Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Individuals whose appeal in cases involving loss of nationality or the revocation of a passport was decided by the Board of Appellate Review (Board).

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.

22 CFR part 7 (Board of Appellate Review); 22 CFR part 50 (Nationality Procedures); 22 CFR part 51 (Passports).

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.

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.

Storage:

Electronic media, hard copy.

Individual name.

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.

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.

Executive Director; Office of the Legal Adviser; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

These records contain information obtained primarily from the individual who is the subject of these records and from his/her passport records.

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).

Unclassified.

Department of State; 2201 C Street, NW.; Washington, DC 20520.

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.

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.

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).

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.

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.

Storage:

Electronic media, hard copy.

Individual name.

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.

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.

Director; Systems Administration; Bureau of Economic and Business Affairs; Department of State; 2201 C Street, NW.; Washington, DC 20520.

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.

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).

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.

None.

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

U.S. Government employees.

Employment and financial interests; creditors; interests in real property; actions on behalf of foreign principals.

Executive Order 11222.

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.

Storage:

Hard copy.

By individual name.

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 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.

Executive Director, Office of the Legal Adviser, Room 6421, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual.

Unclassified and Classified.

Department of State, Overseas Citizens Services, 2100 Pennsylvania Avenue, NW., Washington, DC 20037 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 20520-4818.)

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 here and abroad or Consular Reports of Birth or Death Abroad;

(c) Register as U.S. citizens living or traveling abroad;

(d) Seek to be and/or are evacuated to the United States or a third country as a result of a civil disorder, natural disaster or similar emergency in an overseas locale;

(e) Initiate requests relating to another U.S. citizen's welfare and whereabouts or are themselves the subjects of such requests;

(f) Seek to receive and/or receive financial assistance or are repatriated;

(g) Seek to receive and/or receive emergency medical assistance;

(h) Are detained or arrested overseas;

(i) Seek to receive and/or receive notarial or authentication services or judicial assistance;

(j) Die overseas or are involved in the disposition of a decedent's personal estate;

(k) Have or assert an interest in property (real or personal) abroad;

(l) Are living overseas and claim or receive federal benefits;

(m) Have sought or received benefits by virtue of having been held hostage overseas or by virtue of their relationship with a person held hostage overseas;

(n) Vote in U.S. federal and/or state elections while overseas;

(o) Register with the U.S. Selective Service System while living overseas;

(p) Are American Seamen inquiring about seamen consular services;

(q) Are involved in an international child custody dispute, possible child abuse case, or child support enforcement proceeding;

(r) Seek to adopt and/or adopt a child from a foreign country;

(s) Participate in the intercountry adoption process;

(t) Are children who are eligible for intercountry adoption and/or are adopted, and either immigrate to or emigrate from the United States, whether or not such adoption is covered by the Hague Convention on Protection of Children and Co-operation in Respect of Intercountry Adoption, Treaty Doc. 105-51, signed May 29, 1993 (Hague Intercountry Adoption Convention) and its implementing legislation (Intercountry Adoption Act of 2000 (IAA), (42 U.S.C. 14901 et seq.)) and regulations;

(u) Seek to provide, have provided, and/or do provide intercountry adoption services, in connection with an adoption case whether or not such case is covered by the Hague Intercountry Adoption Convention and the IAA;

(v) Contribute to, or are a subject of, a complaint in the Complaint Registry created pursuant to 22 CFR 96.68 et seq.;

(w) Seek to receive and/or receive information or assistance regarding an alleged or possible international child abduction;

(x) Are or may be a victim of a crime abroad;

(y) Seek to receive and/or receive information or assistance regarding travel abroad;

(z) Seek to take and/or take temporary refugee abroad;

(aa) Seek assistance from embassies or consulates overseas or from Overseas Citizens Services.

(a) 8 U.S.C. 1104 (Powers and Duties of the Secretary of State);

(b) 22 U.S.C. 3904 (Functions of the Foreign Service, including protection of U.S. citizens in foreign countries under the Vienna Convention on Consular Relations and assistance to other agencies);

(c) 22 U.S.C. 1731 (Protection of naturalized U.S. citizens in foreign countries);

(d) 22 U.S.C. 211a, 212, 213, 217a, 218 (Passport application and issuance);

(e) 22 U.S.C. 2705 (Preparation of Consular Reports of Birth Abroad);

(f) 8 U.S.C. 1501 (Adjudication of possible loss of nationality);

(g) 22 U.S.C. 2671(b)(2)(B) (Repatriation loan for destitute U.S. citizens abroad);

(h) 22 U.S.C. 2670(j) (Provision of emergency medical, dietary and other assistance);

(i) 22 U.S.C. 2151n-1 (Assistance to arrested citizens) (Repealed, but applicable to past records);

(j) 42 U.S.C. 1973ff-1973ff-6 (Overseas absentee voting);

(k) 42 U.S.C. 402 (Social Security benefits payments);

(l) Sec. 599C of Public Law 101-513, 104 Stat. 1979, as amended (Claims to benefits by virtue of hostage status);

(m) 50 U.S.C. App. 453, 454, Presidential Proclamation No. 4771, July 2, 1980 as amended by Presidential Proclamation 7275, February 22, 2000 (Selective Service registration);

(n) 22 U.S.C. 5501-5513 (Aviation disaster and security assistance abroad; mandatory availability of airline passengers manifest);

(o) 22 U.S.C. 4196; (22 U.S.C. 4195, repealed, but applicable to past records) (Official notification of death of U.S. citizens in foreign countries; transmission of inventory of effects);

(p) 22 U.S.C. 2715b (notification of next of kin of death of U.S. citizens in foreign countries);

(q) 22 U.S.C. 4197 (Assistance with disposition of estates of U.S. citizens upon death in a foreign country);

(r) 22 U.S.C. 4193, 4194; 22 U.S.C. 4205-4207; 46 U.S.C. 10318 (Merchant seamen protection and relief);

(s) 22 U.S.C. 4193 (Receiving protests or declarations of U.S. citizen passengers, merchants in foreign ports);

(t) 46 U.S.C. 10701-10705 (Responsibility for deceased seamen and their effects);

(u) 22 U.S.C. 2715a (Responsibility to inform victims and their families regarding crimes against U.S. citizens abroad);

(v) 22 U.S.C. 4215, 4221 (Administration of oaths, affidavits, and other notarial acts);

(w) 28 U.S.C. 1740, 1741 (Authentication of documents);

(x) 28 U.S.C. 1781-1783 (Judicial Assistance to U.S. and foreign courts and litigants);

(y) 42 U.S.C. 14901-14954; Intercountry Adoption Act of 2000, (Assistance with intercountry adoptions under the Hague Intercountry Adoption Convention, maintenance of related records);

(z) 42 U.S.C. 11601-11610, International Child Abduction Remedies Act (Assistance to applicants in the location and return of children wrongfully removed or retained or for securing effective exercise of rights of access);

(aa) 22 U.S.C. 4802 (overseas evacuations).

Applications for passports and registration as U.S. citizens*; Consular Reports of Birth Abroad*; Certificates of Loss of Nationality of the United States*; Reports of Death* and Reports of Presumed Death; emergency medical and dietary loan applications; repatriation loan applications; applications for benefits for hostages and their families; seamen services records; welfare and whereabouts records; records related to federal benefits claims, property claims, arrest cases, matters or inquiries ("cases"), estate cases, evacuation cases, prisoner transfer cases, refuge cases, victims of crime cases, exit ban cases, judicial assistance cases, international adoption cases (including those covered under the Hague Adoption Convention and the Intercountry Adoption Act of 2000), and child custody cases (including those covered by the Hague Abduction Convention and the International Child Abduction Remedies Act).

These records may also include completed "Local American Citizens Skills/Resources Survey" forms; registration cards; interview worksheets; case notes; fingerprint cards; documents of identity; passenger manifests; and various related forms not otherwise stated. These records may further include communications to and from U.S. embassies, U.S. consulates, and consular agencies; federal, state, and local government agencies; members of Congress; officials of foreign governments; U.S. and foreign courts; U.S. and foreign nongovernmental organizations, including disaster or emergency relief organizations such as the International Red Cross, Red Crescent and others; and the subject(s) of the records, their relatives, and other interested parties. Records marked with an asterisk (*) are maintained, stored, and preserved as Passport Records, STATE-26.

The information in the Overseas Citizens Services Records System is used primarily in the adjudication of claims relating to acquisition or loss of U.S. citizenship; the protection and assistance of individuals abroad including death cases, loan and destitution cases, welfare and whereabouts cases, prisoner (including prisoner transfer) cases; assistance to individuals involved in international adoption cases and in child custody cases; assistance to individuals involved in child support enforcement proceedings; oversight of accredited and approved adoption service providers and the designated accrediting entities of adoption service providers; and the resolution of property, estate, and benefits claims arising under the pertinent statutes.

The principal users of this information outside of the Department of State are: The Social Security Administration, Office of Personnel Management, Veterans' Administration, Railroad Retirement Board, Department of Labor, and Department of the Treasury in connection with administration of federal benefits to U.S. citizens abroad; Federal Aviation Administration and National Transportation Safety Board in connection with U.S. citizens traveling abroad and aviation accidents; Department of Commerce, U.S. Maritime Administration and U.S. Coast Guard in connection with international commerce, shipping and seamen; Department of Health and Human Services, U.S. Public Health Service, and Centers for Disease Control in connection with international travel and health issues and repatriation of U.S. citizens abroad; Department of Justice and the Drug Enforcement Administration in connection with the arrest or detention of U.S. citizens overseas and prisoner transfer agreements; Foreign Claims Settlement Commission in connection with the adjudication of claims of U.S. citizens against foreign governments; Selective Service in connection with Armed Services registration requirements of U.S. citizens; Department of Defense, Department of Homeland Security, Department of Justice, and the Secret Service in connection with coordinating evacuations abroad and processing of immigration and naturalization matters; Department of Homeland Security in connection with intercountry adoptions; 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 and for the names and current location of taxpayers who are held hostage abroad in terrorist and non-terrorist related incidents; federal and state courts in connection with judicial and related matters; foreign and domestic airlines in connection with assisting U.S. citizens in emergency situations, including aviation disasters; funeral homes in connection with the death abroad of U.S. citizens; members of Congress when the information is requested on behalf of the individual to whom access is authorized under this notice; shipping companies when the information is maintained pursuant to the Department's responsibilities under Titles 22 and 46 of the U.S. Code; immediate family when the information is for the benefit of the subject; private U.S. citizen "wardens" designated by U.S. embassies and U.S. consulates general and consulates to serve as channels of communication with other Americans in the local community, primarily in evacuations and other emergency situations; foreign-based organizations of private U.S. citizens to assist U.S. citizens in evacuations and other emergency situations; foreign and U.S. nongovernmental organizations, including disaster or emergency relief organizations such as the International Red Cross, Red Crescent and others, to the media and relevant Web sites that maintain lists of U.S. citizens who are known to be found safe from and/or are reported missing as a result of a natural or other disaster, including political upheaval, abroad; foreign governments, embassies and consulates when the request for information is made pursuant to customary international practice; 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; private citizens whenever the individual to whom the information pertains has authorized the Department in writing to release that information; State governments, including state law enforcement agencies, state prosecutors, judicial staff, departments of human services and licensing authorities, in connection with adoptions, law enforcement, and health, safety, welfare and related matters, including child abduction cases, custody disputes and notification of next of kin; individuals and entities identified by state governments to assist in intercountry adoption and abduction cases, including adoption service providers, Bar Associations and legal aid services; local police and social service agencies in connection with law enforcement and health, safety and welfare and related matters, including child abduction cases, custody disputes, cases of runaways and abandoned or neglected children, and notification of next of kin; INTERPOL and other law enforcement agencies in connection with law enforcement issues and health, safety and welfare and related matters, including child adoption and abduction cases, custody disputes and notification of next of kin; National Center for Missing and Exploited Children in connection with child abduction cases; central and public authorities of, and bodies duly accredited in, member and nonmember countries of the Hague International Child Abduction Convention in connection with specific child abduction cases and systemic issues; central and public authorities of, and bodies duly accredited in, member and nonmember countries of the Hague Intercountry Adoption Convention in connection with intercountry adoptions, both specific cases and systemic issues; organizations designated by the Department of State as Accrediting Entities in accordance with the IAA in connection with accreditation or approval of adoption service providers; adoption service providers in connection with the health, safety and welfare of participants in intercountry adoptions, diplomatic inquiries regarding compliance with the Hague Intercountry Adoption Convention and Complaint Registry related matters; and biological and adoptive parents, guardians, and children involved in intercountry adoption and 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.

The routine uses for Passport Records, STATE-26, apply to applications for passports and registration as U.S. citizens, Consular Reports of Birth Abroad, Certificates of Loss of Nationality of the United States, Reports of Death, and related documentation.

Also see the Department of State Prefatory Statement of Routine Uses published in the Federal Register.

Storage:

Electronic media, hard copy.

By individual name, birth date, or passport number, or other personal identifier if available.

All Department of State employees and contractors with authorized access, have undergone a thorough personnel security background investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified (SBU) and personally identifiable information, before being allowed to access the Department of State SBU network. Annual refresher training is mandatory. Before being granted access to the system of records, a user must first be granted access to SBU network. Access is only granted to users with Diplomatic Security-approved clearances. Users must sign a Password Receipt Controls Form.

Access to the Department of State building and the 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 filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic files is password-protected and under the direct supervision of the system manager. When a user is added to a particular database role, his/her access is limited to only the data set and functions necessary.

