services or her/his designee, the release
of medical information directly to the requester could have an adverse
effect on the requester, the aforementioned officer will attempt to
arrange an acceptable alternative in granting access to such record(s).
This will normally involve the release of such information to a doctor
named by the requester.
(g) Records relating to civil actions or proceedings. The requirements
of this section do not entitle an individual to the right of access to
any information compiled in reasonable anticipation of a civil action or
proceeding.
Sec. 171.35 Requests for amending records.
(a) An individual has the right to request that the Department amend a
record pertaining to her or him which the individual believes is not
accurate, relevant, timely, or complete. At the time the Department
grants access to a record it will also furnish guidelines for requesting
amendments to the record. These guidelines will also be available in the
public reading room in the Department of State, Washington, DC, between
10 a.m. and 4 p.m. Monday through Friday, except for legal public
holidays, or may be obtained by writing the Information and Privacy
Coordinator, Foreign Affairs Information Management Center, Department
of State, Room 1239, Washington, DC 20520.
(b) Requests for amending records must be in writing and mailed or
delivered to the Information and Privacy Coordinator, Foreign Affairs
Information Management Center, Department of State, Room 1239,
Washington, DC 20520, who will coordinate the review of the request to
amend a record with the appropriate office(s). The Department will
require verification of personal identity as provided Sec. 154.5(c)(3)
before it will initiate action to amend a record to ensure that the
requester is not deliberately or inadvertently seeking to change records
about other persons. Such requests should contain, as a minimum,
identifying information needed to locate the record, a brief description
of the items of information to be amended, and the nature of the
requested amendment. The requester should submit as much documentation,
arguments or other data as seems warranted to support her/his request
for amendment.
(c) All requests for amendments to records will be acknowledged within
10 days (excluding Saturdays, Sundays, and legal public holidays).
Whenever possible all requests for amendments to records will be
reviewed within 10 days (excluding Saturdays, Sundays, and legal public
holidays) of their receipt by the Office responsible for the record, and
the requester will be advised of the results of the review. In those
cases where the review cannot be completed within 10 days, the requester
will be so advised and informed when the review will be completed.
Except in unusual circumstances, this review will be completed no later
than 30 days (excluding Saturdays, Sundays, and legal public holidays)
after receipt of the request to amend a record.
(d) In reviewing a record in response to a request to amend, the
Department shall determine whether the record is relevant and necessary
to accomplish a purpose of the agency and shall incorporate the criteria
of accuracy, relevance, timeliness, and completeness of the record in
that review.
(e) If the office responsible for the record agrees with an
individual's request to amend a record, it shall:
(1) Advise the individual in writing;
(2) Amend the record accordingly; and
(3) If an accounting of disclosure has been made, advise all previous
recipients of the record of the amendment and its substance.
(f) If the office responsible for the record, after an initial review
of a request to amend a record disagrees with all or any portion of the
requested amendment, an officer at the Deputy Assistant Secretary level
or equivalent, shall:
(1) Advise the individual of its refusal and the reasons for it; and
(2) Inform the individual that she or he may request a further review
in accordance with subpart G.
* * * * *
Subpart F--Denial Procedures
Sec. 171.50 Denials of access or of amendment.
The decision to deny an individual access to records, or to deny an
amendment request under Privacy Act provisions shall be made by: (a) The
Department official of a rank not below the Deputy Assistant Secretary
or equivalent level who is responsible for the system of records
involved, (b) the Deputy Assistant Secretary for the Classification/
Declassification Center, or her/his designees, (c) the Director/Deputy
Director of Mandatory Review and the Director of Systematic Review in A/
CDC, and (d) officials designated by the Under Secretary for Management/
Chairman of the Oversight Committee for E.O. 12065. When an authorized
official denies access to a record or portion thereof, the official will
advise the individual in writing of the denial and the specific reasons
therefor. The denial letter will also advise the individual of her/his
right to seek administrative review of the Department's decision.
Subpart G--Appeals Procedures
Sec. 171.60 Appeal of denial of access to records.
(a) Review of an initial denial of access to a record under the
Freedom of Information Act (5 USC 552), the Privacy Act of 1974 (5 USC
552a), or Executive Order 12065 may be requested by the individual who
submitted the initial request for access. The request for review
(hereinafter referred to as the appeal) must be in writing and should be
sent by certified mail to the Assistant Secretary for Public Affairs,
Chairman, Appeals Review Panels, Department of State, 2201 C Street, NW,
Washington, DC 20520. The appeal should be received within 60 days of
the date of receipt by the appellant of the Department's refusal to
grant access to a record in whole or in part.
(b) The time for decision on the appeal begins on the date the appeal
is received by the Chairman, Appeals Review Panels. The appeal of a
denial of access to records shall include any documentation, information
and statements to support the individual's request for access and to
refute the use of the exemption(s) cited in the Department's
justification concerning the denial of access.
