[Federal Register Volume 76, Number 191 (Monday, October 3, 2011)]
[Notices]
[Pages 61132-61133]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-25433]
-----------------------------------------------------------------------
DEPARTMENT OF STATE
[Public Notice: 7632]
Privacy Act; System of Records: State-77, Country Clearance
Records
SUMMARY: Notice is hereby given that the Department of State proposes
to create a system of records, Country Clearance Records, State-77,
pursuant to the provisions of the Privacy Act of 1974, as amended (5
U.S.C. 552a) and Office of Management and Budget Circular No. A-130,
Appendix I.
DATES: This system of records will become effective on November 14,
2011, unless we receive comments that will result in a contrary
determination.
ADDRESSES: Any persons interested in commenting on this new system of
records may do so by submitting comments in writing to the Director;
Office of Information Programs and Services, A/GIS/IPS; Department of
State, SA-2; 515 22nd Street, NW.; Washington, DC 20522-8001.
FOR FURTHER INFORMATION CONTACT: Director; Office of Information
Programs and Services, A/GIS/IPS; Department of State, SA-2; 515 22nd
Street, NW.; Washington, DC 20522-8001.
SUPPLEMENTARY INFORMATION:
The Department of State proposes the new system of records named
``Country Clearance Records.'' During a review of Department of State
operations, this system was identified as being in operation and
subject to the provisions of the Privacy Act. This notice is being
published to address the requirements of the Privacy Act of 1974, as
amended. The proposed system will maintain information required to
request permission from the chief of mission for the planned presence
in his or her country, post, or mission of an employee or contractor of
the Department of State or other Executive Branch agency.
The Department's report was filed with the Office of Management and
Budget. The new system description, ``Country Clearance Records, State-
77'' will read as set forth below.
Dated: September 8, 2011.
Keith D. Miller,
Director, Office of Operations, Bureau of Administration, U.S.
Department of State.
STATE-77
SYSTEM NAME:
Country Clearance Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Office of Management Policy, Rightsizing and Innovation (M/PRI),
Department of State, 2201 C Street NW., Washington, DC 20520-3822; all
U.S. posts and missions abroad; and corresponding automated data
processing facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and contractors of the Department of State and other
Executive Branch agencies of the U.S. Government.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individual name, email address, phone number, passport country and
number, agency, employment type, country of birth, emergency contact
information, purpose of visit, lodging information, carrier
information, level of security clearance and travel itineraries.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 3927, Chief of Mission.
PURPOSE:
To request permission from the chief of mission for the planned
presence in his or her country, post, or mission of an employee or
contractor of the Department of State or other Executive Branch agency.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The Department shares Country Clearance records with designated
administrators of other Executive Branch agencies utilizing the
eCountry Clearance system for employees or contractors on official
travel to U.S. posts and missions abroad.
The Department of State periodically publishes in the Federal
Register its standard routine uses which apply to all of its Privacy
Act systems of records. These notices appear in the form of a Prefatory
Statement. These standard routine uses apply to Country Clearance
Records, State-77.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic and paper records.
RETRIEVABILITY:
Records are retrieved by the individual's name or itinerary number.
SAFEGUARDS:
All users are given cyber security awareness training which covers
the procedures for handling Sensitive but Unclassified information,
including personally identifiable information (PII). Annual refresher
training is mandatory. In addition, all Foreign Service and Civil
Service employees and those Locally Engaged Staff who handle PII are
required to take the Foreign Service Institute distance learning course
instructing employees on privacy and security requirements, including
the Rules of Behavior for handling PII and the potential consequences
if it is handled improperly. Before being granted access to Country
Clearance Records, a user must first be granted access to the
Department of State computer system.
Remote access to the Department of State network from non-
Department owned systems is authorized only through a Department
approved access program. Remote access to the network is configured
with the Office of Management and Budget Memorandum M-07-16 security
requirements, which include but are not limited to two-factor
authentication and time out function.
All Department of State employees and contractors with authorized
access have undergone a thorough background security investigation.
Access to the Department of State, its annexes, posts, and missions
abroad is controlled by security guards and admission is limited to
those individuals possessing a valid identification card or individuals
under proper escort. All paper records containing personal information
are maintained in secured file cabinets in restricted areas, access to
which is limited to authorized personnel only. Access to computerized
files is password-protected and under the direct supervision of the
system manager. The system manager has the capability of printing audit
trails of access from the computer media, thereby permitting regular
and ad hoc monitoring of computer usage.
When it is determined that a user no longer needs access, the user
account is disabled.
[[Page 61133]]
RETENTION AND DISPOSAL:
Records are disposed of in accordance with published Department of
State Records Disposition Schedules as approved by the National
Archives and Records Administration (NARA). More specific information
may be obtained by writing to the Director, Office of Information
Programs and Services, Department of State, SA-2, 515 22nd Street, NW.,
Washington, DC 20522-8001.
SYSTEM MANAGER AND ADDRESS:
Director, Office of Management Policy, Rightsizing and Innovation
(M/PRI), 2201 C Street, NW., Washington, DC 20520-3822.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe that the Office of
Management Policy, Rightsizing and Innovation (M/PRI) may have
information pertaining to them may 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 Country Clearance Records to be checked. At a
minimum, the individual should include his or her name, current mailing
address, zip code, and signature; and a brief description of the
circumstances that caused the individual to believe that the system of
records contains records pertaining to him or her, including dates and
locations of travel episodes for which the individual believes he or
she may have caused the creation of country clearance records.
RECORD ACCESS PROCEDURES:
Individuals who wish to gain access to or amend records pertaining
to them should write to the Director, Office of Information Programs
and Services (address above).
CONTESTING RECORD PROCEDURES:
(See above).
RECORD SOURCE CATEGORIES:
These records contain information obtained directly from the
individual who is the subject of these records, from the Executive
Branch agency employing the individual, and M/PRI and post or mission
staff abroad.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2011-25433 Filed 9-30-11; 8:45 am]
BILLING CODE 4710-24-P