For authentication, the system of records requires passwords that are known only to the users. The password policy used is mandated by 12 FAM. 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.

The system of records structures access privileges to reflect the separation of key duties that end-users perform within the functions the application supports. Access privileges are consistent with the need-to-know, separation of duties, and supervisory requirements established for manual processes.

When it is determined that a user no longer needs access, the user account will be disabled.

Data transmitted to and from post to domestic systems are protected by the bulk encryption hardware components inherent within SBU network that encrypt the data from posts to the Consular Consolidated Database.

Automated vulnerability scanning of the system of records is conducted overseas and domestically to ensure that the servers and workstations that process, store or transact records are "locked-down."

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record disposition 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 Programs and Services, A/IPS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

Deputy Assistant Secretary for Overseas Citizens Services; Room 4800, Department of State, 2201 C Street, NW., Washington, DC 20520-4818. At overseas locations, the onsite 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.

Individuals seeking to determine whether the Office of Overseas Citizens Services has records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001. The individual must specify that he or she wishes the records of the Overseas Citizens Services to be checked and request notification of whether the system of Overseas Citizens Services records contains a record pertaining to him or her. 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 (including the city and/or country and the approximate dates) which gives the individual cause to believe that Overseas Citizens Services has records pertaining to him or her. In accord with E.O. 9397, providing a Social Security number is optional, but may assist the Department in locating relevant records. [ 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.]

Individuals who wish to gain access to or to amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information that is primarily obtained from the individual who is the subject of the records. Information may also be obtained from federal, state, and local government entities and nongovernmental authorities in accordance with a routine use.

In accord with Department of State's rules published in the Federal Register (see 22 CFR 171.36), certain records contained within this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f), when: Required to be kept secret in the interest of national defense and foreign policy; necessary to prevent individuals that are the subject of investigation from frustrating the investigatory process, to ensure the proper functioning and 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 fulfill commitments made to sources to protect their identities and the confidentiality of information and to avoid endangering these sources and law enforcement personnel. Disclosure would impair the Department's effective performance in carrying out its lawful protective responsibilities under 18 U.S.C. 3056 and 22 U.S.C. 4802.

Department of State, 2201 C Street NW, Washington, DC 20520

American citizens involved in terrorist incidents.

Case files.

Presidential Memorandum of September 25, 1972 establishing a Cabinet Committee to Combat Terrorism and under it a Working Group.

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.

Storage:

Hard copy.

By individual name.

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 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.

Special Assistant to the Secretary and Coordinator for Combatting Terrorism Room 5243A, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

Departmental personnel and medical records; family, friends, colleagues of the individual; intelligence agencies.

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.

Office of Communications, Room 6442, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

Correspondence with the Office of Security; position held by employee; date clearance granted.

Executive Order 11652.

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.

Storage:

Hard copy; magnetic computer media.

By individual name.

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.

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.

Chief, Communications Security Division, Office of Communications, Room 6442, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; Office of Security of the Department of State.

Unclassified.

Department of State; SA 44; 301 Fourth Street, SW.; Washington, DC 20547.

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.

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 nongovernmental panel members; insurance vouchers and cards; medical clearance forms; travel itineraries; and confirmation letters.

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).

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.

The information in the Educational and Cultural Exchange Program Records is used by: ECA program officers for recordkeeping purposes; relatives when the information is required for the benefit of the subject; and peer review committees from cooperating agencies for the ranking and rating process. The information contained in this system will be used to: (a) Develop statistics for use in the operation of the exchange program; (b) Select individuals for the programs; (c) To advise former and current grantees and program participants of additional program and grant opportunities; (d) Provide information to the news media for promotion of the Fulbright program and to confirm status of grantees; and (e) Disclose information to officials of foreign governments and organizations in vetting the process and selection of participants. Also see the "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register

Storage:

Electronic media and hard copy.

Individual name.

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.

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 Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, DC 20522-8100.

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 Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW,; Washington, DC 20522-8100. The individual must specify that he/she wishes the Bureau of Educational and Cultural Affairs 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 Educational and Cultural Affairs has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, and from published material and other reference sources.

None.

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

Employees who have filed formal or informal complaints alleging discrimination; minority and women applicants for employment.

Investigative reports; employment applications; biographic information; employment histories.

42 U.S.C. 2000C; Executive Order 11478.

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.

Storage:

Hard copy.

By individual name.

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 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.

Deputy Assistant Secretary for Equal Employment Opportunity, Room 4427, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; supervisors of the individual; EEO counselors; EEO personnel; other employees or individuals having knowledge of the facts involved in a complaint.

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.

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

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.

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.

22 U.S.C. 811a.

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.

Storage:

Hard copy; magnetic computer media.

By individual name.

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 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.

Director, Bureau of Intelligence and Research, Room 6531, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

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.

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.

Unclassified and classified.

Department of State; 2201 C Street, NW; Washington, DC 20520; and overseas at U.S. embassies, U.S. consulates-general and consulates.

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.

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.

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).

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.

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.

Storage:

Electronic media, hard copy.

Individual name.

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.

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.

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.

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.

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).

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.

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).

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

Foreign Service employees.

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.

22 U.S.C. 811a, 821.

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.

Storage:

Hard copy.

By individual name.

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.

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.

Chief, Foreign Service Lounge, Room 1252, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual.

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

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.

Case files.

3 FAM 660.

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.

Storage: Hard copy.

By individual name; by log numbers.

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.

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.

Executive Secretary, Foreign Service Grievance Board, Room 3418A, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; the agency which employs the individual.

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.

Unclassified.

The George P. Shultz National Foreign Affairs Training Center, 4000 Arlington Boulevard, Arlington, VA; Warrenton Training Center, Warrenton, VA; Tunis Field School, American Embassy Tunis, Tunisia; Yokohama Field School, American Embassy Tokyo, Japan; and Seoul Field School, American Embassy Seoul, Korea.

Persons who requested and/or received training from the Foreign Service Institute, took a language proficiency test given by the Foreign Service Institute, or received external training (including at colleges and universities) sponsored or approved by the Institute including: (1) Employees (and eligible family members thereof) of the Department of State; (2) employees (and eligible family members thereof) of other agencies of the Federal executive, legislative and judicial branches; (3) members (and eligible family members thereof) of the U.S. military; (4) citizens or nationals of the United States, or employees of any corporation, company, partnership, association or other legal entity that is 50 percent or more beneficially owned by citizens or nationals of the United States, that is engaged in business abroad, as well as any family member of such individuals; (5) citizens or nationals of the United States, or employees of any corporation, company, partnership, association or other legal entity that is 50 percent or more beneficially owned by citizens or nationals of the United States, under contract to provide services to the United States Government or to any employee thereof that is performing such services; and (6) applicants for employment at the Department of State.

5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 4021-4028 (Chapter 7 of the Foreign Service Act of 1980).

Training request forms and supporting documentation; progress reports; evaluation reports; course grades and/or test scores; general correspondence; biographic information; educational and employment history; security clearance data; travel vouchers; fiscal, i.e., payment or billing, information.

The information in this system is used to document assignments to training and students' progress, and for operation of the training program. The principal users of this information outside the Department are: (1) Other agencies of the legislative, executive and judicial branches that send students to the Institute for training; (2) non-Federal organizations that send students to the Institute for training; (3) universities to whom the Institute sends students for training; and (4) other training vendors to whom the Institute sends students for training." Also see "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Electronic media; hard copy.

Individual name, Social Security Number.

All employees of the Department of State have undergone a thorough personnel security background investigation. Access to the Department of State building and the 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 filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic 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.

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record disposition 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 Programs and Services, A/RPS/IPS, SA-2, Department of State, Washington, DC 20522-8100.

Executive Director for Management, Foreign Service Institute, George P. Shultz National Foreign Affairs Training Center, Room F-2205, Washington, DC 20522-4201.

Individuals who have reason to believe that the Foreign Service Institute might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/RPS/IPS, SA-2, Department of State, Washington, DC 20522-8100. The individual must specify that he or she wishes the records of the Foreign Service Institute 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 gives the individual cause to believe that the Foreign Service Institute has records pertaining to him or her.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information that is primarily obtained from the individual who is the subject of the records.

Pursuant to 5 U.S.C. 552a(k)(6) records in this system of records may be exempted from 5 U.S.C. 552a(c)(3).(d).(e)(l).(e)(4)(G).(H). and (I) and (f).

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

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.

Clearances held by the individual; information relevant to special intelligence clearances.

18 U.S.C. 798; 22 U.S.C. 811a.

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.

Storage:

Hard copy; magnetic computer media.

By individual name.

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.

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.

Director, Bureau of Intelligence and Research, Room 6531, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; Office of Security of the Department of State.

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.

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

Individuals serving as members or staff of a U.S. delegation to an international conference.

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.

22 U.S.C. 811a.

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.

Storage:

Hard copy.

By individual name only if the travel or temporary contract was funded by ICC appropriation; by name, site, and date of conference.

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 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.

Director, Office of International Conferences, Room 1517, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individuals; public media sources; former employers; Members of Congress; Federal agencies.

Department of State, 2201 C Street NW, Washington, DC 20520; Department of State Annex 2, 515 22nd Street NW, Washington, DC 20037.

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.

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.

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".

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.

Storage:

Magnetic computer media; hard copy.

By individual name.

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 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.

Executive Director, Bureau of International Organization Affairs, Room 6327, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; public media sources; previous employers; professional associations and educational institutions; international and nongovernmental organizations; other federal agencies.

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.

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

Labor attaches; applicants to be labor attaches; former labor attaches.

Personnel audit reports; applications; resumes; correspondence related to appointment, training, assignment, or transfer of labor attaches.

22 U.S.C. 811a.

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.

Storage:

Hard copy.

By individual name.

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 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.

Special Assistant to the Secretary and Coordinator, International Labor Affairs, Room 4232, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; officers within the Department of State; Department of Labor.

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

Members of Congress; members of the Advisory Committee on the Law of the Sea.

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.

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.

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.

Storage:

Hard copy.

By individual name.

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 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.

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.

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.

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).

See above.

The individual; offices within the Department of State.

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.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

All attorney applicants for employment with the Office of the Legal Adviser (including unsuccessful applicants).

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.

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).

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.

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.

Storage:

Electronic media and hard copy.

Individual name.

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.

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.

Executive Director; Office of the Legal Adviser; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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).

Department of State, 2201 C Street NW, Washington, DC 20520; Department of Justice, Washington, DC 20530, and its ancillary U.S. Attorney's offices.

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.

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.

5 U.S.C. 301; 22 U.S.C. 811a, 842, 846.

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.

Storage:

Hard copy.

By individual name.

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 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.

Executive Director, Office of the Legal Adviser, Room 6421, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

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.

Unclassified.

Department of State; 2201 C Street, NW., Washington, DC 20520 and Annex 1; 2401 E Street, NW., Washington, DC 20037.

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;

* Media Representatives may include anyone who works for a newspaper, magazine, radio or television station, wire service, or any other form of media.

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.

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.

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.

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.

Storage:

Computer media, hard copy.

By individual name, organization name.

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.

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.

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.

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.

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).

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.

None.

Unclassified and classified.

Department of State, Annex 15; 1800 N. Kent Street; Arlington, VA 22209.

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.

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.

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).

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.

Storage:

Electronic media, hard copy.

Individual name, Social Security Number.

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.

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.

Managing Director, Domestic Financial Services Directorate, Room 6604D, Department of State, Annex 15, 1800 N. Kent Street, Arlington, VA 22209.

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.

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).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Department of State, Office of Medical Services, 2401 E Street, NW., Washington, DC 20522, and Health Units at Overseas Posts.

U.S. Government employees, family members, and any other individuals eligible to participate in the health care program of the U.S. Department of State as authorized by either section 904 of the Foreign Service Act of 1980 (22 U.S.C. 4084) or other legal authority.

Includes name, social security number, date of birth, address to include email and phone number; 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; and reports on medical evacuation, and/or any other types of individually identifiable health information generated or used in the course of conducting "health care operations" as this term is defined at 45 CFR 164.501. This system includes records that contain "protected health information" as this term is defined at 45 CFR 164.501, and accordingly, does not include records maintained by the Department of State and/or other employers in their capacity as employers. This system also includes certain records maintained as part of the Department's Employee Assistance Program pursuant to 5 CFR Part 792.

22 U.S.C. 4084, 42 U.S.C. 290dd-1, Public Law 99-570 §§ 7361-7362; 5 CFR Part 792.

The information contained in these records is used to 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 (MED) in providing health care to the individuals eligible to participate in the health care program.

