Privacy Act of 1974; System of Records
| Published date | 24 August 2020 |
| Citation | 85 FR 52185 |
| Record Number | 2020-18532 |
| Section | Notices |
| Court | State Department |
Federal Register, Volume 85 Issue 164 (Monday, August 24, 2020)
[Federal Register Volume 85, Number 164 (Monday, August 24, 2020)]
[Notices]
[Pages 52185-52187]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-18532]
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DEPARTMENT OF STATE
[Public Notice: 11178]
Privacy Act of 1974; System of Records
AGENCY: Department of State.
ACTION: Notice of a new system of records.
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SUMMARY: Information in Secretariat Contact Records is used to
facilitate Department communication with domestic and foreign
interlocutors.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of
records notice is effective upon publication, with the exception of the
routine uses that are subject to a 30-day period during which
interested persons may submit comments to the
[[Page 52186]]
Department. Please submit any comments by September 23, 2020.
ADDRESSES: Questions can be submitted by mail, email or by calling Eric
F. Stein, the Senior Agency Official for Privacy, on (202) 485-2051. If
mail, please write to: U.S Department of State; Office of Global
Information Systems; A/GIS; Room, 1417, 2201 C St., NW; Washington, D C
20520. If email, please address the email to the Senior Agency Official
for Privacy, Eric F. Stein, at [email protected]. Please write
``Secretariat Contact Records, State-84'' on the envelope or the
subject line of your email.
FOR FURTHER INFORMATION CONTACT: Eric F. Stein, Senior Agency Official
for Privacy; U.S. Department of State; Office of Global Information
Services, A/GIS; Room 1417, 2201 C St. NW; Washington, DC 20520 or by
calling (202) 485-2051.
SUPPLEMENTARY INFORMATION: None.
SYSTEM NAME AND NUMBER:
Secretariat Contact Records, State-84.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of State (``Department''), located at 2201 C Street NW,
Washington, DC 20520.
SYSTEM MANAGER(S):
Director, Operations Center, 2201 C Street NW, Washington, DC
20520, [email protected], (202) 647-1512.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
8 U.S.C. 1104 (Powers and Duties of the Secretary of State).
PURPOSE(S) OF THE SYSTEM:
Information in the Secretariat Contact Records is used to
facilitate Department communication with domestic and foreign
interlocutors. These records are maintained by the Operations Center
staff and used to establish calls when needed by the Secretary of State
to discuss foreign policy matters. Additional data is collected in the
form of call notes that help clarify contact methods.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who interact with Department of State officials on
matters of official business. The Privacy Act defines an individual at
5 U.S.C. 552a(a)(2) as a United States citizen or lawful permanent
resident.
CATEGORIES OF RECORDS IN THE SYSTEM:
Contact information related to individuals who interact with
Department of State officials on matters of official business. These
records include name, email addresses, phone numbers, and job title.
These records may also include information about the individual's
previous interactions with the Department of State, such as the purpose
and date of a call connected by the Department of State's Operations
Center and notes to clarify contact methods for the individual.
RECORD SOURCE CATEGORIES:
These records contain information that is primarily obtained from
the individual who is the subject of the records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Secretariat Contact Records may be disclosed:
(a) To appropriate agencies, entities, and persons when (1) the
Department of State suspects or has confirmed that there has been a
breach of the system of records; (2) the Department of State has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, the Department of State (including
its information systems, programs, and operations), the Federal
Government, or national security; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department of State efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
(b) To another Federal agency or Federal entity, when the
Department of State determines that information from this system of
records is reasonably necessary to assist the recipient agency or
entity in (1) responding to a suspected or confirmed breach or (2)
preventing, minimizing, or remedying the risk of harm to individuals,
the recipient agency or entity (including its information systems,
programs, and operations), the Federal Government, or national
security, resulting from a suspected or confirmed breach.
(c) A contractor of the Department having need for the information
in the performance of the contract, but not operating a system of
records within the meaning of 5 U.S.C. 552a(m).
(d) An agency, whether federal, state, local or foreign, where a
record indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule or order
issued pursuant thereto, so that the recipient agency can fulfill its
responsibility to investigate or prosecute such violation or enforce or
implement the statute, rule, regulation, or order.
(e) The Federal Bureau of Investigation, the Department of Homeland
Security, the National Counter-Terrorism Center (NCTC), the Terrorist
Screening Center (TSC), or other appropriate federal agencies, for the
integration and use of such information to protect against terrorism,
if that record is about one or more individuals known, or suspected, to
be or to have been involved in activities constituting, in preparation
for, in aid of, or related to terrorism. Such information may be
further disseminated by recipient agencies to Federal, State, local,
territorial, tribal, and foreign government authorities, and to support
private sector processes as contemplated in Homeland Security
Presidential Directive/HSPD-6 and other relevant laws and directives,
for terrorist screening, threat-protection and other homeland security
purposes.
