[Federal Register Volume 75, Number 221 (Wednesday, November 17, 2010)]
[Notices]
[Pages 70343-70344]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-28990]
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DEPARTMENT OF STATE
[Public Notice: 7229]
Privacy Act; System of Records: Records of the Bureau of Public
Affairs
SUMMARY: Notice is hereby given that the Department of State proposes
to amend an existing system of records, Records of the Bureau of Public
Affairs, State-22, 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 October 20, 2010.
It is proposed that the current system will retain the name
``Records of the Bureau of Public Affairs.'' It is also proposed that
the amended system description will include revisions/additions to the
following sections: System location; Categories of records; Routine
uses; and Storage, Safeguards and Retrievability as well as other
administrative updates. The following sections have been added to the
system of records, Records of the Bureau of Public Affairs, State-22,
to ensure Privacy Act of 1974 compliance: Purpose and Disclosure to
Consumer Reporting Agencies.
Any persons interested in commenting on the amended 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, 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, ``Records of the Bureau of Public
Affairs, State-22,'' will read as set forth below.
Dated: October 20, 2010.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration,
U.S. Department of State.
State-22
SYSTEM NAME:
Records of the Bureau of Public Affairs.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of State, 2201 C Street, NW., Rm 2214 Washington, DC
20520.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Media representatives who request interviews with the Secretary of
State and/or Department principals; individuals who apply to accompany
the Secretary of State on official travel; individuals who request
building passes for access to the Department; individuals who request
information from a press officer concerning an issue(s) or information
about the Department and its policies; individuals who are on the
mailing list for the Secretary's speeches; individuals who invite the
Secretary or Department principals to accept a speaking engagement or
attend a function; representatives of nongovernmental organizations
throughout the United States; state and local government officials; and
Department employees who have asked the Bureau of Public Affairs to
place articles about their achievements in their hometown newspapers.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains contact information for individuals who are
involved in the operations of the Bureau of Public Affairs; travel
records, assignments, biographies, speaking engagements, interviews and
communications of Department Secretaries, principals and members of the
media; records relating to requests for access to Department
facilities; press releases; names of local media organizations;
information on Department employees who asked the
[[Page 70344]]
Bureau of Public Affairs to publish information/articles about them;
and invitations sent to the Secretary and Department principals to
include the name/organization of the requester, internal control
number, assigned action office and status.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301 (Management of Executive agencies); 22 U.S.C. 2651a
(Organization of the Department of State); and 22 U.S.C. 3921
(Management of the Service/Secretary of State).
PURPOSE(S):
The purpose of soliciting this information is to enable the Bureau
of Public Affairs to establish and maintain contact with the media,
members of civil society organizations and the general public and
circulate information to specific individuals or groups based on self-
identified regional and policy interests.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The records in this system may be disclosed to contact members of
the media to inform them of events, travel opportunities, and status of
building access requests; respond to media representatives' and general
public inquiries on various topics; and prepare briefing materials for
interviewees.
The information may be made available as a routine use to other
U.S. Government agencies and the White House for purposes of planning
and coordinating public engagement activities.
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 Records of the Bureau
of Public Affairs, State-22.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic, hardcopy.
RETRIEVABILITY:
By individual name.
SAFEGUARDS:
All users are given cyber security awareness training, including
the procedures for handling Sensitive but Unclassified information
including personally identifiable information. Annual refresher
training is mandatory. Before being granted access to Records of the
Bureau of Public Affairs, 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:
Records are retired 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 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:
Deputy Assistant Secretary, Bureau of Public Affairs, Room 6800,
Department of State, 2201 C Street NW., Washington, DC 20520.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe that the Bureau of Public
Affairs has 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.
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 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, the agency or
organization that the individual represents, published directories and/
or other bureaus in the Department.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2010-28990 Filed 11-16-10; 8:45 am]
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