Routine use of information from these files includes any use permitted by the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule at 45 CFR Part 164 for which no authorization or opportunity to agree or object is required by the subject of the information. Specifically, we may disclose the information:

--To a "business associate," as that term is defined at 45 CFR 160.103; to another health care provider; or to a group health plan or health insurance issuer or Health Maintenance Organization for purposes of carrying out treatment, payment or health care operations;

--To a parent, guardian or other person acting in loco parentis with respect to the subject of the information;

--To a health oversight agency or public health authority authorized by law to investigate or otherwise oversee the relevant conduct or conditions of the Department of State's medical program, or for such oversight activities as audits; civil, administrative, or criminal proceedings or actions; inspections; licensure or disciplinary actions;

--To a public health authority (domestic or foreign) that is authorized by law to collect or receive protected health information for the purpose of preventing or controlling disease, injury, or disability, including, but not limited to, the reporting of disease, injury, vital events such as birth or death, and the conduct of public health surveillance, public health investigations, and public health interventions;

--To the U.S. Department of Health and Human Services (HHS), when required by the Secretary of HHS in order to investigate or determine compliance with the HIPAA;

--To a public health authority or other appropriate government authority (domestic or foreign) authorized by law to receive reports of child abuse or neglect;

--To a person subject to the jurisdiction of the Food and Drug Administration (FDA) with respect to an FDA-regulated product or activity for which that person has responsibility, for the purpose of activities related to the quality, safety or effectiveness of such FDA-regulated product or activity;

--To a person who may have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading a disease or condition, to the extent MED is authorized by law to notify such person as necessary in the conduct of a public health intervention or investigation;

--To a government authority (domestic or foreign), including a social service or protective services agency, authorized by law to receive reports of abuse, neglect or domestic violence, (1) To the extent such a disclosure is required by law; (2) where in the exercise of professional judgment, the disclosure is necessary to prevent serious harm to the individual or other potential victims; or (3) where, if the subject of the information is incapacitated, a law enforcement, or other public official authorized to receive the report, represents that the information sought is not intended to be used against the individual and that an immediate enforcement activity that depends upon the disclosure would be adversely affected by waiting until the individual is able to agree to the disclosure;

--In the course of any judicial or administrative proceeding in response to an order of a court or administrative tribunal;

--To a law enforcement official (1) As required by law or in compliance with a court order or court-ordered warrant, or a subpoena or summons issued by a judicial officer, or a grand jury subpoena, or an administrative request, including an administrative subpoena or summons; (2) in response to a request for the purposes of identifying or locating a suspect, fugitive, material witness or missing person; in response to a request for such information about an individual who is or is suspected to be a victim of a crime; (3) where it is believed that in good faith that such information constitutes evidence of criminal conduct; or (4) in response to an emergency, where it is believed such disclosure is necessary to alert law enforcement to the commission and nature of a crime, the location of such crime or of the victim(s) of such crime, and the identity, description and location of the perpetrator of such crime;

--As necessary in order to prevent or lessen a serious and imminent threat to the health or safety of a person or the public, to a person or persons reasonably able to prevent or lessen the threat, including the target of the threat;

--To authorized federal officials for the conduct of lawful intelligence, counter-intelligence, and other national security activities authorized by the National Security Act (50 U.S.C. 401, et seq.) and implementing authority (e.g., Executive Order 12333);

--To authorized federal officials for the provision of protective services to the President or other persons authorized by 18 U.S.C. 3056, or to foreign heads of state or other persons authorized by 22 U.S.C. 2709(a)(3), or for the conduct of investigations authorized by 18 U.S.C. 871 and 879.

--To make medical suitability determinations and disclose whether or not an individual is determined to be medically suitable to the officials in the Department of State who need access to such information (1) For the purposes of a national security clearance conducted pursuant to Executive Orders 10450 and 12698; (2) as necessary to determine worldwide availability, suitability for particular assignments, suitability for mandatory service abroad under sections 101(a)(4) and 504 of the Foreign Service Act; or (3) for a family to accompany a Foreign Service member abroad, consistent with section 101(b)(5) and 904 of the Foreign Service Act.

--To a correctional institution or a law enforcement official having lawful custody of an individual, if the correctional institution or law enforcement official represents that such information is necessary for the provision of health care to such individual, the health and safety of other individuals or others at the correctional institution, or the administration and maintenance of the safety, security, and good order of the correctional institution;

--To appropriate domestic or foreign government officials (including but not limited to the U.S. Department of Labor), as authorized by and to the extent necessary to comply with laws relating to workers' compensation or other similar programs, established by law, that provide benefits for work-related injuries or illnesses without regard to fault.

Storage:

Records are stored in hard copy and computer media.

By individual name and date of birth.

All users are given information system security awareness training, including the procedures for handling Sensitive but Unclassified and personally identifiable information. Annual refresher training is mandatory. Before being granted access to Medical Records, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is only authorized through a Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts overseas 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 Medical Records information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user accounted is disabled.

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 of Medical Records, Office of Medical Services, 2401 E Street, NW., Washington, DC 20522.

Executive Officer, Medical Services, Room 2270, Department of State, 2401 E Street, NW., Washington, DC 20522.

Individuals who have cause to believe that the Office of Medical Services might have records pertaining to them should write to Medical Records, Office of Medical Services, Department of State, 2401 E Street NW., Washington, DC 20522. 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.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director of Medical Records (Address above).

(See Record access procedure, above).

Information contained in these records comes from the individual; hospitals; clinics; private physicians; employers; and medical professionals employed by the Department of State.

None.

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.

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.

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;

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.

These correspond to the "Routine Uses" appearing in the other system notices appearing in this issue of the Federal Register.

Storage:

Hard copy, microfilm, magnetic computer media.

By individual name.

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.

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.

The ambasssador, principal officer, deputy principal officer, or consular officer at each overseas post.

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 overseas 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.

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).

(See above).

These correspond to the "Sources" described in the other system notices appearing in this issue of the Federal Register.

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.

Classified and unclassified.

Department of State, Passport Services, Annex 17, 1111 19th Street, NW., Washington, DC 20522-1705.

Records are maintained in the Passport Records system about individuals who:

(a) Have applied for the issuance, amendment, extension, or renewal of U.S. passport books and passport cards;

(b) Were issued U.S. passport books or cards, or had passports amended, extended, renewed, limited, revoked, or denied;

(c) Have applied to have births overseas reported as births of U.S. citizens overseas;

(d) Were issued a Consular Report of Birth Abroad of U.S. citizens or for whom Certification(s) of Birth have been issued;

(e) Applied at American Diplomatic or Consular posts for registration and have so registered;

(f) Were issued Cards of Registration and Identity as U.S. citizens;

(g) Were issued Certificates of Loss of Nationality of the United States by the Department of State;

(h) 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) Were deceased individuals for whom a Report of Death of an American Citizen Abroad has been obtained;

(j) Although U.S. citizens, are not or may not be entitled under relevant passport laws and regulations to the issuance or possession of U.S. passport books, cards, or other documentation or service(s);

(k) Have previous passport records that must be reviewed before further action can be taken on their passport application or request for other consular services;

(l) Requested their own or another's passport records under FOIA or the Privacy Act, whether successfully or not; or

(m) Have corresponded with Passport Services concerning various aspects of the issuance or denial of a specific applicant's U.S. passport books or cards.

(a) 8 U.S.C. 1401-1503 (2007) (Acquisition and Loss of U.S. Citizenship or U.S. Nationality; Use of U.S. Passports);

(b) 18 U.S.C. 911, 1001, 1541-1546 (2007) (Crimes and Criminal Procedure);

(c) 22 U.S.C. 211a-218, 2651a, 2705 (2007); Executive Order 11295, August 5, 1966, 31 FR 10603; (Authority of the Secretary of State in granting and issuing U.S. passports); and

(d) 8 U.S.C. 1185 (2007) (Travel Control of Citizens).

Passport Services maintains U.S. passport records for passports issued from 1925 to the present, as well as vital records related to births abroad, deaths, and witnesses to marriages overseas. The passport records system does not maintain evidence of travel such as entrance/exit stamps, visas, or residence permits, since this information is entered into the passport book after it is issued. The passport records system includes the following categories of records:

• Passport books and passport cards, applications for passport books and passport cards, and applications for additional visa pages, amendments, extensions, replacements, and/or renewals of passport books or cards (including all information and materials submitted as part of or with all such applications);

• Applications for registration at American Diplomatic and Consular Posts as U.S. citizens or for issuance of 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;

• Oaths of Repatriation;

• Consular Certificates of Repatriation;

• Reports of Death of an American Citizen Abroad;

• Cards of Identity and Registration as U.S. citizens;

• Lookout files which identify those persons whose applications for a consular or related service require other than routine examination or action; and

• Miscellaneous materials, which are documents and/or records maintained separately, if not in the application, including but not limited to the following types of documents:

○ 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;

○ An electronic index of Department of State Reports of Birth of American Citizens abroad; and/or

○ Records of lost and stolen passports.

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 include the following users:

• Department of Homeland Security for border patrol, screening, and security purposes; law enforcement, counterterrorism, and fraud prevention activities; and for verification of passport validity to support employment eligibility and identity corroboration for public and private employment;

• Department of Justice, including the Federal Bureau of Investigation, the Bureau of Alcohol, Tobacco, Firearms and Explosives, the U.S. Marshals Service, and other components, for law enforcement, counterterrorism, border security, fraud prevention, and criminal and civil litigation activities;

• 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;

• INTERPOL and other international organizations for law enforcement, counterterrorism, fraud prevention, criminal activities related to lost and stolen passports;

• National Counterterrorism Center to support strategic operational planning and counterterrorism intelligence activities;

• Office of Personnel Management (OPM), other federal agencies, or contracted outside entities to support the investigations OPM, other federal agencies, and contractor personnel conduct for the federal government in connection with verification of employment eligibility and/or the issuance of a security clearance;

• Social Security Administration to support employment-eligibility verification for public and private employers, and for support in verification of social security numbers used in processing U.S. passport applications;

• 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;

• Federal, state, local or other agencies for use in legal proceedings as government counsel deems appropriate, in accordance with any understanding reached by the agency with the U.S. Department of State;

• Public and private employers seeking to confirm the authenticity of the U.S. passport when it is presented as evidence of identity and eligibility to work in the United States;

• Immediate families when the information is required by an individual's immediate family;

• 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 representing an individual in administrative or judicial passport proceedings 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 or at the request of the individual to whom the record pertains;

• Contractor personnel conducting data entry, scanning, corrections, and modifications;

• Foreign governments, to permit such governments to fulfill passport control and immigration duties and their own law enforcement, counterterrorism, and fraud prevention functions, and to support U.S. law enforcement, counterterrorism, and fraud prevention activities; and

• Government agencies other than the ones listed above that have statutory or other lawful authority to maintain such information may also receive access on a need-to-know basis; however, all information is made available to users only for a previously-established routine use.

Also see the "Routine Uses" paragraph of the Department of State Prefatory Statement published in the Federal Register.

Storage:

Hard copy, electronic media.

By individual name or passport book or card number.

Passport records are protected by the Privacy Act of 1974, 5 U.S.C. 552a (2007). 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. 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 databases 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 viewing and printing audit trails of access from the electronic media, thereby permitting monitoring of computer usage.

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 Office of Information Programs and Services, SA-2, 555 22nd Street, NW., Washington, DC 20522.

Deputy Assistant Secretary of State for Passport Services, Room 5807; Department of State; 2201 C Street, NW., Washington, DC 20520-4818.

An individual seeking to determine whether Passport Services maintains records pertaining to him/her must submit a written request for notification of whether the system of records contains a record pertaining to him/her. The body of the request must state that s/he wishes the Passport Records database to be checked, and must include the following information:

• Name;

• Date and place of birth;

• Current mailing address;

• 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. Requests should be mailed to the following address: Department of State, Passport Services, Law Enforcement Liaison Division, Room 500, 1111 19th Street, NW., Washington, DC 20524-1705.

Responses to such requests will consist of a letter indicating the records that exist in the passport records system.

Additional information regarding applicable fees, third-party requests, certified copies, and frequently asked questions is available at http://www.travel.state.gov/:passport/services/:copies/copies:_872.html.

Individuals who wish to gain access to or amend records pertaining to themselves or their minor children should write to the appropriate address listed below. There are several ways individuals may gain access to or amend passport records pertaining to themselves or their minor children. First, individuals may request access to records in his/her name and the records of any minor children under the Privacy Act of 1974. 5 U.S.C. 552a (2007). Alternatively, third parties may request access to records under the guidelines of the Freedom of Information Act, 5 U.S.C. 552 (2007). Additionally, individuals may request access to their passport and/or vital records through the applicable Passport Office request process, as described below. Access may be granted to third parties to the extent provided for under applicable laws and regulations. Please refer to http://www.travel.state.gov for detailed information regarding applicable fees, third-party requests, certified copies, and frequently asked questions.

The appropriate methods by which passport records and vital records may be requested are as follows:

I. Privacy Act of 1974 and Freedom of Information Act

Under the Privacy Act of 1974, individuals have the right to request access to his or her records at no charge, and to request that the Department of State amend any such records that s/he believes are not accurate, relevant, timely, or complete. 5 U.S.C. 552a(d)(3) (2007). Additionally, third parties may request passport and vital records information from 1925 to the present, within the guidelines of the Privacy Act and the Freedom of Information Act, 5 U.S.C. 552 (2007). Written requests for access to or amendment of records must comply with the Department's regulations published at 22 CFR part 171.

In accordance with 22 CFR 171.32 and 171.33, amendment requests must include the following information:

• Verification of personal identity (including full name, current address, and date and place of birth), either notarized or submitted under penalty of perjury;

• Any additional information if it would be needed to locate the record at issue;

• A description of the specific correction requested;

• An explanation of why the existing record is not accurate, relevant, timely, or complete; and

• Any available documents, arguments, or other data to support the request.

Requests under the Privacy Act and/or the Freedom of Information Act must be made in writing to the following office: Office of Information Programs and Services, U.S. Department of State, SA-2, Room 8100, 515 22nd Street, NW., Washington, DC 20522-8100.