(f) A congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual.
(g) A court, adjudicative body, or administrative body before which
the Department is authorized to appear when (a) the Department; (b) any
employee of the Department in his or her official capacity; (c) any
employee of the Department in his or her individual capacity where the
U.S. Department of Justice (``DOJ'') or the Department has agreed to
represent the employee; or (d) the Government of the United States,
when the Department determines that litigation is likely to affect the
Department, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department is deemed to
be relevant and necessary to the litigation or administrative
proceeding.
(h) The Department of Justice (``DOJ'') for its use in providing
legal advice to the Department or in representing the Department in a
proceeding before a court, adjudicative body, or other administrative
body before which the Department is authorized to appear, where the
Department deems DOJ's use of such information relevant and necessary
to the litigation, and such proceeding names as a party or interests:
(a) The Department or any component of it;
(b) Any employee of the Department in his or her official capacity;
(c) Any employee of the Department in his or her individual
capacity where DOJ as agreed to represent the employee; or
[[Page 52187]]
(d) The Government of the United States, where the Department
determines that litigation is likely to affect the Department or any of
its components.
(i) The National Archives and Records Administration and the
General Services Administration: For records management inspections,
surveys and studies; following transfer to a Federal records center for
storage; and to determine whether such records have sufficient
historical or other value to warrant accessioning into the National
Archives of the United States.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored on electronic media. A description of standard
Department of State policies concerning storage of electronic records
is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Secretariat Contact Records information is retrieved almost
exclusively through a name or phone number search. Other fields, such
as address or title, are available for retrieval, but are rarely used.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are retired and destroyed in accordance with published
Department of State Records Disposition Schedules as approved by the
National Archives and Records Administration (NARA) and outlined here
https://foia.state.gov/Learn/RecordsDisposition.aspx. Secretariat
Contact Records are governed by Records Schedule A-03-006-10 which
covers temporary customer/client records that may be deleted when they
are superseded, become obsolete or the customer/client requests the
agency remove the records. More specific information may be obtained by
writing to the following address: U.S. Department of State; Director,
Office of Information Programs and Services; A/GIS/IPS; 2201 C Street
NW; Room B-266; Washington, DC 20520.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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's 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. 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. 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.
Before being granted access to Secretariat Contact 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 authentication requirements contained in the Office of
Management and Budget Circular Memorandum A-130. All Department of
State employees and contractors with authorized access have undergone a
background security investigation.
RECORD ACCESS PROCEDURES:
Individuals who wish to gain access to or to amend records
pertaining to themselves should write to U.S. Department of State;
Director, Office of Information Programs and Services; A/GIS/IPS; 2201
C Street, N.W; Room B-266; Washington, DC 20520. The individual must
specify that he or she wishes the Secretariat Contact Records to be
checked. At a minimum, the individual must include: full name
(including maiden name, if appropriate) and any other names used;
current mailing address and zip code; date and place of birth;
notarized signature or statement under penalty of perjury; 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 Secretariat Contact
Records include records pertaining to him or her. Detailed instructions
on Department of State procedures for accessing and amending records
can be found at the Department's FOIA website located at https://foia.state.gov/Request/Guide.aspx.
CONTESTING RECORD PROCEDURES:
Individuals who wish to contest record procedures should write to
U.S. Department of State; Director, Office of Information Programs and
Services; A/GIS/IPS; 2201 C Street NW; Room B-266; Washington, DC
20520.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe that this system of records
may contain information pertaining to them may write to U.S. Department
of State; Director, Office of Information Programs and Services; A/GIS/
IPS; 2201 C Street NW; Room B-266; Washington, DC 20520. The individual
must specify that he or she wishes the Secretariat Contact Records to
be checked. At a minimum, the individual must include: full name
(including maiden name, if appropriate) and any other names used;
current mailing address and zip code; date and place of birth;
notarized signature or statement under penalty of perjury; 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 Secretariat Contact
Records include records pertaining to him or her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Dated: August 17, 2020.
Eric F. Stein,
Senior Agency Official for Privacy, Acting Deputy Assistant Secretary,
Office of Global Information Services, Bureau of Administration,
Department of State.
[FR Doc. 2020-18532 Filed 8-21-20; 8:45 am]
BILLING CODE 4710-24-P
