[Federal Register Volume 80, Number 134 (Tuesday, July 14, 2015)]
[Notices]
[Pages 41137-41139]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-17226]
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DEPARTMENT OF STATE
[Public Notice: 9190]
Privacy Act; System of Records: Records Maintained by the Office
of Civil Rights, State-09
SUMMARY: Notice is hereby given that the Department of State proposes
to amend an existing system of records, Records Maintained by the
Office of Civil Rights, State-09, 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 August 24, 2015,
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 submitting comments by writing to the Director;
Office of Information Programs and Services, A/GIS/IPS; Department of
State, SA-2; 515 22nd Street; Washington, DC 20522-8001.
FOR FURTHER INFORMATION CONTACT: John Hackett, Acting Director; Office
of Information Programs and Services, A/GIS/IPS; Department of State,
SA-2; 515 22nd Street NW; Washington, DC 20522-8100, or at
[email protected].
[[Page 41138]]
SUPPLEMENTARY INFORMATION: The Department of State proposes that the
current system amend its name from ``Equal Employment Opportunity
Records'' (previously published at 75 FR 70342) to ``Records Maintained
by the Office of Civil Rights''. The purpose of this system is to
contain records for the investigation, processing and resolution of
informal and formal complaints of discrimination filed against the
Department of State in accordance with 29 CFR part 1614 and the
Department's internal procedures for addressing Equal Employment
Opportunity (EEO) complaints; for the investigation, processing and
resolution of complaints of discrimination under 42 U.S.C. 2000d; and
for the investigation, processing and resolution of complaints under 20
U.S.C. 1681, 29 U.S.C. 794 and 794d, 42 U.S.C. 6101, and 36 CFR chapter
XI.
The proposed system will include modifications to the following
sections: Title, Categories of Individuals Covered by the System,
Authority for Maintenance of the System, Purposes, Routine Uses,
Safeguards, and System Exempted From Certain Provisions of the Act as
well as other administrative updates.
The Department's report was filed with the Office of Management and
Budget. The amended system description, ``Records Maintained by the
Office of Civil Rights, State-09,'' will read as set forth below.
Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-09
SYSTEM NAME:
Records Maintained by the Office of Civil Rights.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of State, 2201 C Street NW., Washington, DC 20520.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and applicants for employment who have filed formal or
informal complaints that allege discrimination; employees and members
of the public who have filed a complaint under Title VI of the Civil
Rights Act of 1964 (42 U.S.C. 2000d et seq.), Title IX of the
Educational Amendments of 1972 as amended (20 U.S.C. 1681), Title VII
of the Civil Rights Act of 1964 (42 U.S.C. 2000e), Sections 504 or 508
of the Rehabilitation Act of 1973 (29 U.S.C. 794 and 794d), the Equal
Pay Act of 1963 (29 U.S.C. 206(d)), the Age Discrimination in
Employment Act of 1967 (29 U.S.C. 621), the Genetic Information
Nondiscrimination Act of 2008 (42 U.S.C. chapter 21F), Executive Order
11478, as amended, or the Age Discrimination Act of 1975 (42 U.S.C.
chapter 76).
CATEGORIES OF RECORDS IN THE SYSTEM:
Investigative reports; employment applications; biographic
information to include race, color, national origin, sex, sexual
orientation, religion, age, disability, genetic information; and
employment histories.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
20 U.S.C. 1681; 29 U.S.C. 794 and 794d; 42 U.S.C. 2000d et seq.; 29
U.S.C. 206(d); 42 U.S.C. 2000e et seq.; Executive Order 11478, as
amended; 42 U.S.C. chapter 21F; 29 U.S.C. 621; and 42 U.S.C. chapter
76.
PURPOSE(S):
For the investigation, information collected is used for the
processing and resolution of informal and formal complaints of
discrimination filed against the Department of State in accordance with
29 CFR part 1614 and the Department's internal procedures for
addressing Equal Employment Opportunity (EEO) complaints; and for the
investigation, processing and resolution of complaints of
discrimination under 42 U.S.C. 2000d and complaints under 20 U.S.C.
1681, 29 U.S.C. 794 and 794d, 42 U.S.C. 6101, 29 U.S.C. 621, and 36 CFR
chapter XI.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Records from this system will be disclosed to the U.S. Equal
Employment Opportunity Commission and other federal agencies for
purposes of investigating, processing, adjudicating, resolving and
litigating complaints involving more than one agency, or in situations
where the Department of State has requested that another federal agency
provide investigative support for a complaint.
The Department of State periodically publishes in the Federal
Register its standard routine uses that 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 the Records Maintained
by the Office of Civil Rights, State-09.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hard copy and electronic.
RETRIEVABILITY:
By individual name and Employee Identification Number (EID).
SAFEGUARDS:
All users are given cyber security awareness training which covers
the procedures for handling Sensitive but Unclassified information,
including personally identifiable information (PII). Annual refresher
training is mandatory. In addition, all Foreign Service and Civil
Service employees and those Locally Employed Staff who handle PII are
required to take the Foreign Service Institute 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 Records
Maintained by the Office of Civil Rights, 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 to unclassified systems and
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.
[[Page 41139]]
RETENTION AND DISPOSAL:
Records are retired or destroyed in accordance with published
records disposition schedules of the Department of State and as
approved by the National Archives and Records Administration (NARA).
More specific information may be obtained by writing 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 Civil Rights, Room 7428, Department of State,
2201 C Street NW., Washington, DC 20520.
NOTIFICATION PROCEDURES:
Individuals who have cause to believe that the Office of Civil
Rights might have records pertaining to them 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 Records Maintained by
the Office of Civil Rights 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 upon which the
individual filed a formal or informal complaint alleging discrimination
or requested other services from the Office of Civil Rights.
RECORD ACCESS AND AMENDMENT PROCEDURES:
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).
CONTESTING RECORD PROCEDURES:
(See above).
RECORD SOURCE CATEGORIES:
The individual; supervisors of the individual; EEO counselors; EEO
personnel; and other employees or individuals having knowledge of the
facts involved in the complaint.
SYSTEM EXEMPTED FROM CERTAIN PROVISION OF THE ACT:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552a(k)(5) and (k)(6). See 22 CFR part 171.
[FR Doc. 2015-17226 Filed 7-13-15; 8:45 am]
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