II. Access to Records through the Passport Office Request Process

A. Passport Records

1. 1925 to the Present

Individuals must submit a typed or clearly printed, notarized request that provides the following information to request passport records for themselves and/or their minor children:

• Full name at birth and any subsequent name changes, and/or the full name of any minor child or children, if requesting their records;

• Date and place of birth, and/or date and place of birth for any minor child or children;

• Current mailing address;

• Current daytime telephone number;

• Current e-mail address, if available;

• Reason for the request;

• Dates or estimated dates the passport was issued;

• Passport numbers or any other information that will help locate the records; and

• A copy of the requestor's valid photo identification.

All requests for passport records issued from 1925 to the present should be mailed to the following address: Department of State, Passport Services, Law Enforcement Liaison Division, Room 500, 1111 19th Street, NW., Washington, DC 20524-1705.

2. Prior to 1925

The National Archives and Records Administration maintains records for passport issuances prior to 1925, which may be requested by writing to the following address: National Archives and Records Administration, Archives 1, Reference Branch, 8th & Pennsylvania Ave., NW., Washington, DC.

B. Vital Records--Certificates of Birth Abroad, Report of Death, Certificate of Witness to Marriage, and Certification of No Record

Submit a signed and notarized written request including all pertinent facts of the occasion along with a copy of the requester's valid photo identification. Only the subject, parent, or legal guardian may request a birth record. The following information must be included in the request:

General Background Information

• Date of request.

• Purpose of request.

• Document Requesting (Certificate of Birth, Report of Death, Certificate of Witness of Marriage (prior to 1985), or Certification of No Record).

• Number of documents requesting.

• Current mailing address and daytime telephone number.

Facts of Birth, Death, or Marriage

• Name (at birth/death/marriage).

• Name after adoption (if applicable).

• Date of birth/death/marriage.

• Country of birth/death/marriage.

• Father's name.

• Father's date and place (state/country) of birth.

• Mother's name.

• Mother's date and place (state/country) of birth.

Previous Passport Information

• Passport used to first enter the U.S. (if applicable).

• Name of bearer.

• Date of issuance.

• Passport number.

• Date of inclusion (if applicable, and if passport was not issued to the subject).

Current Passport Information

• Name of bearer.

• Date of issuance.

• Passport number.

If requesting an amendment or correction to a Consular Report of Birth Abroad, please include certified copies of all documents appropriate for effecting the change (i.e., foreign birth certificate, marriage certificate, court ordered adoption or name change, birth certificates of adopting or legitimating parents, etc.). The original or replacement FS-240, or a notarized affidavit concerning its whereabouts also must be included.

All requests for vital records through the Passport Office request process should be mailed to the following address: U.S. Department of State, Passport Services, Vital Records Section, 1111 19th Street, NW., Suite 510, Washington, DC 20522-1705.

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.

Certain records contained within this system of records may be exempt from the requirements of the Privacy Act when it is necessary to:

• Protect material required to be kept secret in the interest of national defense and foreign policy;

• Prevent individuals that are the subject of investigation from frustrating the investigatory process, to ensure the proper functioning and 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 fulfill commitments made to sources to protect their identities and the confidentiality of information and to avoid endangering these sources and law enforcement personnel; or

• 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. 4802.

Records meeting any of the above criteria are exempt from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), and (f) (2007). See 22 CFR 171.36(b)(1), (b)(2), and (b)(3) (2007).

Department of State Annex 2, 515 22nd Street NW, Washington, DC 20037.

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.

Claims; determinations of claims.

31 U.S.C. 240-242.

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.

Storage:

Hard copy.

By individual name.

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.

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.

Chief, Evacuation and Relocation Staff, Room 1890, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; personnel of the Department of State; insurance companies.

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

Government officials; members of Congress; business, academic, and public persons.

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.

22 U.S.C. 811a; 44 U.S.C. 3101-3107; Executive Order 11652.

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.

Storage:

Magnetic computer media; hard copy; microform.

By individual name.

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 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.

Director, Information Management Section, Room 7241, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

Individual; Government agencies; private citizens; private industry; international agencies; foreign leaders.

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.

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

Individuals who are involved in the establishment, discussion, or definition of foreign policy; individuals who utilize the services of the Department of State.

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.

22 U.S.C. 811a; 22 U.S.C. 2658; 44 U.S.C. 3301-3314; 44 U.S.C. 3101-3107.

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.

Storage:

Microform; hard copy; magnetic computer media.

By individual name.

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.

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.

Director, Foreign Affairs Document and Reference Center, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

(See above).

The individual; Department of State employees; employees of foreign affairs agencies; members of Congress; officials of foreign governments; U.S. and foreign publications.

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.

Unclassified and classified.

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.

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.

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.

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).

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.

Storage:

Hard copy, microfiche, electronic media.

Individual name, Social Security Number.

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 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.

Chief, Applications Programming Division, Systems and Integration Office, Information Management, Bureau of Administration, Room 4428, Department of State, Washington, DC 20520.

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.

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).

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.

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.

Classified and unclassified.

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.

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.

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.

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.

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.

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.

Storage:

Electronic media and hard copy.

By individual name, social security number.

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.

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; ÐA/RPS/IPS; U.S. Department of State, SA-2; Washington, DC 20522-6001.

The Director General of the Foreign Service and Director of Human Resources; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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.

Unclassified.

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.

Employees of the Department of State who voluntarily apply for a child care subsidy, their spouses and children.

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.

Consolidated Appropriations Act of 2001, Pub. L. 106-544.

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.

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.

Storage:

Electronic media, hard copy.

Individual name and Social Security Number.

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.

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.

The Director General of the Foreign Service and Director of Human Resources, Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

Information is provided by Department of State employees who apply for child care subsidies.

None.

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

Individuals receiving gifts/decorations from foreign governments; individuals invited to official state functions.

Description of gifts/decorations received from foreign governments; donors; guest lists; type of function; address and occupation of the individual; sample invitations.

22 U.S.C. 2621-2625.

The information contained in these records is used as an accounting of those U.S. government officials receiving gifts/decorations from foreign governments and to record for historical purposes the names of those individuals invited to and attending official state functions.

The principal users of this information outside the Department of State are:

The Executive Office of the President; Congress; media organizations; the general public. 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.

Storage:

Hard copy; microfilm.

By individual name.

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 employees.

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.

Assistant Chief of Protocol for Administration, Room 1238, Department of State, 2201 C Street NW, Washington, DC 20520.

Individuals who have reason to believe that the Office of Protocol 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 Protocol 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 Protocol might have records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to themselves should write the Director, Foreign Affairs Document and Reference Center (address above).

(See above).

The individual; employers; public references; other officials in the Department of State; other government agencies; other public and professional institutions possessing relevant information.

Classified and unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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.

Storage:

Computer media and hard copy.

By individual name, country or position title.

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.

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.

Senior Adviser to the Secretary and White House Liaison; Room 6311; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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.

Unclassified and classified.

Department of State; SA-2; 515 22nd Street, NW; Washington, DC 20522-6001.

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.

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.

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).

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.

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.

Storage:

Hard copy, electronic media.

Individual name, case number.

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.

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.

Director, Office of IRM Programs and Services, SA-2; Department of State; 515 22nd Street, NW; Washington, DC 20522-6001.

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.

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).

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.

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).

Unclassified and Classified.

Department of State, Bureau of Diplomatic Security, State Annex 1, 2401 E Street NW, Washington, DC 20037; State Annex 7, 7943-59 Cluny Court, Springfield, VA 22153; State Annex 11, 2216 Gallows Road, Cedar Hill, Fairfax, VA 22222; State Annex 11A 2222 Gallows Road, Fairfax, VA 22222; State Annex 11B, 2230 Gallows Road, Fairfax, VA 22222; State Annex 14, 1400 Wilson Blvd., Arlington, VA 22209; State Annex 20, 1801 North Lynn Street, Washington, DC 20522-2008; State Annex 24, 5800 Barclay Drive, Springfield, VA 22315; State Annex 31, 7942 Angus Court, Bays G&H, Springfield, VA 22150; State Annex 33, 3507 International Place, Federal Building NW., Washington, DC 20008; State Annex 42, 4020 Arlington Blvd., George P. Shultz (NFATC), Rosslyn, VA 22204-1500; Harry S Truman Building, 2201 C Street NW., Washington, DC 20520; various field offices throughout the United States; and overseas at some U.S. Embassies, U.S. Consulates General, and U.S. Consulates.

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; diplomatic, consular, administrative and technical staff, international organization employees, domestic and household members to include private servants, and other foreign government personnel and their dependents accredited to the United States; 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; visitors to the Department of State main building (Harry S Truman Building), to its domestic annexes, field offices, missions, and to the United States embassies and consulates and missions overseas; and all other individuals requiring access to official Department of State premises who have undergone or are undergoing a security clearance. Other files include individuals issued security violations or infractions or cyber security violations or cyber security infractions; 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 inquiries 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.

(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) 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); (ll) Pub. L. 107-56, 115 Stat. 272, 10/26/2001 (USA PATRIOT Act); (Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism); (mm) Pub. L. 108-066, 117 Stat. 650, 4/30/2003 (PROTECT Act) (Prosecutorial Remedies and Other Tools to End the Exploitation of Children Today Act of 2003); (nn) Executive Order 12356 (National Security Information) applicable to past records); (oo) Executive Order 9397 (Numbering System for Federal Accounts Relating to Individual Persons); (pp) HSPD-12, 7/24/2004 (Homeland Security Presidential Directive); (qq) Executive Order 13356, 8/27/04 (Strengthening the Sharing of Terrorism Information to Protect Americans); (rr) P.L. 108-458 (Sect. 1016) (Intelligence Reform and Terrorism Prevention Act of 2004); (ss) 22 U.S.C. 254 (Diplomatic Relations Act); 22 U.S.C. 288 (International Organizations Immunities Act); 22 U.S.C. 4301-4306 (Foreign Missions Act).

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; administrative files related to the notification of appointment, termination of appointment and dependent employment requests for diplomats, consular officers, administrative and technical staff, employees of international organizations, domestic and household members to include private servants, and other foreign government personnel and their dependents accredited to the United States (this category of records is maintained also by the Office of the Chief of Protocol in the Department of State); weapons assignment data base; firing proficiency scores; availability for special protective assignments; language proficiency scores; intelligence reports; counterintelligence material; counterterrorism material; internal Departmental memoranda; internal personnel, fiscal, and other administrative documents; emergency contact information for Department employees and contractors. For Visitors: Name; Date of birth; Citizenship; ID type; ID number; temporary badge number; host's name; office symbol; room number; and telephone number; for all others: Name; date and place of birth; home address; employer; employer's address; badge number; home and office telephone numbers; Social Security Account Number; specific areas and times of authorized accessibility; escort authority; status and level of security clearance; issuing agency and issue date; and for all individuals: date and times of building entrance and exit. 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.

The information in the Security Records is used by:

(a) Department of State officials in the administration of their responsibilities;

(b) Appropriate Committees of the Congress in furtherance of their respective oversight functions;

(c) Department of Treasury; U.S. Office of Personnel Management; Agency for International Development; U.S. Information Agency (past records); Department of Commerce; Peace Corps; Arms Control and Disarmament Agency (past records); 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; National Counter Terrorism Center; 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;

(d) Any Federal, state, municipal, foreign or international law enforcement or other relevant agency or organization for law enforcement or counterterrorism purposes: threat alerts and analyses, protective intelligence and counterintelligence information, information relevant for screening purposes, and other law enforcement and terrorism-related information as needed by appropriate agencies of the Federal government, states, or municipalities, or foreign or international governments or agencies;

(e) Any other agency or Department of the Federal government pursuant to statutory intelligence responsibilities or other lawful purposes;

(f) Any other agency or Department of the Executive Branch having oversight or review authority with regard to its investigative responsibilities;

(g) A federal, state, local, foreign, or international agency or other public authority that investigates, prosecutes or assists in investigation, prosecution or violation of criminal law or enforces, implements or assists in enforcement or implementation of statute, rule, regulation or order;

(h) 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:

(1) In order to obtain information, relevant enforcement records or other pertinent records such as current licenses or

(2) 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;

(i) Officials of the Department or other government agencies in the letting of a contract, issuance of a license, grant or other benefit, and the establishment of a claim;

(j) 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;

(k) An attorney or other designated representative of any source, witness or subject described in paragraph (j) of the Privacy Act 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;

(l) 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;

(m) Relevant information may be disclosed from this system to the news media and general public where there exists a legitimate public interest, e.g., to assist in the location of Federal fugitives, to provide notification of arrests, and where necessary for protection from imminent threat to life or property;

(n) State, local, federal or non-governmental agencies and entities as needed for purposes of emergency or disaster response.

Also see "Routine Uses" of Prefatory Statement published in the Federal Register.

Storage:

Hard copy, microfilm, microfiche, tape recordings, electronic media, and photographs.

The system is accessed by individual name, personal identifier, case number, badge number, and Social Security Account Number (for other than visitors), as well as by each "category of record in the system"; 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.

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 20 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 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 Information Programs and Services (A/ISS/IPS), SA-2, Department of State, Washington, DC 20522-6001.

Principal Deputy Assistant Secretary for Diplomatic Security and Director for the Diplomatic Security Service; Department of State, SA-20, 23rd Floor, 1801North Lynn Street, Washington, DC 20522-2008 for the Harry S. Truman Building, domestic annexes, field offices and missions; Security Officers at respective U.S. Embassies, Consulates, and missions overseas.

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 Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-6001. 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.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

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.

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 171.36.

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

Individuals who have contracted with the Department of State to provide various linguistic and other services.

