[Federal Register Volume 77, Number 181 (Tuesday, September 18, 2012)]
[Notices]
[Pages 57639-57640]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-23004]
[[Page 57639]]
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DEPARTMENT OF STATE
[Public Notice 8027]
Privacy Act; System of Records: Records of the Office of White
House Liaison, State-34
SUMMARY: Notice is hereby given that the Department of State proposes
to amend an existing system of records, Records of the Office of White
House Liaison, State-34, pursuant to the provisions of the Privacy Act
of 1974, as amended (5 U.S.C.552a) and Office of Management and Budget
Circular No. A-130, Appendix I.
DATES: This system of records will be effective on October 29, 2012,
unless we receive comments that will result in a contrary
determination.
ADDRESSES: Any persons interested in commenting on the amended system
of records may do so by 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 that the
current system will retain the name ``Records of the Office of White
House Liaison'' (64 FR 922). The system maintains information used by
the White House Liaison Office for the consideration, review, clearance
and appointment of an individual to a non-career appointment. The
amended system of records will include modifications to the following
sections: Categories of Individuals Covered by the System, Categories
of Records in the System, Routine Uses, Safeguards, Retrievability,
Retention and Disposal, and administrative updates. The following
section has been added to the system of records, Records of the Office
of White House Liaison, State-34, to ensure Privacy Act of 1974
compliance: Purpose.
The Department's report was filed with the Office of Management and
Budget. The amended system description, ``Records of the Office of
White House Liaison, State-34,'' will read as set forth below.
Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-34
SYSTEM NAME:
Records of the Office of White House Liaison.
SECURITY CLASSIFICATION:
Classified and Unclassified.
SYSTEM LOCATION:
Department of State; 2201 C Street, NW; Washington, DC 20520.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Potential candidates and candidates who are being 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 selected for non-career appointments within
the Department and who are at various stages of employment approval and
confirmation clearance processes. Individuals who currently hold a non-
career position within the Department and career ambassadors.
CATEGORIES OF RECORDS IN THE SYSTEM:
An individual's prospective and/or confirmed Presidential
appointment records typically contain, but are not limited to, full
name, date and place of birth, Social Security number, and contact
information. Records also include resumes; requisite employment forms
which include financial disclosure forms, employment history,
background and security clearance information received from Executive
Offices and Bureau of Human Resources; Congressional forms (Senate
Foreign Relations Committee questionnaire, competence statements for
the Senate Foreign Relations Committee, Federal Campaign Contribution
Report); letters of recommendation; biographic summary; White House
draft press release; agreement telegrams (if bilateral ambassadorial
positions); employment documents for non-career selectees;
correspondence, memoranda and/or email 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.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 2651a (Organization of the Department of State); 22
U.S.C. 3921 (Management of the Foreign Service); 5 U.S.C. 301
(Departmental Regulations).
PURPOSE:
The information in the system is used for the consideration,
review, clearance and appointment of an individual to a non-career
appointment.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USERS:
The records in this system may be disclosed to the White House
Office of Presidential Personnel and the Office of White House Counsel
for the purposes of consideration, review, clearance and appointment of
an individual to a Presidential position/title. Information may be made
available to members of Congress for purposes of confirming nominees to
presidentially-appointed positions.
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 Records of the Office
of White House Liaison, State-34.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic and paper records.
RETRIEVABILITY:
By individual name.
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 FSI distance learning course instructing employees
on privacy and security requirements, including the rules of behavior
for
[[Page 57640]]
handling PII and the potential consequences if it is handled
improperly. Before being granted access to Records of the Office of
White House Liaison, 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 and posts abroad is
controlled by security guards and admission is limited to those
individuals possessing a valid identification card or individuals under
proper escort. All paper records containing personal information are
maintained in secured file cabinets in restricted areas, access to
which is limited to authorized personnel only. Access to computerized
files is password-protected and under the direct supervision of the
system manager. The system manager has the capability of printing audit
trails of access from the computer media, thereby permitting regular
and ad hoc monitoring of computer usage.
When it is determined that a user no longer needs access, the user
account is disabled.
RETENTION AND DISPOSAL:
These records will be maintained until they become inactive at
which time they will be retired or destroyed in accordance with
published record schedules of the Department of State and as approved
by the National Archives and Records Administration. More specific
information may be obtained by writing to the Director; Office of
Information Programs and Services, A/GIS/IPS, SA-2, Department of
State, 515 22nd Street NW., Washington, DC 20522-8100.
SYSTEM MANAGER(S) AND ADDRESS:
Senior Adviser to the Secretary for Appointments and White House
Liaison, Room 7245, Department of State, 2201 C Street NW.,Washington
DC 20520.
NOTIFICATION PROCEDURES:
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 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/she wishes the records
of the White House Liaison Office to be checked. At a minimum, the
individual must include: name, date and place of birth, approximate
dates of employment with the Department of State, particularly the time
during which the individual was a candidate or held a non-career
Presidential appointment; current mailing address and zip code; and
signature.
RECORD ACCESS PROCEDURES:
Individuals who wish to gain access to records pertaining to
themselves should write to the Director, Office of Information Programs
and Services (address above).
CONTESTING RECORD PROCEDURES:
Individuals who wish to amend records pertaining to themselves
should write to the Director, Office of Information Programs and
Services (address above).
RECORD SOURCE CATEGORIES:
These records contain information obtained directly from the
individual who is the subject of these records; Office of the Legal
Adviser; Bureau of Diplomatic Security; Bureau of Human Resources;
Bureau of Legislative Affairs; the White House Office of Presidential
Personnel: and/or individuals who know or worked with the subject and
may offer recommendations.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
Pursuant to 5 U.S.C. 552a (k)(1) and (k)(5), certain records in
this system are classified or 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 under 22 CFR
171.36.
[FR Doc. 2012-23004 Filed 9-17-12; 8:45 am]
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