[Federal Register Volume 75, Number 211 (Tuesday, November 2, 2010)]
[Notices]
[Pages 67431-67433]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-27667]
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DEPARTMENT OF STATE
[Public Notice: 7221]
State-40, Employee Contact Records
SUMMARY: Notice is hereby given that the Department of State proposes
to
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amend an existing system of records, Electronic Telephone Directory
(e*Phone), State-40, 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. The Department's report was filed with
the Office of Management and Budget on September XX, 2010.
It is proposed that the name of the current system, ``Electronic
Phone Directory (e*Phone)'' be changed to ``Employee Contact Records.''
It is also proposed that the amended system description will include
substantive and/or administrative changes to the following sections:
System name; Categories of individuals; Categories of records;
Authority; Purpose; Routine uses; Safeguards; and Record source. Any
persons interested in commenting on the amended system of records may
do so by submitting comments in writing to Director, Office of
Information Programs and Services, A/GIS/IPS, Department of State, SA-
2, 515 22nd Street, Washington, DC 20522-8001. This system of records
will be effective 40 days from the date of publication, unless we
receive comments that will result in a contrary determination.
The amended system description, ``Employee Contact Records, State-
40,'' will read as set forth below.
Dated: September 20, 2010.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration,
U.S. Department of State.
STATE-40
SYSTEM NAME:
Employee Contact Records.
SECURITY CLASSIFICATION:
Sensitive but Unclassified (SBU).
SYSTEM LOCATION:
Department of State; 2201 C Street, NW.; Washington, DC 20520.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Foreign Service, Civil Service, Locally Employed Staff and
contract employees of the Department of State.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains the following employee contact information:
name, office contact information, personal contact information,
employee-designated emergency contact information and employment type
(government or contractor).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
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); 5 U.S.C. 301, 22 U.S.C.
2581; National Security Presidential Directive (NSPD)-51/Homeland
Security Presidential Directive (HSPD)-20 (May 4, 2007); National
Continuity Policy Implementation Plan (August 2007); and Federal
Continuity Directive 1 (February 2008).
PURPOSE(S):
The public and non-public information contained in the system is
collected and maintained by the Department and is (1) used to develop
the official locator directories for all personnel; and/or (2) used to
communicate with employees in the event of an emergency in which
designated contact information will be used; and/or (3) communicate
with employee-designated emergency contact.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
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. The notices appear in the form of a Prefatory
Statement. All standard routine uses apply to the Employee Contact
Records, State-40.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic media.
RETRIEVABILITY:
Individual's name.
SAFEGUARDS:
All users are given cyber security awareness training which covers
the procedures for handling Sensitive but Unclassified information,
including personally identifiable information. Annual refresher
training is mandatory. Before being granted access to Employee Contact
Records, a user must first be granted access to the Department of State
computer network.
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 in
accordance with the Office of Management and Budget Memorandum M-07-16
security requirements, which includes but is not limited to two-factor
authentication and time out function.
All users with authorized access have undergone a thorough security
background 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 Department of State
identification card or individuals under proper escort. All 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 (NARA). 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 20522-8001 or by fax at
202-261-8571.
SYSTEM MANAGER AND ADDRESS:
Bureau of Administration, Office of Emergency Management, Planning
and Preparedness Division, 2430 E Street NW., Washington, DC 20520.
Bureau of Information Resource Management, Enterprise Resource
Management, 2201 C Street, NW., Washington, DC 20520.
NOTIFICATION PROCEDURE:
Individuals who have cause to believe that the Employee Contact
Records might have records pertaining to them should write 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. The individual must specify that he/she requests that the records
of the Employee Contact Records be checked.
RECORD ACCESS AND AMENDMENT PROCEDURES:
Individuals who wish to gain access to or amend records pertaining
to them should write to the Director, Office of
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Information Programs and Services (address above).
CONTESTING RECORD PROCEDURES:
(See above).
RECORD SOURCE CATEGORIES:
The information is compiled directly from the individual and from
Department automated sources.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2010-27667 Filed 11-1-10; 8:45 am]
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