Contract itself; biographical sketches of the contractors; other information relating to contract award and performance.

22 U.S.C. 811a.

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.

Storage:

Hard copy.

By individual name.

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 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.

Chief, Language Services Division, Room 2214, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

See above.

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

Supply and Transportation Division, Room 532, Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

Individuals who have contracted with the Department of State to provide various supplies and other services.

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.

31 U.S.C. 67(b); 41 U.S.C. 257.

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.

Storage:

Hard copy; magnetic computer media.

By individual name.

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 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.

Chief, Supply and Transportation Division, Room 532, Department of State, Annex 6, 1700 Lynn Street, Arlington, VA 22209.

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.

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).

(See above).

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

Classified.

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.

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.

8 U.S.C. 1101-1503 (Immigration and Nationality Act of 1952, as amended).

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.

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

Storage:

Electronic media, hard copy, microfilm.

Individual name, case number.

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 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.

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.

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.

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).

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.

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.

Sensitive but Unclassified (SBU).

Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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.

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).

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.

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).

Storage:

Electronic media.

Individual name.

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.

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.

Executive Director; Bureau of Information Resources Management; Department of State; 2201 C Street NW., Washington, DC 20520.

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).

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).

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.

None.

Unclassified and classified.

Department of State, 2201 C Street, NW, Washington, DC 20520; and the Miami Regional Center, 4000 N. Andrews Street, Ft. Lauderdale, FL 33309.

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.

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).

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.

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.

Storage:

Electronic media, hard copy.

Individual name.

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.

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.

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.

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.

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).

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.

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.

Unclassified and classified.

Department of State, Annex 1; Room 1200; 2401 E Street, NW.; Washington, DC 20522.

Exporters of defense articles and defense services with or without Department of State authorization; applicants for export licenses; registered exporters; brokers for sales of defense articles or defense services who completed registration statements or submitted requests for approval of a brokering activity; and debarred parties.

22 U.S.C. 2651A (Organization of Department of State); 5 U.S.C. 301 (Departmental Regulations); 22 U.S.C. 2778 (Arms Export Control Act).

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 or business 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, including notices of suspension and debarment; Proposed Charging Letters and Orders and Consent Agreements pertaining to the Department's administrative cases; Federal Register Notices of statutory debarment; 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.

The information in this system is used primarily by the Directorate of Defense Trade Controls when making determinations regarding:

(a) Individuals and businesses that 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 or business for violating the export regulations;

(d) The periodic publication of names, dates of conviction, and months and years of birth of those on the Debarred Parties List in the Federal Register pursuant to the authorities granted in 22 U.S.C. 2778(g)(1) as implemented in 22 CFR 127.7(c). Statutory Debarment is based solely upon the outcome of a criminal proceeding, conducted by a court of the United States that established guilt beyond a reasonable doubt in accordance with due process. Federal court documents serve as the source of information for names, dates of conviction, months and years of birth of debarred parties.

(e) The removal of export privileges.

The principal users of this information outside the Department of State are the Department of Homeland Security 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. The information in this system may also be used to send required reports to Congress about certain defense trade transactions. See also the Department of State Prefatory Statement of Routine Uses published in the Federal Register.

Storage:

Electronic media, hard copy.

Individual name, company name, DDTC Registration Code, DDTC Case Number.

All employees of the Department of State have undergone a thorough personnel security background investigation. Access to the Department of State building and the 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 filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic 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.

These records will be maintained until they become inactive, at which time they will be destroyed or retired in accordance with published record disposition 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 Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

Managing Director, Directorate of Defense Trade Controls, Bureau of Political-Military Affairs, SA-1, 12th Floor, 2401 E Street NW., Washington DC 20522. http://www.pmddtc.state.gov/.

Individuals who have reason to believe that the Directorate of Defense Trade Controls might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001. The individual must specify that he or she wishes the records of the Directorate of Defense Trade Controls 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 (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Directorate of Defense Trade Controls has records pertaining to him or her.

Individuals who wish to gain access to or to amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information that is primarily obtained from the individual, from the organization the individual represents, federal court documents and intelligence and law enforcement agencies.

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 22 CFR 171.36.

Unclassified and classified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Members of Congress and their constituents who request Congressional assistance in obtaining information or services from the Department of State.

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.

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).

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.

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.

Storage:

Electronic media.

Individual name.

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.

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.

Director, Office of Legislative Operations; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

These records contain information obtained from Members of Congress, constituents who requested assistance, and substantive responding offices.

None.

Unclassified and classified.

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

Members of Congress, Congressional staffers, Executive Branch invitees and Department of Defense escorts.

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).

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.

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.

Storage:

Electronic media, hard copy.

Individual name.

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.

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.

Director, Office of Legislative Operations, Bureau of Legislative Affairs, Room 7261, Department of State; 2201 C Street, NW, Washington, DC 20520-7261.

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.

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).

These records contain information obtained from the individual, overseas posts, the Bureau of Legislative Affairs, and Congressional Committee staffers.

None.

Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

Architects; engineers; construction contractors; landscape architects; real estate appraisers.

Architect, Engineer, and Related Services Questionnaire; brochures from firms on recently completed projects; routine correspondence with the firm.

Foreign Service Buildings Act of 1926, as amended.

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.

Storage:

Hard copy.

By name of business firm.

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.

These records are retained for approximately ten years. They are then destroyed or returned to the individual firm, if it so wishes and requests.

Deputy Assistant Secretary for Foreign Buildings, Room 335, Department of State Annex 6, 1700 N. Lynn Street, Arlington, Virginia 22209.

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.

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).

See above.

The individual firm.

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

Donors, lenders, contributors and possible contributors to Fine Arts projects; museum curators and dealers with whom the Fine Arts Office corresponds.

Correspondence between donors and lenders; research material on objects.

22 U.S.C. 811a.

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.

Storage:

Hard copy.

By individual name.

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.

These records are continuously maintained and never destroyed, as they do not go out of date.

Curator, Diplomatic Receptions, Room 8213, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

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).

See above.

The individual.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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.

Storage:

Computer media and hard copy.

By individual name, country or position title.

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.

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.

The Director General of the Foreign Service and Director of Personnel; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

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.

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.

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

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.

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.

Subsection 624(d) of the Foreign Assistance Act of 1961 (Pub. L. 97-195, as amended).

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.

Storage:

Hard copy.

By individual name.

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.

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.

Director, Office of Reports and Management, Office of the Inspector General of Foreign Assistance, Room 6825, 2201 C Street NW, Washington, DC 20520.

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.

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).

See above.

The individual; Federal agencies; Members of Congress; international, state, and local governmental organizations; nongovernmental organizations; and individuals.

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.

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

Family members of U.S. Government employees (specifically family members of Department of State, Agency for International Development, and International Communications Agency personnel).

Biographic data, including educational background, language skills, special skills, work experience, availability for employment.

22 U.S.C. 2693.

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.

Storage:

Hard copy, computer media.

By individual name, education, work experience, language facility, overseas experience, current address, Foreign Service post, country, regional bureau.

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.

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.

Director, Family Liaison Office, Department of State, 2201 C Street NW, Washington, DC 20520.

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.

Individuals who wish to gain access to or amend records pertaining to them should write to the Chief of the Privacy Staff (address above).

See above.

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.

Unclassified.

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

Family members of employees of U.S. foreign affairs agencies covered by the Foreign Service Act of 1980 and their sponsors.

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.

22 U.S.C 2693 and 4026.

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.

Storage:

Hard copy, computer media.

By individual name of family member or sponsors, as well as by each of the data items listed as a category in this description.

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.

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.

Director, Family Liaison Office, and Chief, Personnel Management, Operating Systems Division, Department of State, 2201 C Street, NW, Washington, DC 20520.

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.

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).

See above.

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.

None.

Unclassified.

Department of State, 2201 C Street, NW, Washington, DC 20520-1239.

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.

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.

22 U.S.C. 2658 (Rules and Regulations; Promulgation by Secretary; Delegation of Authority); 22 U.S.C. 3921 (Secretary of State).

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).

Storage:

Hard copy, electronic media.

By individual name and Freedom of Information Act or Privacy Act case number.

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 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.

Director, Office of Freedom of Information, Privacy, and Classification Review, Room 1239, Department of State, 2201 C Street NW, Washington, DC 20520-1239.

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.

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).

The individual, Department of State Personnel Records and Department officials who endorse the nomination of an annuitant.

None.

Unclassified.

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

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.

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.

22 U.S.C. 811a; 22 U.S.C. 2658, as amended.

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).

Storage:

Computer media, hard copy, IBM Office System 6.

By the individual's name, bureau, office, zip code, or handicap (if applicable).

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.

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.

Chief, General Services Division, OPR/GS, Room 1493, Department of State, 2201 C Street, NW, Washington, DC 20520.

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.

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).

By the individual.

None.

Classified.

Department of State, 2201 C Street, NW, Washington, DC 20520, and Department annexes.

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.

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).

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.

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).

Storage:

Hard copy, electronic media.

Investigatory case files and Inspectors' Evaluation Reports are retrievable by an individual's name.

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.

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.

The Inspector General, Office of the Inspector General, Room 6817, Department of State, 2201 C Street, NW, Washington, DC 20520.

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.

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).

These records contain information obtained from interviews, review of records, and authorized investigative techniques.

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.

Classified.

Department of State, 2201 C Street, NW., Washington, DC 20520 and 2100 K Street, NW., Washington, DC 20037.

U.S. nationals or residents, including businesses, with claims against foreign governments. Foreign nationals with claims against the United States. U.S. nationals or residents and foreign nationals who are witnesses or potential witnesses in these claims. U.S. citizens who have filed claims 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.

Information relating to claims described above, including the names and addresses of parties and witnesses 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.

2 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.

The Office of International Claims and Investment Disputes in the Office of the Legal Adviser will use this record system to organize information to facilitate processing claims made pursuant to the above-cited authorities.

Certain information may 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" listed in the Department of State Prefatory Statement published in the Federal Register.

Storage:

Electronic media; hard copy.

By claim number or individual claimant or witness name; by nature or category of claim; by other descriptive features of the claim such as the country involved or applicable statute.

All Department of State employees and contractors with authorized access, have undergone a thorough personnel security background investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified (SBU) and personally identifiable information, before being allowed to access the Department of State SBU network. Annual refresher training is mandatory. Before being granted access to the system of records, a user must first be granted access to SBU network. Access is only granted to users with Diplomatic Security-approved clearances. Users must sign a Password Receipt Controls Form.

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 secured filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic files is password-protected and under the direct supervision of the system manager. The system of records structures access privileges to reflect the separation of key duties that end-users perform within the functions the application supports. Access privileges are consistent with the need-to-know, separation of duties, and supervisory requirements established for manual processes. 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.

When it is determined that a user no longer needs access, the user account will be disabled.

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 Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

Assistant Legal Adviser for International Claims and Investment Disputes, Office of the Legal Adviser, 2430 E Street, NW., South Building, Room 203, Washington, DC 20037.

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 Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001. 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.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, Washington, DC 20522-8001.

These records contain information obtained directly from the individual who is the subject of these records or his/her legal representative, the parties to the claim at issue, other witnesses, other departments of the executive branch, the U.S.-Iran Claims Tribunal, the United Nations Compensation Commission, other international tribunals, and the Office of the Legal Adviser.

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.

Unclassified.

Department of State; 2201 C Street, NW; Washington, DC 20520.

Requesters of the publication "World Military Expenditures and Arms Transfers" (WMEAT).

Names and addresses of requestors of the publication "World Military Expenditures and Arms Transfers."

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).

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.

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.

Storage:

Electronic media.

Individual name.

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.

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.

Project Officer for WMEAT; Bureau of Verification and Compliance; Department of State; 2201 C Street, NW; Washington, DC 20520.

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.

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).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Office of Communications, Resource Management Training Division, 2201 C Street, NW, Washington, DC 20520; and Warrenton Training Center, Bear Wallow Road, Warrenton, Virginia 22186.

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.

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.

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).

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.

Storage:

Hard copy, computer media.

By individual name, social security account number, assignment/posts and types of training.

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.

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.

Chief of Training Division, Warrenton Training Center, Box 3050, B-47, Warrenton, Virginia 22186.

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.

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).

See above.

The individual employee and the Department's central personnel database.

None.

Unclassified.

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

Present employees performing procurement activities in the Department of State.

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.

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.

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.

Storage:

Hard copy, electronic media.

By individual name or a sequential number, as well as by each of the data items listed as a category in this description.

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.

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.

The Procurement Executive, Department of State, Room 603, 1701 N. Ft. Myer Drive, Arlington, Virginia 22201.

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.

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).

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.

None.

Unclassified.

(1) Refugee processing posts, that is, designated U.S. embassies, consulates and/or offices of overseas processing entities (agencies under cooperative agreement with the Department of State that assist in the processing of applicants); (2) the Refugee Processing Center, 1401 Wilson Blvd., Arlington, VA 22209. The U.S. Department of State may change processing locations as needed. A list of refugee processing posts is available from the Office of Admissions, Bureau of Population, Refugees, and Migration, Room 5824, Department of State, Washington, DC 20520.

Individuals who have applied for admission to the United States under the U.S. refugee program.

Refugee or Visa-93 application and supporting documentation, including required biographic, biometric, medical, security, and sponsorship information, as well as correspondence related to individual refugee.

8 U.S.C. 1522(b) (Authorization for Programs for Initial Domestic Resettlement of and Assistance to Refugees); 8 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).