(c) The Chairman of the Appeals Panels or her/his designee and at
least two other members chosen by her/him from a list of senior officers
designated for this purpose by the various bureaus of the Department
shall constitute a panel to consider and decide the appeal. There shall
be a written record of the reasons for the final determination. The
final determination will be made within 30 working days for Executive
Order and Privacy Act appeals, and within 20 working days (excluding
Saturdays, Sundays, and holidays) for FOIA appeals. For good cause
shown, the Chairman of the Appeals Review Panels may extend such
determination beyond the 30-day period in Privacy Act cases.
(d) The Chairman shall then notify the requester in writing of the
panel's decision to grant access and of the Department's regulations
concerning access.
(e) When the final decision of the Panel is to refuse to grant an
individual access to a record, the Chairman of the Panel shall advise
the individual in writing:
(1) Of the refusal to grant the appeal and the reasons therefor
including the exemptions of the Freedom of Information Act, the Privacy
Act of 1974, and/or Executive Order 12065 under which access is denied;
(2) Of her/his right to seek judicial review of the Department's
decision, where applicable.
Sec. 171.61 Appeal of refusal to amend records.
(a) Review of an initial refusal to amend a record under the Privacy
Act of 1974 may be requested by the individual who submitted the initial
request for amendment. The review (hereinafter referred to as the
appeal) should be requested in writing within 60 days of the date the
individual is informed of the Department's refusal to amend a record in
whole or in part. The appeal must be in writing and should be sent by
certified mail to the Assistant Secretary for Public Affairs, Chairman,
Appeals Review Panels, Department of State, 2201 C Street, NW,
Washington, DC 20520.
(b) The time for decision on the appeal begins on the date the appeal
is received by the Chairman, Appeals Review Panels. The appeal should
include any documentation, information or statements advanced for the
amendment of the record.
(c) The Chairman of the Appeals Review Panels and two other members of
the Panels designated by him shall constitute a panel to consider and
decide the appeal; there shall be a written record of the reasons for
the final determination. The final determination will be made within 30
days (excluding Saturdays, Sundays , and legal public holidays), unless
for good cause shown, the Chairman of the Appeals Review Panels extends
such determination beyond the 30-day period.
(d) When the final determination is that the record should be amended
in accordance with the individual's request, the Chairman of the Appeals
Review Panels shall direct the office responsible for the record to
comply. A responsible official of the Department shall then:
(1) Amend the records as directed;
(2) If any accounting of the disclosure has been made, advise all
previous recipients of the record of the amendment and its substance;
(3) So advise the individual in writing.
(e) When the final decision is that the request of the individual to
amend the record is refused, the Chairman of the Panels shall advise the
individual:
(1) Of the refusal and the reasons for it;
(2) Of her and his right to file a concise statement of the reasons
for disagreeing with the decision of the Department;
(3) Of the procedures for filing the statement of disagreement;
(4) That the statement which is filed will be made available to anyone
to whom the record is subsequently disclosed together with, at the
discretion of the Department, a brief statement by the Department
summarizing its reasons for refusing to amend the record;
(5) That prior recipients of the disputed record will be provided a
copy of any statement of dispute to the extent that an accounting of
disclosures was maintained; and
(6) Of her/his right to seek judicial review of the Department's
refusal to amend the record.
(f) When the final determination is to refuse to amend a record and
the individual has filed a statement under paragraph (e) of this
section, the Department will clearly annotate the record so that the
fact that the record is disputed is apparent to anyone who may
subsequently have access to, use, or disclose it. When information that
is the subject of a statement of dispute filed by an individual is
subsequently disclosed, the Department will note that the information is
disputed and provide a copy of the individual's statement. The
Department may also include a brief summary of the reasons for not
making a correction when disclosing disputed information. Such
statements will normally be limited to the reasons given to the
individual for not amending the record. Copies of the Department's
statement shall be treated as part of the individual's record for
granting access; however, it will not be subject to amendment by the
individual under these regulations.
Subpart H--Other Agency Material
Sec. 171.70 Referral.
While processing a request for access, the Department may locate in
its files documents originated by other Federal agencies. The Department
shall refer the documents to the originating agency for review and
possible declassification and release to the requester. The originating
agency is then responsible for contacting the requester directly
concerning the release of the material and for notifying the Department
of its determination. The Department of State will notify the requester
of the referral unless the association of the reviewing agency with the
information requires protection in the interest of national security.
Sec. 171.71 Concurrence.
While processing a request for access, the Department may locate
Department of State documents containing information originated by or of
substantive interest to other Federal agencies. The Department shall
refer these documents or portions thereof to the originating or
interested agency for review, possible declassification and concurrence
regarding the documents' release. The other agency will then return the
documents to the Department so that it may contact the requester
regarding the material.