The information contained in this system of records is collected and maintained by the Office of Admissions, Bureau of Population, Refugees, and Migration, in the administration of its responsibility for the U.S. refugee admissions program.

These records may routinely be disclosed:

(1) To employees and contractors of the Department of State, including the Bureau of Population, Refugees and Migration, the Refugee Processing Center (RPC), overseas processing entities under cooperative agreement with the Department of State, and U.S. embassies or consulates, to coordinate and manage the U.S. refugee admissions program. The level of access to records depends on the user's official function.

(2) To the U.S. Citizenship and Immigration Services (USCIS) to determine the eligibility and admissibility of individuals applying for admission to the United States as refugees.

(3) To the International Organization for Migration (IOM) to arrange appropriate transportation to the United States, including departure and transit formalities.

(4) To the United Nations High Commissioner for Refugees (UNHCR) to coordinate resettlement and protection activities.

(5) To members of Congress or other Federal, State, and local government agencies having statutory or other lawful authority, as needed for the formulation, amendment, administration, or enforcement of immigration, nationality, and other laws of the United States.

(6) See also the "Routine Uses" paragraph of the Department's Prefatory Statement published in the Federal Register November 10, 2004.

(7) Additional routine uses include:

a. Biographic, educational, employment, and medical information may be disclosed to voluntary agency sponsors to ensure appropriate resettlement in the United States.

b. Statistical and demographic information from these records may be disclosed to state refugee coordinators, health officials, and interested community organizations.

c. Arrival and address information may be disclosed to consumer reporting agencies (31 U.S.C. 3711), debt collection contractors (31 U.S.C. 3718), and the Department of Treasury (31 U.S.C. 3716) to assist in the collection of indebtedness reassigned to the U.S. Government under the refugee travel loan program administered by the International Organization for Migration (IOM).

Storage:

Electronic media, hard copy.

Individual name, case number, alien number, and sponsor name.

All records containing personal information are maintained in secured file cabinets and/or in restricted areas. Access is limited to authorized personnel and contractors of the Department of State, the Refugee Processing Center, overseas processing entities, U.S. Citizenship and Immigration Services, and others specifically authorized under the "Guidelines for the Treatment of Refugee Records Maintained by Overseas Processing Entities," an appendix to the Department of State's cooperative agreement with overseas processing entities. Access to computerized files is password-protected and controlled by user roles under the direct supervision of the system manager who can monitor and audit trails of access.

Record retention depends upon the outcome of the individual's application for admission. Active case records will be maintained until an application has been placed in inactive status, at which time they will be retired or destroyed in accordance with published records schedules of the Department of State as approved by the National Archives and Records Administration. If individuals have been interviewed by the U.S. Citizenship and Immigration Services (USCIS), their files are transferred to the USCIS and subject to its disposition schedules. More specific information may be obtained by writing to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100.

Director, Office of Admissions, Bureau of Population, Refugees and Migration; SA-1, Suite L-505; 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 Refugee Officer, the consular officer responsible for refugee processing, or the overseas processing entity representative.

Individuals who have reason to believe that the Department of State might have records pertaining to themselves should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the Refugee Case Records of a specific processing location to be checked. At a minimum, the individual should include: Name (and any aliases); date and place of birth; the approximate date of arrival in the United States; his/her immigration "A" number; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, relatives, sponsors, members of Congress, U.S. Government agencies, overseas processing entities, voluntary agencies, international organizations, and local sources at overseas posts.

Certain records within this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(10), (e)(4)(G), (H), and (I), and (f). See Department of State Rules published in the Federal Register.

Unclassified.

Refugee Processing Center, 1401 Wilson Boulevard, Suite 700, Arlington, VA 22209.

Individuals who apply for admission to the United States under the U.S. refugee program.

The categories of records maintained by the Refugee Processing Center are primarily the electronic master records of overseas refugee applications in the Worldwide Refugee Admissions Processing System (WRAPS), data input records related to processing steps performed by the Refugee Processing Center, periodic and ad hoc statistical and case status reports related to refugee processing, systems documentation for WRAPS, WRAPS training materials, and system audit reports. Records previously maintained under STATE-60 by the Refugee Data Center (RDC) in New York have been transferred to the Refugee Processing Center and comprise part of the records described above.

WRAPS includes electronic information on individual applicants for admission to the United States as refugees described under "Refugee Case Records," as STATE-59. The case record is entered or scanned by overseas processing entities under cooperative agreement with the Department of State.

Records categories entered by the Refugee Processing Center include Affidavits of Relationship (AOR); voluntary agency interests; series of alien numbers (A#) transferred by U.S. Citizenship and Immigration Services (USCIS); electronic files with biographic data of refugees referred by the United Nations High Commissioner for Refugees (UNHCR); electronic files from the International Organization for Migration (IOM) with travel information; namecheck and other security clearances from the Bureau of Consular Affairs; and electronic files from voluntary agencies with sponsorship assurance and arrival data.

8 U.S.C. 1522(b) (Authorization for Programs for Initial Domestic Resettlement of and Assistance to Refugees); 8 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).

The information contained in this system of records is collected and maintained by the Office of Admissions, Bureau of Population, Refugees, and Migration, in the administration of its responsibility for the U.S. refugee admissions program.

The primary use of records in this system is to support the Bureau of Population, Refugees and Migration in tracking and managing case processing of applicants for the U.S. refugee program from application through the initial reception and placement in the United States of those individuals approved for resettlement. Centralized electronic storage and retrieval helps operational managers in the Department and the field identify and resolve processing delays, plan more accurately for refugee arrivals, improve program analysis, and preserve field records in case of evacuation or disasters in overseas processing locations. Only employees of the Refugee Processing Center have unrestricted access to records in this system.

(1) To employees and contractors of the Department of State, including the Bureau of Population, Refugees and Migration, overseas processing entities under cooperative agreement with the Department of State, and U.S. embassies or consulates, to coordinate and manage the U.S. refugee admissions program. The level of access to records depends on the user's official function.

(2) To the U.S. Citizenship and Immigration Services (USCIS) to determine the eligibility and admissibility of individuals applying for admission to the United States as refugees.

(3) To the International Organization for Migration (IOM) to arrange appropriate transportation to the United States, including departure and transit formalities.

(4) To the United Nations High Commissioner for Refugees (UNHCR) to coordinate resettlement and protection activities.

(5) To members of Congress or other Federal, State, and local government agencies having statutory or other lawful authority, as needed for the formulation, amendment, administration, or enforcement of immigration, nationality, and other laws of the United States.

(6) See also the "Routine Uses" paragraph of the Department's Prefatory Statement published in the Federal Register November 10, 2004.

(7) Additional routine uses include:

a. Biographic, educational, employment, and medical information may be disclosed to voluntary agency sponsors to ensure appropriate resettlement in the United States.

b. Statistical and demographic information from these records may be disclosed to state refugee coordinators, health officials, and interested community organizations.

c. Arrival and address information may be disclosed to consumer reporting agencies (31 U.S.C. 3711), debt collection contractors (31 U.S.C. 3718), and the Department of Treasury (31 U.S.C. 3716) to assist in the collection of indebtedness reassigned to the U.S. Government under the refugee travel loan program administered by the International Organization for Migration (IOM).

Storage:

Electronic media, hard copy.

Individual name, case number, alien number, and sponsor name.

All employees of the Department of State and contractor personnel of the Refugee Processing Center have undergone a background security check. 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 can monitor and audit trails of access.

These records will be maintained under existing records schedules approved by the National Archives and Records Administration for Refugee Data Center (RDC) records, STATE-60, until the Department of State receives approval from the National Archives and Records Administration for proposed records schedules for the Refugee Processing Center. More specific information may be obtained by writing to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, DC 20522-8100.

Director; Office of Admissions; Bureau of Population, Refugees and Migration; SA-1, Suite L-505; Department of State; 2401 E Street, NW., Washington, DC 20522.

Individuals who have reason to believe that the Office of Admissions might have records pertaining to themselves should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the Refugee Processing Center Records to be checked. At a minimum, the individual should include: name (and any aliases); date and place of birth; the approximate date of arrival in the United States; his/her immigration "A" number; current mailing address and zip code; and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director; Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records, relatives, sponsors, members of Congress, U.S. Government agencies, overseas processing entities, voluntary agencies, international organizations, and local sources at overseas posts.

Certain records within this system of records are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(10), (e)(4)(G), (H), and (I), and (f). See Department of State Rules published in the Federal Register.

Unclassified and classified.

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

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.

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).

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.

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.

Storage:

Electronic media; hard copy.

By individual name and Social Security Number.

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.

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.

Executive Director, Office of the Legal Adviser, Room 5519A, Department of State, 2201 C Street, NW, Washington, DC 20520.

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.

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).

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.

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.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

Individuals who have traveled at U.S. Government expense under Department of State grants for cultural exchange in the performance of grant requirements.

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.

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).

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.

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.

Storage:

Hard copy; electronic media.

Individual name.

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.

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.

Director, Cultural Programs Division; Bureau of Educational and Cultural Affairs; Department of State; 301 Fourth Street, SW; Washington, DC 20547.

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.

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).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

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.

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.

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).

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.

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.

Storage:

Hard copy; electronic media.

Individual name.

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.

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.

Assistant Secretary for Education and Cultural Affairs; Department of State; SA-44; 301 Fourth Street, SW; Washington, DC 20547.

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.

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).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

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.

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.

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).

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.

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.

Storage:

Hard copy; electronic media.

Individual name.

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.

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.

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.

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.

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).

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.

None

Unclassified.

Department of State, SA-5, C1, 2200 C Street, NW., Washington, DC 20037.

American experts who have participated or been considered for participation in the Speaker/Specialist Program sponsored by the Bureau of International Information Programs. Speakers/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.

These records contain biographic information about the speaker/specialist including names, social security and passport numbers, contact information, education and professional experience, financial information, correspondence between the subject, the Department and overseas posts regarding the subjects 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; country clearance telegrams; and, when available, program evaluations and speaker reports.

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); and 22 U.S.C. 3921 (Management of the Foreign Service).

The information contained in the Speaker/Specialist Program Records is collected and maintained by the Bureau 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.

Information in the Speaker/Specialist Program Records is used as follows:

--To generate periodic and ad hoc statistical reports (e.g., the number of speakers addressing a specific issue; or the number of speakers from historically ethnic colleges and universities) in response to requests from Congress, the White House and other U.S. Government entities;

--To service agencies in order to process and prepare the necessary documents for overseas travel; 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.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Office of the Speaker/Specialist Program Records, State-65.

Storage:

Hard copy; electronic media.

Individual name.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified information and personally identifiable information. Annual refresher training is mandatory. Before being granted access to Speaker/Specialist Program Records, a user must first be granted access to Department of State computer systems. Remote access to the Department of State network from non-Department owned systems is only authorized through a Department-approved access program. Remote access to the network is in compliance with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time-out functions. 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 filing cabinets or in restricted areas, access to which is limited to authorized personnel. Servers are stored in Department of State secured facilities in cipher locked server rooms. Access to electronic 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.

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 Information Programs and Services, Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-8001.

Managing Director, Bureau of International Information and Programs, IIP-ECA/IT, SA-5, C1, Department of State, Washington, DC 20522-0581.

Individuals who have reason to believe that the Bureau of International Information Programs might have records pertaining to themselves should write to the Director, Office of Information Programs and Services, Department of State, SA-2, 515 22nd Street NW., Washington, DC 20522-8001. The individual must specify that he/she wishes the Speaker/Specialist 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; 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 International Information Programs has records pertaining to him/her.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Unclassified.

Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

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.

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.

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).

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.

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.

Storage:

Hard copy; electronic media.

Individual name.

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.

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.

Director, Office of Thematic Programs; Department of State; SA-44; 301 Fourth Street, SW.; Washington, DC 20547.

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.

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).

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.

None.

Unclassified.

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.

All OIG employees of the Department of State, including the Inspector General and Deputy Inspector General.

Employee's name; annual salary; hourly rate; leave use; employee timesheets; employment tenure; employee grade and series; occupational series.

Inspector General Act of 1978, 5 U.S.C. App. 3; Foreign Service Act of 1980, as amended (22 U.S.C. 3901).

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.

Storage:

Electronic Media.

By individual name or by project, as well as by each of the data items listed as a category of record in this description.

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.

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.

Director of Administration, U.S. Department of State, Office of Inspector General, 1700 North Moore St., Suite # 720, Rosslyn, VA 22209.

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.

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).

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).

None.

Unclassified

Department of State, SA-3, 2121 Virginia Avenue, NW., Washington, DC 20520.

Individuals who have been or will be involved in international Reconstruction and Stabilization activities and individuals who offer to participate in potential future overseas reconstruction and stabilization activities in a foreign deployment or in a management function based in Washington, DC, and/or in domestic training and civilian-military exercises.

Public Law 108-447, Div B, Title IV, § 408, 118 Stat. 2904 (Consolidated Appropriations Act, 2005).

Categories of records in this database system include: Name; social security number; date of birth; citizenship; contact information such as mailing addresses; e-mail, and/or phone numbers; passport number, date of expiration, place of issuance; driver's license number, date of expiration and state where issued; personnel's height; weight; hair color; eye color; blood type; language skills; military service, if any; prior related experience; security clearance status; medical clearance; inoculation/immunization record; and personal gear/clothing sizes.

The information in this system will be used to assist the Office of the Coordinator for Reconstruction and Stabilization to carry out its mandate to lead, coordinate, and institutionalize international reconstruction and stabilization activities of the U.S. Government.

The database shall be compiled and used to categorize and identify individuals from various U.S. Government Agencies to participate in Civilian Response Corps missions and other international Reconstruction and Stabilization activities.

The information in the Office of the Coordinator for Reconstruction and Stabilization Records may be shared:

With any and all U.S. Government Agencies involved in Reconstruction and Stabilization operations (including, but not limited to: United States Agency for International Development, Department of Justice, Department of Homeland Security, Department of Commerce, Department of Agriculture, Department of Health and Human Services and Department of Treasury) in order to coordinate U.S. efforts in international Reconstruction and Stabilization, determine which members are available and best qualified for particular missions, and manage and select individuals who have been hired or agreed to deploy oversees in support of Reconstruction and Stabilization efforts of the U.S. Government;

With United Nations, NATO or similar international organizations, for the purpose of coordinating personnel engaged in specific Reconstruction and Stabilization activities;

With U.S. and NATO military installations for the purpose of sharing information necessary for security checks and to obtain access to military facilities, including manifesting on military aircraft;

In addition, the Department of State may disclose records from this system to entities outside the Department:

To provide other Federal agencies information needed in the performance of their official duties to support the functions for which the records were intended, i.e., reconstruction and stabilization activities;

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 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 provide information on employees for the benefit of these employees to attorneys, union representatives or other persons designated in writing by those employees who are the subject of the information to represent them in complaints, grievances, or other litigation;

The Department of State periodically publishes in the Federal Register its standard routine uses that applies to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Office of the Coordinator for Reconstruction and Stabilization Records, State-68.

Storage:

Electronic media; hard copy.

Individual's name, designated specialty in international reconstruction and stabilization operations, international reconstruction and stabilization training, foreign language skills, and pertinent skills.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. All users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified and personally identifiable information. Annual refresher training is mandatory. Before being granted access to Office of the Coordinator for Reconstruction and Stabilization Records, a user must first be granted access to Department of State computer systems.

Remote access to the Department of State network from non-Department owned systems is only authorized through a Department-approved access program. Remote access to the network is configured with Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time-out functions.

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 filing cabinets or in restricted areas, access to which is limited to authorized personnel. Servers are stored in Department of State secured facilities in cipher locked server rooms. Access to electronic 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.

These records will be maintained with published record disposition schedules of the Department of State as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8100.

Office of the Coordinator for Reconstruction and Stabilization, Department of State, SA-3, 2121 Virginia Avenue NW., Washington, DC 20520.

Individuals who have reason to believe that the Office of the Coordinator for Reconstruction and Stabilization might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/GIS/IPS, SA-2, Department of State, 515 22nd Street NW., Washington, DC 20522-8100. The individual must specify that he or she wishes the records of the Office of the Coordinator for Reconstruction and Stabilization 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 (including the city and/or country and the approximate dates) which gives the individual cause to believe that the Office of the Coordinator for Reconstruction and Stabilization has records pertaining to him or her.

Individuals who wish to gain access to, or to amend records pertaining to, themselves should write to the Director, Office of Information Programs and Services (address above).

These records contain information that is obtained from the individual who is the subject of the records.

Pursuant to 5 U.S.C. 552a(k)(6) records in this system of records may be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(l), (e)(4)(G), (H), and (I) and (f).

Unclassified.

Department of State; 2201 C Street, NW., Washington, DC 20520.

All employees of the Department of State who are undergoing a job transfer, retirement or supplemental shipment that involves a Department of State funded relocation.

POV transfer, Home Service Transfer Allowance, Foreign Transfer Allowance, Travel Authorization forms. Shipment Request--name, social security number, travel authorization number, billing, shipment types and expenses, vendor name and travel dates.

22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724a, Relocation Expenses of Employees Transferred or Reemployed; 5 U.S.C. 301, 302, Management of the Department of State; 22 U.S.C. 2581, General Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22 U.S.C. 2677, Availability of Funds for the Department of State; 22 U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927, Responsibility of Chief of Mission; Executive Order 9397 (Numbering System for Federal Accounts Relating to Individual Persons); Executive Order 9830 (as amended) (Amending the Civil Service Rules and Providing for Federal Personnel Administration); and Executive Order 12107 (as amended) (Relating to the Civil Service Commission and Labor-Management in the Federal Service).

The information contained in this system of records is collected and maintained by the Office of Logistics Management Transportation Management Office and General Service Officers at Posts in the administration of their responsibility for maintaining the State Department's centralized relocation and transportation management office. The information contained in this system of records assists in facilitating Department of State employee move requests. This information is maintained in a database and is accessible only by the employee and other appropriate personnel. Home and designated contact information not publicly accessible is solicited for travel-related matters only.

Records in the system of records are used for relocation purposes. The principal users of this system of records are Department personnel and their agents involved in processing a move. This information may also be released on a need-to-know basis to other government agencies when the information is necessary for services regarding a relocation. See also the "Routine Uses" paragraphs from the Department's Prefatory Statement.

Storage:

Electronic media only.

Individual name.

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. To ensure that your data is private and secure, we use a government computer system that employs industry standard encryption technology. All access to data is provided via secure features that require a log-in with a user ID and password.

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 Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100.

Office Director, Program Management and Policy (A/LM/PMP); Department of State; 2201 C Street, NW., Washington, DC 20522.

Individuals who have reason to believe that the Office of Logistics Management might have records pertaining to themselves should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the WebMove system 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; if appropriate add: A brief description of the circumstances, including the city and/or country and approximate dates, which gives the individual cause to believe that the Office of Logistics Management has records pertaining to him or her that is listed in the WebMove system.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100.

These records contain information obtained primarily from the individual who is the subject of these records and his/her spouse and/or dependent(s).

None.

Unclassified.

Department of State, 2201 C Street, NW., Washington, DC 20520; Overseas at U.S. Embassies, U.S. Consulates General, and U.S. Consulates; and U.S. Missions.

Current and former Civil Service (CS) and Foreign Service (FS) employees of the Department of State (DOS) 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 or stationed at U.S. Missions abroad who use DOS transportation services; former Foreign Service Reserve Officers; 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.

Personnel data and Travel Authorizations (TAs).

22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724, Travel and Transportation Expenses of Employees Transferred; 5 U.S.C. 301, 302, Management of the Department of State; 22 U.S.C. 2581, General Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22 U.S.C. 2677, Availability of Funds for the Department of State; 22 U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927, Responsibility of Chief of Mission; Executive Order 9397 (Numbering System for Federal Accounts Relating to Individual Persons); Executive Order 9830 (as amended) (Amending the Civil Service Rules and Providing for Federal Personnel Administration); and Executive Order 12107 (as amended) (Relating to the Civil Service Commission and Labor-Management in the Federal Service).

The information contained in this system of records is collected and maintained by the Office of Logistics Management, Office of Program Management and Policy (A/LM/PMP) in the administration of its responsibility for providing worldwide logistics services, professional development, and integrated support. The information collected and maintained in this system of records is necessary to ensure fiscal accountability in transporting the effects of Department of State and other Embassy employees.

Records in the system of records (ILMS) are used by the Department of State to ensure fiscal accountability in transporting the effects of Department of State and other Embassy employees. Users at the Department of State fall into three categories: Transportation Counselors, Shipping Contractors, and System Administrators. Transportation Counselors are Department and other USG personnel who assist with "Employee Logistics--Transportation" activities (see 14 FAM 500). Typically, Transportation Counselors assist Department of State and other Embassy employees with making shipping arrangements for unaccompanied baggage, household effects, and privately owned motor vehicles. Transportation Counselors in DOS Washington have full access to record fields related to transporting the effects of DOS and other Embassy employees. Transportation Counselors at DOS Dispatch Agencies have limited access to certain record fields. Transportation Counselors at other U.S. Government agencies are provided with limited information from certain record fields as needed. Transportation Counselors at U.S. Missions abroad (i.e., DOS general services officers and locally engaged staff in the shipping section) have read-only access to the "status tracking" portion of ILMS. Shipping Contractors are DOS and other agency contractors (consolidated receiving points at the Dispatch Agencies and commercial moving companies under contract to the U.S. Government). Shipping Contractors are provided with limited information in certain record fields, such as delivery address and telephone number. System Administrators are Department personnel and contractors who operate, support, and maintain the system of records (ILMS). System Administrators will access records only for purposes of remedying problems as a result of the activity. See also the "Routine Uses" paragraphs from the Department's Prefatory Statement.

Storage:

Electronic media.

By individual name or other personal identifiers.

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.

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 Information Programs and Services, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

Office Director, Program Management and Policy (A/LM/PMP); Department of State; 2201 C Street, NW., Washington, DC 20522.

Individuals who have reason to believe that the A/LM might have records pertaining to themselves should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW., Washington, DC 20522-8100. The individual must specify that he/she wishes the Integrated Logistics Management System (ILMS) 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; if appropriate add: a brief description of the circumstances that caused the creation of the record.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director; Office of Information Programs and Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, DC 20522-8100.

These records contain information obtained primarily from the individual who is the subject of these records.

None.

Department of State, Office of Medical Services, 2401 E Street, NW., Washington, DC 20522.

U.S. Government employees and local health care providers and facilities who might care for U.S. Government employees, both domestically and overseas.

Includes full name, professional degree, address to include post/city location, email and phone numbers for U.S. Government medical staff. The record includes a listing and assessment of medical services and capabilities of local non-U.S. Government facilities.

Foreign Service Act of 1980, § 904 (22 U.S.C. 4804).

These records are utilized and reviewed by medical and administrative personnel of the Office of Medical Services (MED) for making clearance decisions for individuals eligible to participate in the health care program and as a reference for local medical capabilities. It is also used as a directory of MED employees working overseas.

Information in this database may be disclosed to other federal agencies with personnel posted overseas as a reference for medical facilities and capabilities at overseas posts. The contact information portion of the database may be shared with private sector entities when required as part of U.S. Embassy services or the operations of the State Department Medical Program.

The Department of State periodically publishes in the Federal Register its standard routine uses that apply to all its Privacy Act systems of records. These notices appear in the form of a Prefatory Statement. These standard routine uses apply to the Post Capabilities Database, State-71.

Storage:

Electronic.

By individual name, or by post location.

All State Department users are given information system security awareness training, including the procedures for handling Sensitive But Unclassified information and personally identifiable information. Annual refresher training is mandatory. Before being granted access to the PCD, a user must first be granted access to the Department of State computer system.

Remote access to the Department of State network from non-Department owned systems is only authorized through Department approved access program. Remote access to the network is in compliance with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time out function.

All U.S. Government employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State, its annexes and posts overseas is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager has the capability of printing audit trails of access from the computer media, thereby permitting regular and ad hoc monitoring of computer usage.

When it is determined that a user no longer needs access, the user account is disabled.

Records are revised and updated frequently. More specific information may be obtained by writing the Director of Informatics, Office of Medical Services, 2401 E Street, NW., Washington, DC 20522.

Executive Officer, Medical Services, Room 2270, Department of State, 2401 E Street, NW., Washington, DC 20522.

Individuals who have cause to believe that the Office of Medical Services might have records pertaining to them should write to MED/Informatics, Office of Medical Services, Department of State, 2401 E Street, NW., Washington, DC 20522. The individual must include: Name; current mailing address and zip code; signature; and the location of practice overseas.

Individuals who wish to receive copies of records pertaining to them should write to the Director of Informatics (Address above).

(See Record access procedure, above.)

Information contained in these records comes from the individual subjects and from medical professionals employed by the Department of State.

None.

Sensitive But Unclassified

Data covered by this system is maintained at the following locations: Department of State; 2201 C Street, NW.; Washington, DC 20520; domestic and overseas posts.

The system will cover (1) Current and former Department of State, U.S. Agency for International Development (AID), and Peace Corps employees; (2) other individuals who require regular, ongoing access to agency facilities, including but not limited to certain applicants for employment or contracts; federal employees of other agencies; contractors; students; interns; volunteers; affiliates and other individuals authorized to perform or use services provided in agency facilities (e.g., Credit Union, Fitness Center, etc.), and (3) individuals formerly in any of these positions.

The system does not apply to occasional visitors or short-term guests to whom the Department of State will issue temporary identification and credentials.

Records maintained on individuals issued identification by the Department of State include the following data fields: full name; Social Security number; date of birth; image (photograph); fingerprints; organization/office of assignment; company name; telephone number; Personal Identity Verification (PIV) card issue and expiration dates; personal identification number (PIN); PIV request form; PIV registrar approval signature; PIV card number; emergency responder designation (if applicable); copies of documents used to verify identification or information derived from those documents such as document title, document issuing authority, document number, document expiration date and other document information; level of national security clearance and date granted; computer system user name; authentication certificates; digital signature information.

Records maintained on card holders entering Department of State facilities or using Department of State systems include: Name; PIV Card number; date, time, and location of entry and exit; company name; level of national security clearance and expiration date; digital signature information; and computer networks/applications/data accessed.

5 U.S.C. 301; Federal Information Security Act (Pub. L. 104-106, sec. 5113); Electronic Government Act (Pub. L. 104-347, sec. 203); the Paperwork Reduction Act of 1995 (44 U.S.C. § 3501); and the Government Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504); Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004; Federal Property and Administrative Act of 1949, as amended.

The primary purposes of the system are: (a) To ensure the safety and security of Department of State facilities, systems, or information, and our occupants and users; (b) to verify that all persons entering federal facilities, using federal information resources, or accessing classified information are authorized to do so; (c) to track and control PIV cards issued to persons entering and exiting the facilities, using systems, or accessing classified information.

Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:

(1) To a Federal, State, or local agency, or other appropriate entities or individuals, or through established liaison channels to selected foreign governments, in order to enable an intelligence agency to carry out its responsibilities under the National Security Act of 1947 as amended, the CIA Act of 1949 as amended, Executive Order 12333 or any successor order, applicable national security directives, or classified implementing procedures approved by the Attorney General and promulgated pursuant to such statutes, orders or directives.

(2) To notify another federal agency when, or verify whether, a PIV card is no longer valid.

(3) To the news media or the general public, factual information the disclosure of which would be in the public interest and which would not constitute an unwarranted invasion of personal privacy, consistent with Freedom of Information Act standards. Also see "Routine Uses" of Prefatory Statement published in the Federal Register.

Storage:

Records are stored in electronic media and in paper files.

Records are retrievable by name; Social Security number; other identification number; PIV card number; image (photograph) and fingerprint.

Paper records are kept in locked cabinets in secure facilities and access to them is restricted to individuals whose role requires use of the records. The computer servers in which records are stored are located in facilities that are secured by alarm systems and off-master key access. The computer servers themselves are password-protected. Access to individuals working at guard stations is password-protected; each person granted access to the system at guard stations must be individually authorized to use the system. A Privacy Act Warning Notice appears on the computer screen prior to display of records containing information about individuals. Data exchanged between the servers and the client at the guard stations and badging office are encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

An audit trail is maintained and reviewed periodically to identify unauthorized access. Persons given roles in the PIV process must complete training specific to their roles to ensure they are knowledgeable about how to protect individually identifiable information.

Records relating to persons' access covered by this system are retained, retired and destroyed in accordance with Department of State Records Disposition Schedules approved by NARA. More information may be obtained by writing the Director; Office of Information Programs and Services; SA-2, Department of State; 515 22nd Street; Washington, DC; 20522-8100.

In accordance with HSPD-12, Department of State Identification Cards are deactivated within 18 hours of cardholder separation, loss of card, or expiration. Department of State Identification Cards are destroyed by cross-cut shredding no later than 90 days after deactivation.

Director; Domestic Facility Protection; Bureau of Diplomatic Security; Department of State; 2201 C Street, NW., 20522.

An individual can determine if this system contains a record pertaining to him/her by sending an originally signed request in writing, to the Director; Office of Information Programs and Services (address above).

The individual must specify that he or she wants the Bureau of Diplomatic Security's Identity Management System to be checked. When requesting notification of or access to records covered by this Notice, an individual should provide his/her full name, date and place of birth, current mailing address and zip code, signature, brief description of the circumstances which may have caused the creation of the record, agency name, and work location in order to establish identity.

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. Rules regarding access to Privacy Act records appear in 22 CFR part 171. If additional information or assistance is required, contact the Director (address above).

Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting, state the corrective action sought and the reasons for the correction along with supporting justification showing why the record is not accurate, timely, relevant, or complete. Rules regarding amendment of Privacy Act records appear in 22 CFR part 171. If additional information or assistance is required, contact the Director; Office of Information Programs and Services (address above).

Employee, contractor, or applicant; sponsoring agency; former sponsoring agency; other federal agencies; contract employer; and former employer.

None.

Unclassified.

Department of State, Annex 1, 2201 C Street, NW., Washington, D.C. 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.

Any individual requiring payment by the Department of State whether for services rendered or for reimbursement of an authorized payment voucher.

Federal Managers' Financial Integrity Act of 1982, Federal Financial Management Improvement Act of 1996 and the Debt Collection Act of 1982 and 1996.

Names, addresses, telephone numbers, social security numbers, tax identification numbers, employee identification numbers, bank routing and account numbers, loan numbers and receivable reference numbers, and related information.

The Global Financial Management System (GFMS) is the official financial management system for the Department of State to account for and control appropriated resources and to maintain accounting and financial information associated with the normal operation of government organizations. The information in this system is used to make authorized payments for goods and services to companies or individuals doing business with the Department of State, to make authorized reimbursement payments to an employee, to prepare 1099 tax reports, and to account for 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 users of this information outside the Department of State are: (1) Department of Treasury to issue authorized payments to companies and individuals or to issue authorized reimbursement payments to employees; and (2) the Internal Revenue Service and companies or individuals who have received qualifying payments during the tax year as recipients of 1099 reporting. Also see the Department of State's Prefatory Statement of Routine Uses published in the Federal Register.

Disclosure to consumer reporting agencies:

Disclosure made pursuant to 5 U.S.C. 552a(b)(12): Debt information concerning a government claim against an individual may be furnished in accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt Collection Act of 1982 (Pub. L. 97-365) to consumer reporting agencies to encourage repayment of an overdue debt.

Storage:

Electronic media and paper records.

By name, employee identification number, or social security number, consistent with Executive Order 9397 and Section 7 of the Privacy Act.

All Department of State employees and contractors with authorized access 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. Records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Servers are stored in Department of State secured facilities in cipher locked server rooms. Physical access to the server rooms is limited to authorized personnel only. The system is secured with the safeguards required by Office of Management and Budget Memorandum M-07-16 as may be applicable

Records maintenance and disposal is in accordance with National Archives and Records Administration retention schedule, and any supplemental guidance issued by individual components.

Director, Systems Development and Maintenance, Department of State, P.O. Box 150008, Charleston, SC 29415-5008.

Individuals who have reason to believe that the Department of State's Global Financial Management System may have records pertaining to themselves may write the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

The individual must specify that he or she wishes the GFMS to be checked. At a minimum, the individual should include: Name, date of birth, current mailing address and zip code, signature; and also a brief description of the circumstances that caused the individual cause to believe that the GFMS has records pertaining to him or her.

Individuals who wish to gain access to or amend records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8100.

None.

Sensitive but Unclassified.

2201 C Street, NW., Washington, DC 20520; 2765 Business Center Blvd., Melbourne, FL 32940; Navy Hill, SA-4, 2430 E Street, NW., Washington, DC 20037; 1800 G Street, NW., SA-22, Washington, DC 20006.

Current or previous contractors and Federal employees affiliated with Bureau of International Narcotics and Law Enforcement Affairs.

The Foreign Assistance Act of 1961 as amended, in particular Chapter 8, Part I, section 481 et seq., codified at 22 U.S.C. 2291 and 2292; State Department Basic Authorities Act of 1980, as amended, section 36(b), codified at 22 U.S.C. 2708; Section 103(c) of the Omnibus Diplomatic Security and Antiterrorism Act of 1986 (Public Law 99-399), as amended, codified at 22 U.S.C. 4802; Section 207 of the Foreign Service Act of 1980, codified at 22 U.S.C. 3927; National Security Decision Directive-38; National Security Presidential Directive-44 (Management of Interagency Efforts Concerning Reconstruction and Stabilization); other authorities, as appropriate.

Records include biographical information (full name, date of birth, home zip code, and email address), employee or contractor identification number, job location, employment history, experience, reports of significant/serious incidents, skills, training, and related information.

The INLPR system maintains records primarily on contracted personnel serving in criminal justice roles for the purposes of: Documenting individuals' experience and skills relevant to INL-funded programs; ensuring maintenance of the public trust, personnel safety, and accountability; providing aggregate statistical data for program management purposes; providing information related to employment suitability for service in high-risk environments, including authority to carry weapons; and capturing and validating flight mission data.

Records may be disclosed to private employers when necessary for contract administration in connection with the purposes above, and to Federal and State agencies and international organizations, upon their request, for the purpose of providing information relating to employment eligibility. See also the standard routine uses listed in the Department of State Prefatory Statement, published in the Federal Register.

Storage:

Electronic and paper.

Records may be retrieved by individual name, employee identification number, contractor identification number, or date of birth.

All users are given information system security awareness training, including the procedures for handling Sensitive but Unclassified and personally identifiable information. Annual refresher training is mandatory. Before being granted access to INLPR, a user must first be granted access to Department of State computer systems.

Remote access to Department of State network from non-Department owned systems is only authorized through Department approved access program. Remote access to the network is configured with the Office of Management and Budget Memorandum M-07-16 security requirements of two factor authentication and time out function.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. Access to the Department of State and its facilities is controlled by security guards, and admission is limited to those individuals possessing a valid identification card or under proper escort. All paper records containing personal information are maintained in secured filing cabinets or in restricted areas, access to which is limited to authorized personnel. Access to electronic files is password-protected and under the direct supervision of the information owner. The INLPR structures access privileges to reflect the separation of key duties that end-users perform within the functions the application supports. Access privileges are consistent with the need-to-know, separation of duties, and supervisory requirements established for manual processes.

When it is determined that a user no longer needs access, the user account is disabled.

These records are maintained until they become inactive, at which time they are destroyed or retired in accordance with published record disposition 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 Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001.

Principal Deputy Assistant Secretary, Bureau of International Narcotics and Law Enforcement Affairs, 2201 C Street, NW., Washington, DC 20520.

Individuals who have reason to believe that the INLPR system might have records pertaining to them should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8001. The individual must specify that he or she wishes the records of the INLPR system to be checked. At a minimum, the individual must include: Name, date and place of birth, current mailing address and zip code, and signature.

Individuals who wish to gain access to or amend records pertaining to themselves should write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington, DC 20522-8001.

These records contain information that is obtained directly from the individual, international organizations, prior employers, current employers, and/or law enforcement agencies.

None.

Primarily unclassified but may include classified information.

Department of State, Office of Medical Services, SA-1, 2401 E Street, NW., Washington, DC 20522, and at overseas posts.

Individuals who have been the subject of the Department of State Family Advocacy Program, including but not limited to individuals who are or were under the authority of a Chief of Mission at a post abroad. Individuals may include children who are alleged to have been the subject of abuse or neglect, family members of such children, and the alleged perpetrators of such abuse or neglect. Individuals also may include those involved with allegations of domestic violence.

Section 226 of the Victims of Child Abuse Act of 1990 42 U.S.C. 13031; sections 201, 206, 207 of Foreign Service Act of 1980 22 U.S.C. 3921, section 3926, section 3927 (Management of the Foreign Service); section 904 of the Foreign Service Act, 22 U.S.C. 4084 (Health Care for the Foreign Service); 5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 4802, Executive Order 10450; and 28 CFR 81.1 et seq.

All available information concerning alleged, suspected or established child abuse or neglect or domestic violence. Included could be medical records, reports from medical officers at post, health care records from post, Family Advocacy Committee and Post Family Advocacy Team recommendations, law enforcement investigative reports, Regional Security Officer reports, witness reports, telegrams, email communications, correspondence, evaluative reports by medical and other professionals, photographs, lab results, x-rays, court documents, legal documents such as power of attorney, and other related records.

The information in this system is used at post by members of the Family Advocacy Team and in the Department of State by the Family Advocacy Committee. The information may be shared within the Department of State on a need to know basis and in medical clearance determinations for overseas assignment of covered employees and family members, as well as for making determinations involving curtailment, medical evacuation, suitability, and security clearance.

The routine uses of the information also include:

(1) In cases of suspected child abuse, to the officials designated to receive reports of such cases pursuant to the Victims of Child Abuse Act of 1990;

(2) In cases of suspected child abuse or neglect, or domestic violence, to the appropriate federal, state, local or foreign government officials who may be involved with the investigation, prosecution, or the provision of services in such cases;

(3) To medical professionals, health care providers, and social workers, for purposes of providing treatment and/or services to the individuals covered by this system of records;

(4) To other United States Government agencies and local authorities in the performance of their official duties relating to coordination of family advocacy programs, medical care and research concerning child abuse and neglect, and domestic abuse in cases involving employees; or

(5) To medical professionals to whom referrals are being made for evaluation and/or diagnostic assessments.

Also see "Routine Uses" paragraph of the Prefatory Statement published in the Federal Register.

Storage:

Paper.

Individual name.

All Department of State employees and contractors with authorized access have undergone a thorough background security investigation. All users must pass training on the correct procedures for handling Sensitive but Unclassified and personally identifiable information. Annual refresher training is mandatory.

Access to the Department of State, its annexes and posts overseas 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 Family Advocacy Case information are maintained in secured file cabinets in restricted areas, access to which is limited to authorized personnel.

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 as approved by the National Archives and Records Administration. More specific information may be obtained by writing to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001.

Director, Mental Health Services, Office of Medical Services, U.S. Department of State, SA-1, 2401 E Street, NW., Washington, DC 20522. At overseas locations, the on-site system manager is the head of the Family Advocacy Team at post.

Individuals who believe that the Office of Medical Services may have records pertaining to them may write to the Director, Office of Information Programs and Services, A/ISS/IPS, SA-2, Department of State, 515 22nd Street, NW., Washington DC 20522-8001, and specify that he/she wishes the Family Advocacy Case Records to be reviewed. 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 may have caused the creation of the record, and the approximate date(s) of the records.

Individuals who wish to gain access to or to amend records pertaining to them may write to the Director, Office of Information Programs and Services (address above).

Records contain information obtained primarily from the individual who is the subject of the records, medical professionals and other health care providers, social workers, investigating officers, prosecuting attorneys, witnesses, and Family Advocacy Team and Committee members, and other United States Government agencies.

Pursuant to 5 U.S.C. 552a(k)(1) and (k)(2), certain records contained in this system of records are exempt from 5 U.S.C. (a)(c)(3), (d)(e)(1), (e)(4)(G), (H), (I), and (f) in accordance with Department of State rules published in the Federal Register.